Clinical Notes

With our system you are able to see right on your dashboard automatically when session notes are ready for review.

Neither TherapyAppointment nor its AI uses customer-recorded sessions to train AI models. TherapyAppointment operates in compliance with HIPAA and may process PHI only as necessary to deliver the contracted services. Any AI model improvements are limited to de-identified, non-reidentifiable data, under our BAA and applicable agreements.

Yes. AI Notes is a completely optional paid, add-on feature. It’s disabled by default and only becomes active if your practice explicitly enables it in role permissions. If you choose not to use it, simply do not enable the AI Notes role and no session data will be sent to or processed.

If you had previously enabled AI Notes, you can opt out at any time by removing those role permissions.

No. You must deliberately select it to start and end the recording for sessions you wish to use it in.

You can record your description of the session and have AI Notes turn it into an offered note format. It won't create a ‘word for word’ dictation, but will give a summary of information that was included in the dictation. 

Yes, once an AI draft note generate, you can review it to make changes/edits. You may also rewrite the note in any way you wish. In fact, it’s your responsibility to review the note for accuracy before you sign it. 

TherapyAppointment does not retain therapy session audio recordings long-term. They are only used temporarily to generate the clinical transcript and are automatically deleted once transcription is complete. TherapyAppointment operates in compliance with HIPAA and retains PHI only for the minimum time necessary to provide the service and meet applicable legal obligations. All PHI is securely deleted when it is no longer needed. Session recordings are not stored indefinitely and are not used for any unrelated purposes..

Please note that any recordings or information maintained as part of telehealth services or clinical records may be subject to your clinician’s own policies and retention practices.

AI notes will listen to the session and create the note, then automatically delete the recording once the transcription is completed. If you choose to also record the video/audio from within our integrated telehealth session for a supervisor/use later - that recording is automatically deleted six months later or any time you determine you wish to delete it.

You do not need a separate BAA for TherapyAppointment’s AI Notes. Your BAA with TherapyAppointment already governs how our AI Notes accesses and processes PHI. All AI-related processing operates under TherapyAppointment’s HIPAA obligations, and those requirements are fully covered by our existing BAA.

It is certainly recommended. You can verbally ask your client for permission and document that. You can also have the client sign a consent and offer the ability to ‘opt out’ of you using AI Notes. TherapyAppointment offers a pre-made consent template in its Online Forms templates titled Consent for use of Automated Note-Taking.

Here are a few breakdowns of the most commonly used chart templates:

• SOAP, DAP, BIRP
• GIRP
• Intake
• SIRP
• PIRP
• PIE