AI Technology
ApolloScribe · Last updated: May 2025
1. Introduction
1.1 We are always looking for ways to improve the quality of care we provide and streamline our processes. One of the ways we are doing this is by using advanced AI technology to help generate letters that are sent to referring doctors and patients.
1.2 This document explains how this technology operates, why patient data is deidentified before AI processing, and the resulting benefits for patients and carers.
2. How we use AI
2.1 Patient data handling
(a) Before any information is sent to an AI system, the following identifying details are removed from your record: your name, date of birth, Medicare number, address, and contact information. The AI only ever receives the anonymised clinical content — it never sees who you are.
(b) Once the AI has finished generating the letter, your personal details are re-added from the original record to produce the final document. At no point during this process does the AI have access to your identity.
(c) Your data is not used to train AI models, is not shared with third parties for commercial purposes, and is not retained by the AI system after the letter is generated.
2.2 AI's role in letter generation
(a) The AI reviews the anonymised consultation details and generates comprehensive letters for referring doctors, documenting key findings, treatment plans, and recommendations.
(b) The AI also generates letters for patients and parents that are clearer, more empathetic, and tailored to the individual's needs.
3. Advantages to you (Patient / Carer)
3.1 Quicker response times. With AI assistance, we can send letters more quickly, enabling faster communication about your treatment.
3.2 More detailed letters. AI helps ensure that letters contain comprehensive information that accurately reflects all aspects of your consultation.
3.3 Better communication. AI assists in making communication patient-friendly by ensuring complex medical information is explained in a way that is understandable.
3.4 Privacy protection. Your personal and sensitive information is kept secure. By deidentifying the data before processing it with AI, we ensure that no identifiable information is used inappropriately.
4. Your consent & opting out
4.1 By agreeing to the use of AI in this process, you acknowledge that the anonymised clinical content from your consultation may be processed by AI for the sole purpose of generating your clinical letters. Your identifying information is never included in this process.
4.2 If you have any concerns or do not wish your consultation notes to be processed using AI, please speak to your clinic before your appointment. Opting out may mean that letters take longer to prepare or are produced using a different process.
Questions about how ApolloScribe uses AI?
Talk to the team — we can walk you through our privacy and security architecture.
Get in touch