Overview
Depending on your state and practice setting, patient consent may be needed before using ambient listening technology during a consultation. Even where not strictly mandated, obtaining consent is a best practice that builds patient trust and aligns with HIPAA's transparency principles.
The consent form explains what the technology does, how patient data is handled, and the patient's right to opt out at any time. It is designed to be clear and patient-friendly, avoiding technical jargon and focusing on three areas: the purpose of the technology, data handling and security, and patient rights.
Check your state's consent laws. Some states (such as Oregon, California, and others) are "all-party consent" jurisdictions, meaning every individual present in the room must be informed before a conversation is captured. Requirements vary, so we recommend verifying your state's specific rules and consulting with your compliance team. When in doubt, obtaining written consent from all parties is the safest approach.
What the consent form covers
The form asks patients to acknowledge five things:
They have been informed about the use of ambient listening technology and its purpose
They understand how their information will be handled, stored, and protected
They agree to allow their clinician to use the technology during their consultation
They understand that the clinician may pause or disable the technology at any point
They can withdraw consent at any time without it affecting the quality of their care
The form also includes three summary sections covering purpose, data handling and security (including HIPAA compliance and clinic-defined retention periods), and patient rights.
How to introduce this to patients
When presenting the consent form, a few things tend to work well:
Be direct and brief. Patients respond best when you explain it simply: "We use a tool that listens to our conversation and creates clinical notes so I can focus on you instead of typing."
Emphasize what it is not. Patients may have concerns about recordings. Let them know the technology generates documentation, and that data retention follows your clinic's existing policies.
Give them an out. Make it clear they can decline or withdraw consent at any time, and that it will not change the care they receive.
Have the form ready at check-in. The front desk can present the form alongside other intake paperwork so it does not slow down the visit itself.
Downloadable templates
We provide the consent form in two formats. Both contain the same content and can be customized with your practice name.
PDF version (print-ready) 📄 Download Patient Consent Form (PDF)
Word version (editable) 📄 Download Patient Consent Form (DOCX)
Frequently asked questions
Does every patient need to sign this? Consent requirements vary by state and practice setting. Some jurisdictions have specific rules around recording or ambient technology in clinical environments, while others do not. We recommend consulting with your compliance team to determine what applies to your practice. Regardless of local requirements, having a signed consent form on file is a strong safeguard and helps set clear expectations with patients.
What if a patient declines? Simply proceed with the visit without the technology enabled. Document the visit manually as you normally would. A patient's decision to opt out should never affect the care they receive.
Can a patient withdraw consent after signing? Yes. If a patient changes their mind, honor the request immediately. Note the withdrawal in their file and continue the visit without the technology.
Do I need to get consent again at every visit? This depends on your clinic's policies. Some practices obtain a one-time consent that covers all future visits, while others include it as part of each visit's intake. We recommend consulting with your compliance team to determine the right approach for your practice.
Can I pause the technology mid-visit? Yes. You have full control and can pause or disable the technology at any point during a consultation.
Questions?
If you have questions about the consent process or need help customizing the form for your practice, reach out to your account team or contact us through Intercom.