The patient sees a phone on the desk or hears that an assistant will be used. Before starting, they need to understand what that tool will do, what it will be used for, and what options they have. A brief and concrete explanation allows the conversation to continue without turning the start of the consultation into a presentation of technology.
The best explanation starts with the task: helping to prepare the note while you are busy attending to other things. Then it clarifies how the information is captured and how the result is reviewed. There is no need to explain language models or promise that the tool will never make a mistake.
Start with what is going to happen
For a flow that records the conversation and allows offering an alternative without recording, you can adapt this phrase: «I use an assistant that records our conversation to help me prepare the note. This way I can pay more attention to what they are telling me. Then I review the text. If you prefer not to use it, we can document it in another way».
It is an example of communication, not a consent form. Tailor each sentence to the actual functionality of your tool and the procedure for your consultation. The requirements for information, authorization, and registration depend on the country, institution, and type of care; the conversation should accompany that procedure.
Answer the question that they are really asking you
«Is it recording me?» requires a direct answer about the audio capture. «Who will see this?» requires an explanation of the actual access. «Will it be kept for a long time?» requires knowing the retention policy. Don’t answer all three with a generic phrase like “it’s a secure platform.”.
Before offering the flow, locate the provider’s responses regarding recording, retention, access, and use of the information. If a condition depends on the contract or a configuration, confirm which one applies in your query. A precise response is usually more reassuring than an absolute guarantee.
In the case of Itaca, the reference for these questions is their current privacy policy. Avoid extrapolating what another provider claims or what a personal-use tool allows.
Clarify who writes, who revises, and who decides
The patient does not need to know all the technical details. What they do need to know is that the assistant helps them prepare the documentation and that you continue to attend to and review the patient. Say «you help me prepare the note» when that is the actual purpose, rather than presenting the tool as a second doctor participating in the consultation.
It is also advisable to distinguish between recording for documentation and other uses of AI. If you are simply preparing a note, do not add explanations about automatic diagnosis, research, or functions that you will not use at that meeting.
Agree on what to do if someone prefers not to participate
The alternative must be feasible: take notes in the usual way or use another authorized workflow. If the patient requests stopping the capture, know how to do it before starting. Explain any differences between stopping it and deleting already stored information; they are different actions.
When an attendant intervenes, include their participation in the applicable procedure. On a video call, identify the people present and explain when the recording begins. Do not assume that connecting to a call means accepting any subsequent use of the conversation.
Keep the explanation consistent and natural
Prepare a brief version for the reception and another for you. They should describe the same process. If the staff promises that “nothing is kept” and the professional explains that there will be a recording, the contradiction creates a doubt that was avoidable.
Test the explanation with someone outside the team. Ask them to tell you what they think will happen. If they understand that the AI will help you, change the sentence. The goal is for the patient to understand the documentation help and be able to express their preference without feeling pressured.
The WHO guidance on large multimodal models in health It stands out for its transparency and participation in the deployment of these technologies. Bringing that principle to the consultation starts with an understandable explanation. You can learn about the specific flow in clinical notes with AI.
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