Patient-Facing Consent Script / Information Sheet
This information is for closed HxWriter trials. Clinicians should use wording appropriate to the patient, guardian, interpreter, consultation setting, and practice policy.
Short Verbal Script
We use HxWriter, an AI-assisted transcription and drafting service, to help prepare clinical letters and related correspondence. This may involve sending dictated clinical information, including your name and health information, to data processing partners for transcription and draft preparation.
Data processing partners may process this information outside Australia. I review and approve the final letter before it is used. Temporary HxWriter records are deleted within 24 hours.
You may ask us not to use this service for your information. Is it okay for me to use HxWriter for documentation today?
Plain-Language Information Sheet
What is HxWriter?
HxWriter is an AI-assisted documentation tool used by clinicians to help create draft clinical notes, letters, summaries, or referrals.
What does it do?
It may process audio, transcript text, clinician dictation, and relevant context from a consultation. Dictated patient-identifying information may be sent to data processing partners as audio and/or text. HxWriter then creates a draft document for the clinician to review.
What does it not do?
HxWriter does not diagnose, decide treatment, replace the clinician, or automatically put information into the medical record. The clinician remains responsible for care and for checking any draft before use.
What information may be involved?
The information may include names, health concerns, medical history, family information, observations, plans, referrals, and other details discussed or provided for the consultation.
Who may process it?
HxWriter and its contracted technology providers may process the information to provide transcription, drafting, security, account access, and service operation. Data processing partners may process information outside Australia. A summary is available in the Data Processing Summary.
How long does HxWriter keep temporary material?
Temporary HxWriter copies of audio, transcripts, prompt payloads, draft outputs, and generated letters are deleted within 24 hours by default. The final approved clinical letter or record is kept by the practice in its usual clinical record system.
Can I say no?
Yes. You can say no before capture starts, or ask the clinician to stop capture at any time. The clinician can use another documentation method.
What if I have a concern?
Speak with your clinician or practice first. HxWriter-related privacy, security, or safety concerns can also be reported through the Incident & Contact Pathway.
Clinician Checklist Before Capture
- Explain that HxWriter is used to help create a draft note or letter.
- Explain that patient-identifying information may be processed by data processing partners outside Australia.
- Explain that the clinician reviews and corrects the output before use.
- Ask for consent from the patient or appropriate guardian/carer.
- Confirm whether anyone else present needs to consent.
- Stop capture if consent is declined, withdrawn, or the person appears uncomfortable.
- Record consent according to the practice's normal policy if required.
For Clinicians
Follow your usual professional, privacy, medical-record, and workplace obligations. If a patient, guardian, carer, interpreter, staff member, or other person does not consent or asks you to stop, stop capture and use another documentation method.