Student Wellness Services now offers the use of an AI scribe during appointments, and we encourage you to try it if you are comfortable. This secure tool helps your clinician or staff member create a draft note from your visit so they can spend less time typing, stay focused on your care, and help make sure important details are not missed.
Although we encourage you to consider using the AI scribe, it is always your choice. You can say yes, say no, or change your mind at any time. Your decision will not affect your access to care, services, accommodations, or supports.
What is an AI scribe?
An AI scribe is a digital note-taking tool that supports documentation during appointments. It may listen to the conversation, create a temporary transcript or draft summary, and help prepare a draft note for your clinician or staff member to review.
The AI scribe does not make decisions about your care. A clinician or staff member always reviews, edits, and finalizes any notes before they become part of your record.
Why are we using it?
Our team is focused on ensuring your care comes first. AI scribe technology can help reduce the time clinicians and staff spend typing during appointments, allowing for more focused conversations and better support for accurate documentation.
Myths and facts about AI scribe
Myth: AI scribe replaces clinical judgment.
Fact: Clinicians and advisors remain responsible for all decisions, documentation, and records.
Myth: AI scribe writes notes directly into your record.
Fact: Notes must be reviewed, edited if necessary, and approved by the clinician or advisor before being saved.
Myth: AI scribe records everything forever.
Fact: Data handling and retention are governed by the platform’s security, privacy, and retention settings, as well as University requirements.
Myth: AI scribe is there to replace staff.
Fact: AI scribe is designed to reduce administrative burden so staff can focus more on the individual and the conversation.
How it works during your appointment
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Your clinician or staff member will explain the AI scribe before starting it.
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You can choose whether you would like it used during your appointment.
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If you agree, the AI scribe helps create a draft note from the appointment.
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Your clinician or staff member reviews and corrects the draft note.
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The finalized note may be added to the appropriate record system, depending on the service you are accessing.
Your choice and consent
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The AI scribe is offered by Student Wellness Services, but use during your appointment is voluntary.
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You can say no.
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You can change your mind at any time.
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Your decision will not affect your care, services, accommodations, or supports.
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If you change your mind, the AI scribe will be stopped and your appointment notes will continue using standard methods.
Privacy and security
Your privacy is safe. Student Wellness Services follows applicable privacy laws and University privacy and security requirements when using digital tools, including AI scribes.
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Your information is used only to support documentation related to your care or services.
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Your personal or personal health information is not used to train or improve AI models without authorization.
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Temporary audio recordings or transcripts are securely deleted according to approved retention timelines and are not kept as part of your record.
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Your clinician or staff member is responsible for reviewing the note for accuracy before it is finalized.
Frequently asked questions
Do I have to use the AI scribe?
No. It is completely optional.
What happens if I say no?
Your appointment continues as normal. Your access to care, services, accommodations, or supports will not be affected.
Can I change my mind?
Yes. You can change your mind at any time. If you decide you no longer want the AI scribe used, your clinician or staff member will stop using it.
Does the AI scribe replace my clinician or staff member?
No. The AI scribe only supports note-taking. It does not replace professional judgment and does not make decisions about your care.
Who reviews the notes?
Your clinician or staff member reviews, edits, and finalizes the note before it is added to your record.
Is my information protected?
Yes. Student Wellness Services follows applicable Ontario privacy laws and University privacy and security requirements when using tools that involve personal or personal health information.
Questions or concerns
If you have questions or concerns about the AI scribe, please speak with the clinician or staff member you are seeing, or contact Student Wellness Services at health@uoguelph.ca
