1. Purpose
This policy outlines how our practice manages the collection, use, storage, and disclosure of patient information when using Lyrebird AI Scribe. The purpose is to ensure compliance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and the RACGP Standards for General Practices (5th Edition).
2. Scope
This policy applies to:
- All General Practitioners, Nurses, Allied Health Professionals, and Administrative staff who use Lyrebird AI Scribe.
- All patient interactions where Lyrebird AI Scribe is used to support clinical documentation.
3. Policy Statement
Our practice is committed to safeguarding patient privacy. Lyrebird AI Scribe is used only as a tool to assist with clinical documentation. The patient’s medical record remains confidential, accurate, and under the control of the treating practitioner at all times.
4. Collection of Information
- Lyrebird AI Scribe records and transcribes clinical consultations for documentation purposes only.
- Patients are informed when Lyrebird AI Scribe is being used. Verbal consent and/or Written consent is obtained before activation.
- Information collected is limited to what is necessary for accurate clinical record-keeping.
5. Use of Information
- Transcriptions generated by Lyrebird AI Scribe are reviewed, edited, and approved by the treating practitioner before being saved into the patient’s medical record.
- Data collected is not used for secondary purposes such as marketing or research, unless explicit written consent is obtained.
- Lyrebird AI Scribe is used to support efficiency and accuracy in record-keeping, not to replace clinical judgment.
6. Storage & Security
- Patient information transcribed by Lyrebird AI Scribe is stored within our secure clinical information system (Best Practice) in the patient’s clinical notes.
- Lyrebird AI Scribe operates in compliance with Australian data sovereignty requirements (data stored in Australia or in compliance with Australian legislation).
- All staff accessing Lyrebird AI Scribe must use unique logins and comply with our Information Security Policy.
7. Disclosure of Information
- Patient information processed by Lyrebird AI Scribe will not be disclosed to third parties unless:
- Required by law, or
- The patient has provided informed consent.
- Any sharing of data with Lyrebird’s service provider must comply with confidentiality agreements and privacy legislation.
8. Patient Rights
- Patients have the right to refuse the use of Lyrebird AI Scribe during their consultation.
- Patients may request access to their health record in accordance with our Practice Privacy Policy.
- Any patient concerns or complaints about Lyrebird AI Scribe will be managed through our complaints procedure.
9. Staff Responsibilities
- Staff must inform patients when Lyrebird AI Scribe is in use and obtain verbal and/or written consent.
- Staff are responsible for ensuring accuracy of AI-generated notes before they are entered into the patient record.
- Breaches of this policy will be treated as a serious disciplinary matter.
10. Review & Audit
- This policy will be reviewed annually or earlier if there are updates to AGPAL/RACGP standards, privacy legislation, or Lyrebird AI Scribe technology.
- Random audits of transcriptions will be conducted to ensure compliance and accuracy.
Approved by: Hayley Ingold
Date of Effect: 30/09/2025
Next Review: 30/09/2026
