Recording and telling patients - Truephase Notes

Version 0.1 · 7 November 2026. Three pieces of wording for the clinic: what the physiotherapist says before pressing Record, a short notice for the clinic wall or intake form, and the tick-box inside the extension. And first, the current position.

The current position: practice only

The Record button in Truephase Notes uses Chrome's built-in speech-to-text. Chrome sends the audio to Google to turn it into text. Truephase has no agreement with Google about that audio. Until a transcription provider with a signed data processing agreement is connected, recording is for practice conversations only and must not be used with a real patient. The extension says so next to the Record button, and clause 4.3 of the Data Processing Agreement repeats it. Everything below is written for the day that changes.

Why the patient is asked every time

Recording a consultation is more intrusive than writing it up, the patient may not expect it, and professional standards call for the patient's agreement before any recording is made. So the patient is asked each time, in plain words, and can say no or stop at any point without any effect on their care. Three things make the agreement real: the patient knows what is happening; saying no costs them nothing (the physio types instead); and stopping is easy (the red Stop button is on screen throughout).

1. What the physiotherapist says

Before pressing Record, every time, in your own words as long as the sense stays:

"Before we start, I'd like to record our conversation to help me write up your notes. The recording is turned into text by a secure service and an AI tool drafts the notes from it, which I then check myself. No audio is kept by anyone. The written notes are stored securely for 12 months. You can say no, and you can ask me to stop at any time, and it won't change your treatment in any way. Is that all right with you?"

If the patient says no, or hesitates: "That's completely fine, I'll type the notes as usual." Do not press Record. If the patient is under 18, ask the parent or guardian present, and the young person too if they are old enough to understand; your clinic's own policy on consent for children applies. If the patient asks to stop part-way: press Stop at once, ask whether they want what was recorded so far discarded, and if so press Clear. Record the patient's agreement, or their refusal, in their clinical record as well.

2. Notice for the clinic wall or intake form

Recording your consultation

We use a tool called Truephase Notes to help write up your consultation. With your permission, your physiotherapist may record the conversation. A secure service turns the recording into text and an AI tool drafts the clinical notes, which your physiotherapist checks before saving. No audio is kept by anyone. The written notes are stored securely in the United Kingdom by Truephase AI Limited for 12 months and then deleted.

You will be asked before any recording starts. You can say no, and you can ask to stop at any time. It will not affect your care in any way. If you say no, your physiotherapist will write the notes by hand as usual.

Tick-box for the intake form, in addition to the spoken request each time:

☐ I understand my consultations may be recorded with my permission to help write my notes, and that I can decline or stop at any time.

Line for the clinic's own privacy notice, under "Who we share your information with":

We use Truephase Notes, provided by Truephase AI Limited, to help write up consultation notes. Truephase stores the written notes securely in the United Kingdom for 12 months and acts only on our instructions. The AI service that drafts the notes does not keep your information. See truephase-notes.vercel.app/legal/privacy.

3. The tick-box in the extension

☐ I have explained to the patient that this consultation will be recorded and turned into text to help write their notes, that no audio is kept, and that they can say no or stop at any time. The patient agreed.

Start recording stays locked until the box is ticked. The date and time of the tick is saved with the recording and stored on the saved note. The tick is for this recording only: the box starts unticked every time the popup opens, so it cannot carry over from one patient to the next.

While recording is practice-only, the label next to the tick says so: Practice conversations only. Chrome's speech-to-text sends audio to Google. Do not record a real patient.

4. When a patient later changes their mind

A patient who agreed to be recorded can still ask the clinic to delete the written notes Truephase holds; see Retention and deletion. The audio cannot be deleted because it was never kept.