Frequently asked questions

General questions

Is ScriBee compliant with privacy and data protection regulations?

Yes. ScriBee maintains an active HIPAA compliance program, verified by Accountable, and handles personal information under Canadian privacy law, including PIPEDA and Ontario’s PHIPA. Our Trust Center lists our policies, safeguards and current certifications.

Can ScriBee access patient information?

ScriBee processes patient information only to produce the documentation you ask for, such as transcripts, notes and chart summaries, and stores it in your account. Our staff can access it only for authorized duties, such as investigating a problem you report. We never sell patient information, use it for advertising or use it to train AI models.

Are audio recordings retained?

Only for a short time. Encounter audio is stored encrypted so the transcript can be completed and checked, then deleted automatically 30 days after recording. Transcripts and notes stay in your account until you delete them.

Where does ScriBee store my data?

ScriBee runs on Google Cloud. AI note generation takes place in Google Cloud’s Montréal region, and speech recognition is provided by Soniox in the United States. Our Privacy Policy lists every provider and where it processes data.

How does ScriBee prevent and manage data breaches?

Clinical data is encrypted in transit and at rest, access is role-based and protected by two-factor sign-in, and every clinical action is recorded in an audit log. We follow a documented incident response plan. If an incident affects your patients’ information, we notify you without unreasonable delay, and no later than 60 days after discovery.

What are ‘hallucinations’ in AI, and how does ScriBee address them?

AI-generated hallucinations happen when content is misinterpreted or produced incorrectly. ScriBee reduces these by:

• Having a Medical Knowledge team review and refine templates and outputs.
• Encouraging clinicians to verify notes before adding them to their EHR.

Can ScriBee-generated notes be subpoenaed?

If records exist in ScriBee when we receive a valid legal demand, we may be required to produce them, and we notify you where the law allows. When you delete a record, it is removed from our live systems right away and from encrypted backups within 30 days.

Does ScriBee store consultation recordings?

Yes, for a short time. Recordings are stored encrypted while the transcript is produced and checked, then deleted automatically 30 days after recording.

How does ScriBee handle regional dialects and medical language?

ScriBee’s AI engine is designed to accurately detect regional dialects, clinical phrases, and terminology. It continuously improves through input from our Clinical Governance Team, ensuring high-precision word error rates.

How does ScriBee ensure inclusive and fair documentation for Indigenous and minority communities?

Our system is regularly assessed for performance across various demographics. This helps reduce bias and promote fairness in healthcare documentation.

How is patient consent handled?

Consent is built into the workflow. Before each recording, ScriBee asks you to confirm that the patient has consented and keeps a record of that confirmation. Obtaining consent in the way your jurisdiction requires remains your responsibility as the clinician.

Where is data processed, and how is legal compliance ensured during recording?

AI generation runs in Google Cloud’s Montréal region through Vertex AI, and speech recognition runs with Soniox in the United States, both under signed business associate agreements. Names and other identifiers can be part of what is processed, so explain this to patients when you obtain consent. Section 8 of our Privacy Policy describes processing locations.

Can data retention be controlled by the user?

Partly. Transcripts, notes and patient records stay until you delete them; deleting removes them from our live systems right away and from backups within 30 days. Audio recordings and uploaded chart files are deleted automatically 30 days after they are created.

Can ScriBee be deployed without third-party services?

For enterprise-level deployments, ScriBee services can be hosted on any infrastructure as needed. However, our standard version relies on trusted third-party services for features such as authentication and billing, while ensuring full compliance.

How does ScriBee demonstrate its commitment to compliance?

ScriBee is HIPAA compliant, verified by Accountable, with 32 published HIPAA policies, an annual security risk assessment and HIPAA training for every team member. Our SOC 2 Type II audit is underway, with completion targeted for Q1 2027, and ISO 27001 certification is on our roadmap. Our Trust Center always shows the current status.

Is session data used for AI training?

No. Session data is used only to provide the services you use. Neither ScriBee nor our AI and speech-recognition providers use it to train models. See our Privacy Policy for details.

Will patient data ever be sold or reused?

Never. ScriBee does not sell or redistribute patient data. Our only mission is to help clinicians reduce administrative workload.

How does ScriBee reduce transcription errors?

ScriBee utilises context-aware AI models that are continuously refined. Clinicians are expected to review outputs before confirming them as part of the official record.

Are there studies showing ScriBee’s effectiveness in clinical environments?

We are currently collaborating with academic and healthcare institutions on formal research. Contact us at hello@aiscribee.com if you're interested in partnering or viewing preliminary case studies.

How does ScriBee ensure it accurately transcribes local terms, accents, or critical details?

ScriBee’s model is adapted to regional healthcare language and actively corrected for misinterpretations. Our system receives fewer than 1 negative review per 1,000 notes.

Can clinicians review and edit notes easily?

Yes, the interface is designed for easy review, editing, and approval before submission into the patient record, ensuring clinician control.

What about the unspoken clinical context?

