Bola AI encourages practices to obtain informed consent so patients feel assured when voice technology supports their care. Requirements vary by jurisdiction: for example, some U.S. states such as California, Florida, and Pennsylvania have two-party consent laws requiring both provider and patient agreement before any recording. Other regions may require practices to explain how data is stored and used, or to maintain a signed record of patient consent.
While HIPAA does not specifically mandate consent for voice technology, confirming consent demonstrates your commitment to privacy, transparency, and regulatory compliance.
Patient Consent - Why it matters:
Recording patient-provider encounters may involve Protected Health Information (PHI), so explicit or implied consent is typically required.
Best practice:
Inform patients that the conversation will be recorded and transcribed by an AI scribe.
For example: Your exam today will be recorded using Bola AI Scribe. This allows our team to accurately capture all details of your visit, ensuring the most thorough assessment and the highest quality of care.
Obtain written or verbal consent (see example form here)
Make it clear that the recording is for documentation purposes only, not for public sharing.
Provider Consent - Why it matters:
Providers themselves are also being recorded, and employment law / workplace privacy regulations may apply.
Best practice:
Practices should notify providers and staff that Bola AI scribe records visits.
Written acknowledgment (e.g., an addendum to employment agreements or internal policy acknowledgment) is recommended.