Patient Privacy Collection Notice & AI Scribe Consent Contract (Template 1.3)
Contract Version: 1.3-2026-10 · Effective Date: 26 October 2026 · Applies to: Waitroom Check-In, Voice/Avatar Intake, Telehealth, Patient App & Reception Registration
Platform Operator (Processor for Your Treating Medical Practice): Arundhati Health Services Pty Ltd trading as DIAGNIFY.AI · 18 Springfield Lakes Boulevard, Springfield Lakes QLD 4300, Australia · D-U-N-S® 890136315 · Privacy Officer: clinical@diagnify.ai
Template 1.3 — Full Patient Privacy Collection Notice & AI Scribe Consent Contract
This contract is presented to every patient who registers with a Medical Practice or checks in via Waitroom Intake (/t/[token]), Avatar Intake (/ta/[token]), Telehealth, Reception Registration, or the Diagnify Patient App (Contract Version 1.3-2026-10):
How Our Practice Uses Digital Health & AI Tools (Patient Privacy Collection Notice & Consent Contract)
Your treating medical practice uses the Diagnify EMR clinical platform to manage your health records, pre-visit check-in, and clinical documentation securely.
- Why we collect your information (APP 3 & APP 5): We collect your personal and sensitive health information (including your name, date of birth, contact details, symptoms, medical history, medications, allergies, Medicare/DVA/concession numbers, and Individual Healthcare Identifier) so your doctor and care team can assess, diagnose, treat, and bill your care safely.
- Pre-visit check-in & Patient App: Information you enter into pre-visit check-in, Waitroom Intake, or the Diagnify Patient App goes directly into your confidential medical chart for your treating clinician to review.
- AI Clinical Scribe & Decision Support (Optional — Separate Consent): With your permission, your doctor may use Diagnify's ambient clinical scribe and clinical decision support during your consultation to transcribe the conversation, draft clinical notes, letters, and care plans, and check Australian clinical guidelines:
- Your doctor stays in control: Every note, prescription, referral, and clinical decision is independently reviewed and approved by your doctor.
- No audio recordings kept as part of your permanent chart: Spoken audio is converted into text to draft your consultation note and is not permanently retained once transcription is complete.
- No AI model training on your health record: Your identifiable health information is never sold, used for advertising, or used to train public artificial intelligence models.
- You can say no at any time: Using the AI scribe is completely voluntary. You may untick AI Scribe consent during registration or tell reception or your doctor at any time if you prefer not to have the AI scribe turned on — your medical care will not be affected in any way.
- Where your data is stored (APP 8 & APP 11): Your medical record is stored encrypted at rest (AES-256) on secure servers in Sydney, Australia (
ap-southeast-2). Certain specialist processing services (such as speech-to-text transcription, telehealth video routing, or SMS/email delivery) may process transient data through secure sub-processors in Australia or the United States under strict privacy and security obligations. - Access, corrections, and questions (APP 12 & APP 13): You have the right to access and request correction of your medical record at any time through your treating practice, or to contact clinical@diagnify.ai or the Office of the Australian Information Commissioner (OAIC) at
oaic.gov.au/1300 363 992.
Two-Part Granular Patient Consent Structure (APP 3, APP 5 & Medical Board of Australia AI Guidance)
Diagnify separates statutory health record collection acknowledgment from optional ambient AI clinical scribing so patients always exercise genuine, unbundled choice:
| Consent Item | Field Key in Patient Record | Requirement | Patient Right to Withdraw |
|---|---|---|---|
| 1. Privacy Collection Notice & Health Record Consent (APP 3 & APP 5) | collection_notice_accepted (boolean) |
Required for clinical registration/check-in so the treating practice can lawfully maintain the patient's medical chart. | Patient may request chart transfer/export at any time; statutory medical retention (7 yrs adult / age 25 child) applies to clinical notes. |
| 2. Ambient AI Clinical Scribe & Decision Support Consent | ai_scribe_consent (boolean) |
Optional (Separately Untickable) — never bundled as a condition of receiving medical care. | Unconditional right to decline or withdraw at any time before or during a consultation without affecting medical care. |
| 3. Immutable Consent Audit Stamp | consent_version: "1.3-2026-10" + consented_at ISO timestamp |
Automatically recorded on Waitroom Intake (/t/[token]), Avatar Intake (/ta/[token]), and Reception Registration (PatientsPanel.jsx). |
Every update writes a timestamped audit entry in the patient's chart. |
Diagnify Patient App — Additional Transparency & Account Deletion Rights
- What the Diagnify Patient app collects: Name, date of birth, sex and gender, Aboriginal and/or Torres Strait Islander origin (optional), mobile number and email (for one-time sign-in codes), home address, Medicare/DVA/concession/IHI details, emergency contact (optional), privacy and AI scribe consent preferences, and health information you enter or upload.
- Zero tracking or advertising: The app does not collect your device location, contacts, or advertising identifiers, and shows no advertising.
- Self-service app account deletion: You can delete your Diagnify Patient app account at any time inside the app (Profile → Your app account → Delete), via /delete-account, or by emailing clinical@diagnify.ai. Deleting your app account immediately removes your app sign-in, preferences, and app uploads while preserving the statutory medical record held by your treating practice.
Contact & Privacy Complaints
For questions or requests regarding your medical chart, please contact your treating medical practice first. You may also contact our Privacy Officer at clinical@diagnify.ai (acknowledged within 5 business days, resolved within 30 calendar days) or the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or 1300 363 992.