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.
BAA for InsightHealth Aura AI Scribe
Clinic Policy
Your provider is using an AI Scribe named "InsightHealth" to improve patient visits by removing the need to type while talking and improving the level of detail in each note.
Your provider will use the scribe during all appointments, phone calls or care coordination conferences. During the appointment the AI listens and compiles a rough draft. After your appointment the AI generates a note that your provider can review. Once the note is corrected it will be imported to your chart. Finally, the note is signed making it a part of your official chart.
​
Throughout the process your provider retains complete control over what information is entered into your chart. All notes on the AI software is archived and deleted after 21 days. No part of the visit information remains accessible on the AI platform.
​
The AI has no unmonitored access to any portion of your chart during the process. This means the AI does not have unrestricted access to psychiatric or medical histories, test results, prescriptions, pharmacy contact, insurance information, financial details, or demographic information. The transfer of all information 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.In compliance with best practice standards we use 3 patient identifiers. The notes are labeled your first/ last name, your date of birth and the date of the visit. No other identifying information is attached to the note.
​
InsightHealth 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 the link on our website.
​
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 InsightHealth 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.
​
Can InsightHealth get access to my chart?
No. There is no unmonitored connection between InsightHealth and any patient charts.
​
Does InsightHealth put information into my chart without my providers approval?
No. After the appointment is completed the provider reviews the rough draft on a secure webpage and decides what information should be added to your chart. The the provider always retains complete control over what information is entered in your chart.
​
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 and last name as well as the date of birth and the date of the appointment. ​
​
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, talk to your 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 ended. You will be discharged within 90 days.
​