Preparing to use Note Taker

You can enable Note Taker in your account and gather the appropriate consent from your clients before using it in sessions. In this guide, we'll cover:

• Managing Note Taker in your account
• Gathering consent from your clients
• FAQs

Managing Note Taker in your account

Account Owners can manage Note Taker for their account and for each clinician if in a group practice. To do this:

1. Navigate to Settings > Practice > Plan info
2. Click Manage access next to Note Taker
3. Next to each clinician, toggle on or off

4. Click Save

Important: SimplePractice is committed to ethical AI that keeps you in control. You can access the Addendum to SimplePractice Terms of Service for Add-on AI Products linked within the Note Taker add-on section of the Plan info page. For more information, see SimplePractice BAA, Terms of Service, and Trust & Security information and Note Taker FAQs.

When toggled on, Record audio will be visible in the tool bar for the clinician during their Telehealth appointments to start live transcription. Note Taker uses audio to generate a transcript in real time and doesn’t create or store a recording for your session.

Each clinician will have the ability to start, pause, and resume live transcription at any time during their Telehealth appointment. For more information, see Using Note Taker with telehealth.

Gathering consent from your clients

Important: It’s your practice’s responsibility to review relevant consent forms and update it according to your practice policies, along with the legal requirements of your state. If you have any questions, we recommend consulting the relevant regulatory and/ or licensing body. If your state requires specific consent for AI-use in client care, you can use the Consent for Use of AI Tools with De-Identified Transcript Retention form. To send this form, see Does SimplePractice have a consent form available for the use of AI tools in client care?

To gather consent from your clients, you can send them the Consent for Use of AI Tools with De-Identified Transcript Retention form to read and sign.

First, update the Consent for Use of AI Tools with De-Identified Transcript Retention form in your SimplePractice account with your practice’s information. To do this:

1. Navigate to Settings > Documentation > Shareable documents
2. Under Consent forms, click the 3 dots next to Consent for Use of AI Tools with De-Identified Transcript Retention
3. Select Edit

4. Update and edit the information as needed
5. Click Save

To gather consent, you can send this form to each client it’s applicable for. To do this:

1. Navigate to the client’s Overview page
2. In the upper right corner, click Share
3. Under Consent documents, check the box next to Consent for Use of AI Tools with De-Identified Transcript Retention

4. Click Continue to Email > Continue to Review > Share & Send Now

You can check back in the client’s Files tab to see if the client has completed the document. Once it’s complete, you can begin using Note Taker for the client’s Telehealth sessions.

For more information, see:

• Managing consent forms
• Managing intake forms
• Managing the client's Files tab

FAQs

• How do I talk to my clients about AI?
• Can I enable this for individual clinicians in a group practice? 

How do I talk to my clients about AI?

To talk to your clients about AI, we believe it's important to be transparent, clear, and empathetic. For some tips on how you and your clients can approach this conversation, see our Pollen article Navigating AI in therapy: A guide for clinicians and clients. 

Note: If your state requires two-party consent for audio recording, we have a consent form available for you to send to your client. For more information, see Gathering consent from your clients.

Can I enable this for individual clinicians in a group practice?

Account Owners in a group practice can enable Note Taker for individual clinicians. This $35/month per clinician enabled add-on fee will be added to the group practice’s subscription.

For more information on enabling Note Taker for a clinician, see Managing Note Taker in your account.