Understanding How AI Features Handle Your Client Data

In this article:

• Before You Begin
• AI Features in Practice Better
• How Practice Better Protects Data in AI Features
• What Information Each AI Feature Uses
• Where AI Output Is Stored
• Turning AI Features On and Off
• Reviewing AI Output
• Additional Resources

Before You Begin

• Sign the agreement for your region. Practice Better's Regulatory Compliance Agreements, including the HIPAA Business Associate Agreement (BAA), cover your use of AI features. If you work with protected health information, sign your BAA before using AI features with client data.
   
• Let clients know before you record. Before you record a session with the AI Charting Assistant, you're responsible for informing clients and getting any consent your profession or jurisdiction requires.
   
• Outside AI tools aren't covered. You might connect a third-party AI tool to Practice Better, for example through the API or Connector Hub. That tool is governed by your own agreement with its vendor, not by your agreement with Practice Better.

Learn more about Signing Regulatory Compliance Agreements →

AI Features in Practice Better

How Practice Better Protects Data in AI Features

AI Training

🪄 We never use your client data to train AI models, and neither do our AI sub-processors. To improve our AI features, we use feedback you choose to share and information about how you use AI settings and features.

There's nothing you need to opt out of, because we don't train AI on client data.

AI Sub-Processors and Your BAA

Practice Better works with a small number of AI service providers, called sub-processors, to power transcription and other AI features.

• Covered by agreements: Every AI sub-processor that handles client data is covered by a Business Associate Agreement and a Data Processing Agreement. Each one is contractually bound by the same data protection obligations as Practice Better.
• Processed in the United States: AI processing for your data happens in the United States. 
• Encrypted in transit: Data sent to AI sub-processors is encrypted with TLS, the same protection used across Practice Better.

Our complete, current list of sub-processors is published in the Practice Better Trust Center.

Learn more about Understanding Security and Privacy in Practice Better →

What Information Each AI Feature Uses

Each AI feature works with the information it needs for the task in front of you:

• AI Charting Assistant: The audio from the session you record, and the transcript created from it. AI Dictation uses only what you say while dictating.
• AI Session Prep: The client's most recent session note.
• AI Writing Assistant: Only the text in the editor at the time of your request. It doesn't have access to other client records, profile information, or data outside the editor.
• AI Form Builder: The prompt you write.
• AI Program Content Generator: The prompt you write.
• AI Session Insights: The session history report.
• AI Fax Classification: The incoming fax, including the patient name it detects, so the fax can be matched to an existing client record.

Where AI Output Is Stored

AI recordings, transcripts, and summaries are stored in the client's record in Practice Better. They get the same encryption and United States storage as the rest of your data.

• Exports: AI-generated content is included when you export a client's record.
• Disabling the AI Charting Assistant: Your existing recordings, transcripts, and summaries are kept.
• Deleting a client record: The client's AI output is deleted with the record. It can be restored within 60 days, then follows the same backup schedule as the rest of your data.
• Fax tags: You can change the document category tag on a fax at any time.

Turning AI Features On and Off

Only the AI Charting Assistant has its own on/off control. The other AI features run only when you use them, except AI Fax Classification, which runs automatically.

AI Charting Assistant

• Add or remove it at any time. On Team plans, you assign seats to the practitioners who use it.
• You control your recordings. You choose when to start and stop recording.
• Choose who can access recordings. You decide whether team members can see your session recordings.

Removing the AI Charting Assistant turns off recording, transcription, and AI summaries. It doesn't turn off other AI features.

AI Session Prep

AI Session Prep runs only when you create a note from a template that includes the AI Session Prep placeholder. To stop using it, remove the placeholder from your template.

AI Writing Assistant, AI Form Builder, AI Program Content Generator, and AI Session Insights

These features run only when you or a team member chooses to use them. Access follows your plan and each team member's permissions for that area, such as permission to edit notes, forms, or programs.

AI Fax Classification

On Plus plans and up, AI Fax Classification runs automatically on incoming faxes. There's no setting to turn it off.

Reviewing AI Output

AI output is a starting point. Review and edit AI summaries, notes, form drafts, and program content before you save, sign, or share them with clients. You stay in control of what goes into your client records.

💡 Set your AI summary format to match how you already document, so summaries need fewer edits.

Learn more about Customizing Your AI Charting Recording Summary Format →

Additional Resources

• Understanding Security and Privacy in Practice Better →
• Signing Regulatory Compliance Agreements →
• Practice Better Trust Center →
• Sub-Processor List →