AI Medical Scribes and HIPAA: A Checklist for Clinics

This is general information, not legal advice. If you are a covered entity in the United States, talk to your compliance officer or counsel before adopting any tool that touches protected health information.

Agreements: does the vendor offer a business associate agreement where one is required? Do not rely on a marketing claim of compliance; ask for the document.

Data flow: which subprocessors handle audio and text (for example transcription and language-model providers)? Where is data stored?

Retention: how long are audio, transcripts and notes kept, and can you delete them? Ask about backups too.

Access control: is each clinician's data scoped to them, and is there an audit trail of logins and access? Does the app log out idle sessions?

Encryption: is data encrypted in transit and at rest?

Consent: patient consent to recording is your responsibility. Make it part of your intake or visit routine.

Incident response: how will the vendor notify you of a breach, and how fast?

MD Record AI describes its safeguards in its privacy policy, including encryption in transit and at rest and how data is handled. Read it and ask us about agreements before use with patient data.