Recording consults can enhance the accuracy of note-taking and improve patient care, but it’s important to handle this process with transparency and respect. Here are some suggestions to help you address this in your practice, ensuring clients feel informed and comfortable.
Transparent communication
Clearly communicate the purpose of recording to your clients. Let them know that the recordings help ensure accurate and thorough notes, ultimately benefiting patient care. Emphasise that their privacy and confidentiality are your top priorities.
Seek consent upfront
When discussing recording, frame it as a way to enhance care. For example, you might say, "As part of our commitment to comprehensive care, we are exploring a new note-taking method that involves recording the consult. Would you be comfortable granting consent for this during today's consultation?" This approach focuses on the benefit to the client and ensures they feel involved in the decision.
Offer an opt-out option
Make it clear that participation is voluntary, and clients can decline without any negative impact on their care. This empowers clients to make a choice they are comfortable with.
Address concerns proactively
If clients have concerns, take the time to address them individually. Understand their reservations, and provide additional information to alleviate any fears. Open communication fosters trust and collaboration.
Tangible actions for practices
Here are some practical steps you can take to address consent for recording in your practice:
Add a consent checkbox on your New Patient forms
Include a section on your new patient intake forms that explains the use of recordings for accurate note-taking. Include a checkbox for clients to provide consent. This ensures clients are aware of the process from the beginning.
Example: "I consent to the recording of my consultation for the purpose of accurate note-taking and improved patient care. I understand that these recordings will be kept confidential and used solely for medical documentation."
Update website Terms & Conditions
Clearly outline your recording policy in your Terms & Conditions. Detail how recordings are used, stored, and protected, emphasising confidentiality and patient care.
Example: "By receiving services from our practice, you consent to the recording of consultations for the purpose of accurate note-taking and enhanced patient care. These recordings are confidential and securely stored and will only be used for medical documentation and internal review. You may opt out of recording at any time by informing your vet before the consultation."
Display an information flyer in reception
Create a patient information flyer to display in your reception area that explains the benefits of recording consultations and provides an overview of the process.
Check out our Patient Information Flyer.
Include a recording consent statement in your appointment confirmations
When sending appointment reminders or confirmations via email or SMS, include a short note about your recording policy. This helps prepare clients ahead of time and reinforces transparency.
Implement an opt-In/opt-out form during check-In
At check-in, provide clients with a simple form where they can opt in or out of having their consultation recorded. This gives them control over the process before the consultation begins.
Ensure staff can answer any questions
Train all staff members to explain the recording process and answer any questions clients might have. Refer to our patient information flyer as a resource to offer reassurance about privacy and the benefits of accurate note-taking.
By implementing these actions, you can create a transparent and respectful environment that prioritises patient care while addressing consent for recordings. For more details, refer to our Patient Information Flyer.