HappyDoc’s AI scribe listens to appointments in real-time to generate SOAP notes, saving your team time and improving accuracy. To use HappyDoc responsibly and legally, it’s important to understand when and how to get client consent to record.
📍 One-Party vs. Two-Party Consent Laws
Whether you are legally required to obtain consent depends on the state your practice is located in:
One-Party Consent States: Only one party (you, as the provider) needs to be aware of and consent to the recording. In these states, you are typically not required to inform clients that you are recording for transcription purposes, though doing so is still considered best practice.
Two-Party (All-Party) Consent States: All parties involved must be informed and give consent to the recording. If your practice is in one of these states, you must notify clients and receive their permission before using HappyDoc to record any portion of the appointment.
🔎 Not sure what applies to you? You can look up your state’s laws here or consult with legal counsel to ensure compliance.
✅ Obtaining Consent to Record
Sample Script for Verbal Disclosure
To obtain verbal consent, you might say: “Just so you’re aware, we’re using a secure AI scribe today that will listen in to help take accurate notes. Nothing is stored or shared—it's just to help with documentation. Is that okay with you?”
📄 Client Consent Form
Download our client friendly consent form and display in your exam room or share with clients at check-in.
💬 Questions?
If you’re unsure about your state’s requirements or how best to communicate this to clients, we’re here to help. Reach out to us anytime at [email protected].