Consent rules for the AI Scribe

Before recording

Informed, contemporaneous consent from the patient or their authorized representative (a parent or guardian for a minor) before the scribe is started for an encounter, and the attestation the platform prompts for. The platform logs who attested and when, for each session, as the clinic's record. Consent may be withdrawn at any time; on withdrawal the recording must be stopped.

Standing preferences

A do-not-record preference on a patient's record is honoured: while set, scribe sessions cannot be started for that patient anywhere on the platform. The clinic must apply it on a patient's request.

Audio and transcript

Audio streams from the provider's browser to Microsoft Azure AI Speech in Canada Central and is converted to text in real time; silence detection limits streaming to voiced audio. Audio is not recorded, and the speech service is configured not to retain it. The transcript exists transiently to draft the note and is not stored by Arxeon; only the consent attestation, duration and character/token metrics are kept.

Drafts and responsibility

Every AI-drafted note or suggestion is a draft until a qualified member of the clinic reviews and saves it through the normal record workflow; the platform never saves a draft to the record automatically, and the absence of a [verify] flag is not an assurance of accuracy. Each time the scribe is used the clinic represents that it has lawful authority, documented consent, a PIA that covers ambient documentation to the extent required, and trained personnel.

Metering and suspension

Minutes are metered on voiced audio, rounded up per session; usage beyond the included minutes is overage under the Terms. Arxeon may suspend the scribe for a clinic — without suspending the wider service — where it reasonably believes it is being used without consent or in a way that creates legal risk.

Where to look

• Subscriber Agreement — Schedule C · AI Scribe