IT / Doctor / Prospective Customer Information Sheet
HxWriter is a browser-based clinical documentation assistant for clinicians. It helps turn consultation speech, dictation, and clinician-provided context into draft notes, letters, and referrals for clinician review.
HxWriter's application server is hosted in Australia. Identifiable clinical audio and text may be processed by data processing partners outside Australia for transcription and AI-assisted draft preparation. The service is designed for approved-account access, clinician-controlled use, consent-before-capture, and draft documentation review before clinical use.
Quick Positioning
How It Works
- An approved clinician signs in with an OTP sent to their approved email address.
- The clinician confirms the account agreement on first use and a brief consent/draft attestation each login.
- The clinician starts a patient session or dictation session after obtaining any required consent.
- HxWriter processes audio, transcript, context, and prompts to create draft documentation; data processing partners may process audio and text outside Australia.
- The clinician reviews, corrects, and decides what to copy, download, send, or file.
- The final record stays in the clinician's normal clinical record system.
Major Controls
| Area | Current control | Review note |
|---|---|---|
| Access | Approved-account OTP login, admin role checks, archived account lockout. | Final customer SSO or domain allowlisting can be considered later. |
| Consent | First-use account agreement, once-per-login consent/draft attestation, patient script. | Practice policy should specify how consent is documented. |
| Clinician review | Product copy and documents state output is draft-only and clinician-reviewed. | Training should reinforce review before copying or sending. |
| Retention | Temporary HxWriter copies of audio, transcripts, prompt payloads, draft outputs, and generated letters are deleted within 24 hours by default; admin retention controls are available. | Exact customer retention settings can be confirmed during onboarding. |
| Cross-border processing | Data processing partners may process identifiable clinical audio and text outside Australia. | This should be disclosed in practice notices, consent wording, and customer onboarding material. |
| Operational audit | Admin audit and usage metadata track account events, limits, retention actions, and usage summaries. | Metadata should remain PHI-minimised. |
| Browser deployment | Runs in a standard browser; no clinic-wide desktop installer is required for the web app. | Microphone permissions and network allowlisting may still be needed. |
Information Processed
HxWriter may process account details, audio, transcripts, context documents, prompts, draft outputs, profile preferences, usage metadata, audit metadata, and support or incident information. Patient identifiers may be included where dictated or uploaded by a clinician. See the Privacy Policy & Collection Notice and Data Processing Summary.
Network And Device Considerations
- Users need browser access to the HxWriter web app.
- Microphone access is needed for live capture.
- Secure outbound connections are required for service operation, including transcription, AI-assisted drafting, email delivery, and monitoring.
- Production should run behind HTTPS with secure cookies enabled.
- No clinic-wide desktop installer is required for the browser workflow.
Implementation Notes
- Approved clinicians need browser and microphone access.
- Practices should use their normal policy for documenting patient consent where required.
- HxWriter is not the system of record; final documents should be stored in the usual clinical record system.
- Formal customer onboarding can include additional security, privacy, and data-processing documentation where needed.