ScriBee depends on spoken inputs but enables providers to dictate or manually add observational findings and assessments before finalizing a note.

How is specialty-specific feedback incorporated?

We collaborate with clinicians from various fields to regularly improve models and templates. Your feedback, specific to your specialty, helps guide future updates.

What happens if there’s a data breach?

In the rare event of a breach, ScriBee follows industry-standard incident protocols. You’ll be promptly notified, and we’ll offer guidance and support to minimize exposure and meet reporting requirements.

Does ScriBee work without internet?

No, but we are working towards it.

Are there situations where ScriBee isn’t appropriate?

ScriBee may not be appropriate for highly sensitive consultations or cases where patient consent cannot be obtained. Always exercise your clinical judgment.

How often is ScriBee updated?

Model updates are released regularly, with significant changes recorded in our Changelog available on the ScriBee website. Enterprise users get detailed change reports and planning documentation.

Who is responsible for errors in documentation, ScriBee or the clinician?

ScriBee provides insurance coverage for system-related issues, but clinicians are ultimately responsible for reviewing and approving the final notes, as outlined in our terms of service.

Features

Live Transcription and Intelligent Note Generation

At the heart of the ScriBee platform is a sophisticated live transcription engine that directly addresses one of the biggest challenges for clinicians: the tedious task of documentation. As you conduct a clinical encounter, ScriBee’s advanced AI listens, processes, and converts spoken words into text in real time. This isn’t just simple transcription; it's a dynamic documentation tool designed for the fast-paced medical setting. By freeing your hands from the keyboard, ScriBee lets you focus entirely on the patient, enabling eye contact and fostering a more empathetic connection. Our system is strong enough to handle the complexities of a clinical conversation, including multiple speakers, specialised medical terminology, and different accents, ensuring that the initial text capture is highly accurate from the outset. This essential feature works smoothly for both in-person visits and virtual telehealth appointments, offering a consistent and dependable solution no matter your practice environment.

Structured Notes with Industry-Specific Templates

ScriBee goes well beyond simple transcription by transforming a verbal encounter into structured, EMR-ready notes. We understand that a raw block of text has limited value, which is why our platform is built around a library of industry-specific templates. These templates are carefully designed to meet the unique needs of different medical fields, from family medicine to orthopedics and psychiatry. Using these predefined standards, ScriBee automatically organises the transcribed conversation into relevant sections like Subjective, Objective, Assessment, and Plan (SOAP). This intelligent note-generation feature ensures the final document is not only accurate but also clearly formatted, consistent, and compliant with standards, saving you significant editing time. This powerful automation is vital for achieving optimal outcomes for your practice, streamlining your workflow, and ensuring every note is comprehensive and meets industry regulations.

Smart-Fill Technology for Auto Form-Filling

One of the most exciting upcoming features of ScriBee is our Smart-Fill technology, designed to automate the most time-consuming parts of administrative work. Our AI system recognises and extracts key data from your clinical notes, such as diagnoses, procedures, and patient demographics. It then uses this information to automatically fill in forms, referral letters, and billing documents. This includes the intelligent insertion of billing codes like ICD-10/ICD-9—a feature that significantly cuts down the time spent on manual data entry and reduces the chance of human error. This level of automation makes your administrative tasks not only easier but also more accurate. By taking care of the tedious form-filling, ScriBee enables you to complete your documentation more quickly and efficiently, so you can focus on delivering high-quality care.

Secure Dictation and Voice Commands

Many clinicians prefer to dictate, so ScriBee includes a secure dictation feature. You can dictate notes directly into the platform, quickly and accurately, with recognition tuned to medical terminology. Dictated audio is encrypted, processed and then deleted automatically 30 days after recording. Voice commands to format text, add headings or start a new paragraph are coming in a future update.

EMR and Workflow Integration

A core principle of ScriBee’s design is that it must integrate smoothly into your existing practice workflow. We understand that a new tool should improve, not interfere with, your process. That’s why our platform is built for easy integration with all major EMR systems, including industry leaders such as Accuro, Epic, Oscar, and Telus Health. With straightforward workflows, ScriBee ensures your auto-generated notes can be reviewed and sent directly to your EMR instantly. For practices using web-based systems, we are developing a lightweight Chrome extension that will offer the same powerful functionality, making ScriBee compatible with almost any setup. This commitment to interoperability means you can start using ScriBee within minutes, confident that our technology will work harmoniously with the tools you already rely on to manage your patients and practice.

Unwavering Security and Data Privacy

In healthcare, security and trust are the foundation of the platform, not add-on features. ScriBee is HIPAA compliant, verified by Accountable, and encrypts clinical data in transit and at rest. AI generation runs in Google Cloud’s Montréal region and speech recognition with Soniox, both under signed business associate agreements, and neither ScriBee nor its providers train AI models on your data. Encounter audio is deleted automatically 30 days after recording. Our SOC 2 Type II audit is underway, and our Trust Center lists our policies, safeguards and current status.