Information:

We use AI transcription technology during some consultations to help our clinicians create more accurate and complete clinical notes — giving them more time to focus on you.

What is ambient transcription?

Ambient transcription is the use of AI-powered tools to automatically generate clinical notes from a consultation. Rather than typing notes during or after your appointment, your clinician uses an approved tool to create a draft note from the consultation, which they then review, edit, and save to your record.

The technology has two core functions: first, it transcribes the spoken conversation into text; second, it uses that transcript to draft a structured clinical note or referral letter. Your clinician is responsible for reviewing and approving everything before it is entered into your health record.

These tools are used by a growing number of GP practices across the UK. Our use of them is in line with NHS guidance on the adoption of ambient scribing products in health and care settings.

The tools we use at this practice are Heidi and Lexacom. Both are UK-compliant, GDPR-compliant, and meet NHS data security standards. The information on this page applies to both products.

 

How it works — step by step

Step 1 — Your clinician asks your consent
Before starting the tool, your clinician will tell you they are using it and ask your permission. You can say no at any time.

Step 2 — The consultation is transcribed
The tool listens to your consultation and converts the spoken words to text in real time.

Step 3 — The audio is immediately deleted
The audio recording is permanently deleted once the transcript has been generated. No recording of your appointment is retained.

Step 4 — A draft note is generated
AI uses the transcript to create a structured clinical note or referral letter for your clinician to review.

Step 5 — Your clinician reviews and edits
Your clinician reads the draft carefully and makes any necessary changes. They take full responsibility for the final content.

Step 6 — Data is deleted from the system
Once the note has been saved to your health record, all data is deleted from the transcription tool. Nothing is retained.

Important: Because the transcription tool has no connection to our clinical records system, it does not know your name, date of birth, NHS numbers, or any other identifying information. The conversation is processed as an anonymous transcript. Neither tool uses your consultation data to train its AI models.

Your data and privacy

We take the security and privacy of your personal information seriously. The following applies to both tools used at this practice.

Where your data is stored
All data is processed and stored within the United Kingdom. Neither tool transfers your data outside the UK.

Who can access your data
Only your clinician has access to the content generated during your consultation. No third party has access to your notes.

Compliance and standards
Both tools are GDPR-compliant and meet NHS data security standards including the NHS Data Security and Protection Toolkit (DSPT).

Your rights and consent

Your consent is required before this technology is used in your consultation. Your clinician will tell you if they intend to use it and ask for your agreement at the start of the appointment.

Prefer not to use this service?
You have the absolute right to decline. Simply tell your clinician at any point before or during your appointment. You do not need to give a reason. Your care will be exactly the same — your clinician will create notes in the usual way. Your decision will not affect the quality or length of your appointment.

Frequently asked questions

• Is my consultation being recorded?
  The tool captures audio during the consultation solely to generate a text transcript. The audio is deleted immediately once transcription is complete — no recording is stored. If you ask for a copy of the recording, there is nothing to provide because it no longer exists by the time your appointment ends.
• Who sees the notes generated by AI?
  Only your clinician. AI-generated drafts are reviewed and finalised by your clinician before being entered into your health record. The transcription system itself does not retain any copy of the note once your clinician has processed the session.
  
  
• Can AI make mistakes in my notes?
  AI transcription tools can make errors — they may misinterpret speech, miss context, or generate content that does not accurately reflect what was discussed. This is why your clinician reviews every draft before saving it. The clinician is solely responsible for the accuracy of everything recorded in your health record. If you ever believe something in your notes is incorrect, you have the right to request a correction.
  
  
• Will my data be used to train AI models?
  No. Neither of the tools used at this practice uses consultation data to train, fine-tune, or improve their AI models. Your data is used only to generate your clinical note and is then deleted.
  
  
• What if I change my mind during the consultation?
  You can withdraw your consent at any time during the appointment. Simply ask your clinician to stop the tool. Any data generated up to that point will be deleted and will not be used in your record.
  
  
• Can I see what the AI wrote before it is saved?
  Your clinician reviews the draft note before saving it and you are welcome to ask them to share what has been captured. If you have concerns about accuracy, raise them with your clinician at the end of the appointment.
  
  
• Where can I find out more or make a complaint?
  Please contact the Practice Manager at reception. If you have concerns about how your data has been handled, you can also contact the Information Commissioner's Office (ICO) at ico.org.uk.