AI Scribe - How to ensure your clinic is compliant.
AI transcription tools are becoming increasingly common in veterinary practice. They can automatically convert consultations into clinical notes, reducing admin time and improving record accuracy.
Many teams are interested in using these tools, but there is understandable concern about legality, privacy, and compliance.
The good news is that AI transcription can be used legally in UK veterinary practice, provided a few important steps are followed.
This guide outlines what practices need to do to use these tools safely and responsibly.
1. Understand the legal framework
AI transcription tools sit within UK data protection law.
The main legislation that applies is:
UK GDPR
Data Protection Act 2018
These laws apply because consultation recordings and transcripts contain personal data about clients.
Veterinary practices are therefore responsible for ensuring that this data is handled appropriately.
The professional expectations of the Royal College of Veterinary Surgeons around confidentiality and record keeping also apply.
2. Establish a lawful basis for processing
Under UK GDPR, practices must have a lawful basis to process personal data.
For most veterinary practices using AI transcription, the appropriate lawful basis will be:
Legitimate Interest
This is because AI transcription can:
Improve the accuracy of medical records
Reduce administrative burden
Allow veterinary professionals to focus more on patient care
Improve continuity of care within the clinical team
Practices should document this reasoning in a Legitimate Interest Assessment (LIA).
This does not need to be complex, but it should show that:
The benefit to the practice and patient care is clear
The impact on client privacy is minimal
Appropriate safeguards are in place.
3. Inform clients that transcription may occur
Transparency is a key requirement of UK data protection law.
Clients must be informed that consultations may be recorded or transcribed.
This can be done through several simple methods:
A notice in the practice privacy policy
A sign in the waiting room or consult rooms
Information included in new client registration forms
A short statement during appointment booking
Example wording:
“To support accurate clinical record keeping, consultations may be audio recorded and transcribed using secure software. Recordings are used only for clinical documentation purposes.”
Explicit consent is usually not required if the lawful basis is legitimate interest, but transparency is essential.
4. Ensure the AI provider is compliant
Practices remain responsible for the data, even if a third-party vendor processes it.
Before using an AI transcription provider, practices should confirm:
Data Processing Agreement
The vendor must provide a formal Data Processing Agreement (DPA).
Data location
Practices should understand:
Where data is stored
Where it is processed
UK or EU data storage is typically preferred.
Security standards
Vendors should provide information on:
Encryption in transit
Encryption at rest
Access controls
Data retention policies
5. Decide whether audio is stored
Different transcription tools work in different ways.
Some tools:
Record audio temporarily
Generate a transcript
Delete the audio immediately
Others may store audio for longer periods.
Practices should have a clear policy on:
Whether audio is retained
How long it is stored
Who can access it
Many practices choose to retain only the transcript within the clinical record.
6. Update internal policies
Introducing AI transcription is a new clinical workflow, so practices should update:
Data protection policies
Privacy policy
Clinical record policies
Staff training guidance
Staff should understand:
When recording occurs
How the tool is used
How transcripts should be reviewed before saving to the record
AI tools assist with documentation but clinical responsibility remains with the veterinary professional.
7. Give clients the ability to opt out
While consent is not always required, it is good practice to allow clients to opt out of transcription.
For example:
“If you would prefer your consultation not to be recorded or transcribed, please let a member of the team know.”
In these cases, clinicians can simply document notes manually.
8. Review the system regularly
AI transcription tools evolve quickly.
Practices should periodically review:
Data security documentation
Vendor policies
Clinical accuracy of transcripts
Staff feedback
This ensures the tool continues to support safe and effective clinical practice.
VetStack AI Transcription Compliance Toolkit
For practices exploring AI transcription tools, one of the biggest challenges is simply knowing what needs to be in place before you switch the technology on.
To make this easier, VetStack has created a free practical toolkit for veterinary practices. It includes simple templates and guidance designed to help clinics implement AI transcription tools responsibly and in line with UK data protection expectations.
The toolkit includes:
• A Legitimate Interest Assessment (LIA) template
• Suggested privacy policy wording
• A consultation / waiting room notice for client transparency
• An AI vendor due diligence checklist
• A staff SOP for using AI transcription tools
These documents are intended as practical starting points that practices can adapt to their own systems and workflows.
You can download the full toolkit from the VetStack Download Hub: