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Scribe Software Information

Below you will find a link to the BAA, Practice Policy, and FAQ page. If you have further questions, please send them to your provider via patient portal, or schedule an appointment to discuss the questions with your provider.

Business Associate Agreement

Definition of BAA

A business associate agreement establishes a legally-binding relationship between HIPAA-covered entities and business associates to ensure complete protection of PHI (protected health information). 

Reason for a BAA

This type of agreement is necessary if business associates can potentially access PHI during their work. It’s also required if the business associates’ subcontractors have potential access to PHI. The scribe software has access to the topics discussed during the appointment. It does not have access to patients charts, insurance, financial, medical, psychiatric, or historical information.

What Does a BAA Cover?

  • The nature of the PHI involved.

  • Definition of permissible versus impermissible. Define permissible and impermissible uses of PHI as established in relevant case law, rules, and legislation.

  • Liability and consequences if an audit by the U.S. Department of Health and Human Services discovers a violation.

  • Protocol for employee HIPAA training.

  • Procedure in the event of a data breach. 

  • Procedure for returning or destroying PHI.

Clinic Policy

Your provider is using an AI Scribe named "JotPsych" to improve patient visits by allowing her to focus on the conversation by removing the need to type while talking.
The AI listens to the appointment and compiles a rough draft. The provider then reviews the rough draft on a secure webpage and copies/ pastes the pertinent information into your chart. The provider reviews, edits and then signs the note. The the provider always retains complete control over what information is entered into your chart. After the desired information is copied out of the secure website, the entry is archived and then deleted after 48 hours. No part of the visit information remains active on the AI platform. The AI has no access to any portion of your chart at any point during the scribing process. This means the AI does not have access to psychiatric or medical histories, test results, prescriptions, pharmacy contact, insurance information, financial details, or demographic information. The transfer of the note/ rough draft is performed by the provider. Each appointment note is identified on the AI platform to ensure patient information is not mis-filed or attributed to the wrong client. The notes are labeled with the first three letters of your last name and the first three letters of your first name as well as the date of the appointment. No identifying information is attached to the note. JotPsych complies with all federal regulations regarding privacy and security of health information. A BAA (Business Associate Agreement) is on file with Kaizen Psychiatric Services. A BAA lists the security features, how the software is to be used and other important information about JotPsych. If you would like to review the BAA, it is available via link on our website or you can send a portal message requesting we send it to you.  Please feel free to send any questions via portal message or schedule a visit to discuss them. I have determined that this is a necessary and beneficial tool for my practice. I am happy to discuss or explain the software and the benefits of using the scribe. However, repeated refusal to allow use of the scribe software will result in discharge from the practice within 90 days.

FAQ

​Is JotPsych HIPAA compliant? What security & privacy measures are in place?

Short Answer- Yes.It is fully compliant with all federal regulations regarding privacy, the use of technology and scribes in medicine. If you would like more detailed information please click the link below. You will be taken to the developers homepage. 

Click here for more information.

Can JotPsych get access to my chart? 

No. There is no connection between JoyPsych and any patient charts. The provider then reviews the rough draft on a secure webpage and copies/ pastes the pertinent information into your chart. 

Does JotPsych put information into my chart without my providers approval?

No. The provider reviews the rough draft on a secure webpage and copies/ pastes the pertinent information into your chart. The provider reviews, edits and then signs the note. The the provider always retains complete control over what information is entered into your chart. JotPsych can not access patient charts.

How does my provider know which information is mine?

Each appointment note is identified on the scribe platform to ensure patient information is not mis-filed or attributed to the wrong client. The notes are labeled with the first three letters of the last name and the first three letters of the first name as well as the date of the appointment. Example: John Smith was seen on Jan 1, 2024. His note is labeled Smi.Joh.01.01.

What happens if I don't feel comfortable with the scribe software?

Your provider wants you to have all your questions answered and fully understand how using this tool improves patient care as well as the steps being taken to protect your privacy. If you have questions and want more information or to talk to my provider about it; send a message via patient portal or schedule an appointment specifically to discuss your concerns. 

Why does my provider to use the scribe software?

It improves the quality of patient care by producing a more complete and detailed note. Using the scribe allows your provider to focus on the conversation without typing or taking notes which can distract their attention. It reduces that chances that a key detail will be missed. The software paraphrase the content of the appointment and removes all names as well as describing the situations/ problems into vague and clinically specific language. Example: Patient states,"My husband, Chris, and I aren't getting along". The scribe paraphrases that statement as,"Client is experiencing discord in her personal relationships."

What if I don't want my provider to use the scribe software?

Your provider has carefully considered the pros and cons of using a scribe and determined that it is both safe and beneficial. If you choose to refuse to allow use of the scribe, your relationship with Kaizen Psychiatric Services will be severed. You will be discharged within 90 days. 

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