AI Technology Policy

AI Technology & Patient Data Use Policy

Effective Date: 30/07/2025

At Novium Clinic, we are committed to delivering the highest standard of medical care by combining trusted clinical practice with innovative technologies. To enhance the accuracy, efficiency, and quality of our services, we may use secure, UK-compliant Artificial Intelligence (AI) platforms during patient interactions.

Use of AI in Consultations

We may use advanced AI software to:

• Record and transcribe your consultation (in-person, video, telephone, or during home or care home visits)
• Automatically generate clinical notes, referral letters, summaries, and care plans
• Support our team in providing safe, timely, and effective care

These recordings are reviewed and processed by trained professionals using secure, encrypted systems.

Platforms and Integration

The AI tools we use are provided by carefully selected third-party platforms, which may include ambient AI technologies. These tools are thoroughly assessed and comply with UK data protection laws. They are integrated into our secure patient record system (Semble) and follow strict confidentiality and safety protocols.

Audio Retention

Audio recordings of consultations may be temporarily retained for up to 7 days, where this is permitted by the platform used. This enables secure and accurate processing into written records. After this period, recordings are automatically deleted unless needed for clinical auditing or legal requirements.

Who May Use AI Tools

In addition to GPs and doctors, AI tools may be used by:

• Nurses and nurse practitioners
• Healthcare assistants
• Administrative and non-clinical staff (e.g., for documentation or letter preparation)

All staff members are bound by strict confidentiality agreements and are trained in appropriate data handling procedures.

Consent and Opt-Out

By booking and attending an appointment with Novium Clinic, you give your implied consent for the use of these AI technologies as part of your care.
However, you may opt out of this process at any time during your visit. Please inform your clinician or a member of our team if you prefer not to have your consultation recorded or processed using AI tools. We will continue your care using traditional documentation methods without any impact on the quality of your treatment.

Your Data, Your Rights

Your personal and medical information remains fully protected under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We are registered with the Information Commissioner’s Office (ICO) and follow all necessary legal and ethical standards regarding patient data security and confidentiality.

For more details, please refer to our [Privacy Policy] and [Terms of Service].