This practice is committed to preserving, as far as is practical, the security of data used by our information systems. This means that we will take all reasonable actions to;

Maintain the Confidentiality of all data within the practice by:

• Ensuring that only authorised persons can gain access to our systems
• Not disclosing information to anyone who has no right to see it

Maintain the integrity of all data within the practice by:

• Taking care over input
• Ensuring that all changes are reported and monitored
• Checking that the correct record is on the screen before updating
• Reporting all apparent errors and ensuring that they are resolved

Maintain the availability of all data by:

• Ensuring that all equipment is protected from intruders
• Ensuring that backups are taken at regular, predetermined intervals
• Ensuring that contingency is provided for possible failure or equipment theft and that any such contingency plans are tested and kept up to date

Additionally we will take all reasonable measures to comply with our legal responsibilities under:

• The Data Protection Act (2018)
• The Health and Safety at Work Act (1992)
• The Access to Health Records Act (1990)

Health or care professionals might use ambient scribes for creating notes when they are talking with you, for example during an appointment about your care. They use these tools to make note-taking easier so they can spend more time focusing on you.

Being informed about ambient scribes

If your health or care professional is using an ambient scribe to help them take notes during a conversation, they should tell you at the beginning of the session. They may also provide information about this in public areas (for example, through posters and TV screens in waiting areas) and in newsletters you receive.

You can also read your health or care organisation’s privacy notice to find out more about how the organisation uses ambient scribes.

Objecting to ambient scribes

You can ask for an ambient scribe not to be used during your appointment. If you prefer this, tell your health or care professional at the start of the appointment. They can talk through any concerns with you and will respect your choice.

Using safe products

Before using ambient scribes, your health or care organisation will review and assess:

• the company who made the AI product
• how the AI product was created
• how the AI product works
• how safe the product is for use in supporting your care

They must be satisfied that the company and product have rules in place to make sure your information is kept safe and used in line with the law before using the ambient scribe.

Making sure notes and summaries are accurate

Notes, summaries and letters that have been created by ambient scribes might sometimes contain errors.

People using ambient scribes must check the notes or letters that have been made by the ambient scribe to make sure they are accurate. They do this before adding any information to your record and are responsible for making sure the information in your record remains correct.