Heidi Health

Use of Artificial Intelligence (AI) Scribing Tools (Heidi Health)

Care Plus Group may use an Artificial Intelligence (AI) scribing tool called Heidi Health (“Heidi”) to support clinicians with documenting consultations and clinical interactions.

What is Heidi?

Heidi is a secure digital tool that can transcribe and summarise conversations between a clinician and a service user to create a draft clinical note. This helps clinicians focus more on the conversation and less on typing, improving the quality of interactions and documentation.

Heidi is not used to make clinical decisions and does not replace the judgement of a qualified clinician. All outputs are reviewed and approved by the clinician before being added to your clinical record.

Your choice and consent

Your privacy and comfort are important.

Your clinician will explain the use of Heidi before it is used.
You will be asked for your verbal consent.
You can choose not to have Heidi used during your consultation.
Your decision will not affect the care you receive.

If consent is given, the clinician may confirm this again once the recording begins and will document this in your clinical record.

What information is processed?

When Heidi is used, it may process information discussed during your consultation, including:

Personal identifiers such as name, age and contact details where relevant.
Health and care information including symptoms, history, diagnosis, treatment plans and other relevant details.
Audio of the consultation for transcription purposes.

This reflects the same information normally recorded during a consultation and is limited to what is necessary to support your care.

What happens to the information?

Heidi produces a draft summary of the consultation.
The clinician reviews, edits and approves this summary.
Only the final verified version is saved in your clinical record (for example, SystmOne).
The clinician remains responsible for the accuracy and completeness of the record.
Heidi outputs are not automatically added to your record without clinician review.

Lawful basis for processing

Care Plus Group processes your information for the purposes of providing direct health and social care. This is undertaken under UK GDPR using:

Article 6(1)(e) – performance of a task carried out in the public interest.
Article 9(2)(h) – provision of health or social care.

These are the same legal bases used for standard clinical documentation.

Data retention and storage

In line with our Data Protection Impact Assessment (DPIA):

Audio used for live consultations is processed in real time and not retained.
Temporary data is only held long enough to complete transcription.
Draft outputs are deleted once the final note is saved to the clinical record.
The final clinical note is stored in your record in accordance with NHS records management requirements.

Heidi is not used as a long-term data store for personal information.

Data security

We apply strict controls to ensure your information is protected:

Only authorised staff can access Heidi.
Use is limited to approved devices and secure networks.
No identifiable service user data should be stored locally on devices after transcription.
All outputs are handled in line with NHS information governance standards.
Any data incidents must be reported and managed in line with organisational policy.