Client Consent Form for AI Notes
How to obtain client consent for AI Scribe use, with a downloadable example consent form
5 min read
AI-assisted notes can help therapists remain present, attentive and emotionally available—rather than dividing their attention between the client and a notepad. But recording and transcribing a therapy session also carries an important responsibility: clients must understand what is happening and freely choose whether they are comfortable with it.
Consent is a conversation, not a checkbox
Before using AirNote, explain in straightforward language that:
The session will be recorded and transcribed to prepare draft therapy documentation.
The therapist will review and edit every draft, deciding what belongs in the clinical record.
AirNote supports—but never replaces—the therapist’s professional judgement.
The client may ask questions, decline or withdraw their consent for future sessions.
A simple introduction might be:
“I use AirNote to help prepare my session notes, allowing me to focus more fully on our conversation. It records and transcribes the session, then creates a draft that I personally review. You are entirely free to say no.”
A client’s refusal should never affect the quality of their care. A comfortable “no” is evidence of a safe therapeutic relationship—not an obstacle to it.
Privacy designed around clinical practice
Protecting client data is fundamental to AirNote’s design.
Clinical records are stored locally on the therapist’s Mac by default, keeping day-to-day control with the practitioner. Raw session audio is automatically deleted following successful transcription. With optional cloud backups, data is encrypted before storage.
AirNote also allows therapists to choose how long session records are retained, with automatic deletion settings ranging from 14 days to one year. This makes it easier for practices to apply a clear retention policy that reflects their professional and legal responsibilities.
When a client requests access to their information, AirNote’s Data Access Request feature helps the therapist create a tailored, Word-compatible data pack. The therapist can select the client, time period and categories of information to include before reviewing and securely sharing the export.
Protect the relationship
Introduce AirNote openly, invite questions and document the client’s decision. Consent should be revisited whenever the way the technology is used changes.
The best clinical technology does more than save time. It protects privacy, preserves choice and creates more room for what matters most: the therapeutic relationship.
