Why medical practices need an AI usage policy — before someone pastes the wrong thing into the wrong tool

AI is showing up in your practice — whether you planned for it or not.

We’re seeing it everywhere right now. AI tools like ChatGPT, voice assistants, transcription bots, and smart schedulers are creeping into daily workflows — even in small 10–50 person medical practices.

They seem harmless (even helpful):

🩺 Transcribe clinical notes
📅 Schedule appointments
📊 Summarize reports
💬 Help with writing patient messages

But here’s the problem:
Most AI tools weren’t built for HIPAA compliance.

And using them the wrong way — even with good intentions — could expose PHI and land your practice in serious trouble.

🚨 Where It Can Go Wrong

We’ve seen real examples like:

• Staff using ChatGPT to reword a message… by pasting in PHI

• Managers using AI to summarize medical notes for a board report

• Transcription tools that store voice data on unsecured servers

None of these feel risky in the moment. But they are HIPAA violations if the tool isn’t secure, audited, and backed by a BAA.

AI Is the New Shadow IT

These tools are:

• Easy to access

• Free or low cost

• Outside your IT team’s control

And once your staff starts using them without clear guardrails, you’re at risk — especially if you're dealing with Protected Health Information (PHI).

✅ What to Do Instead: Build Guardrails

We’re not anti-AI. In fact, we help clients use it smarter. But we are focused on protecting your patients and your practice.

That starts with:

1. Creating an AI Use Policy
   Spell out what’s allowed and what’s off limits.

2. Training your team
   They may not realize what’s considered PHI, or what tools are risky.

3. Reviewing tools for HIPAA compliance
   Especially anything that touches patient data or clinical notes.

📄 Free Download: Sample AI Use Policy for Medical Practices

We’ve created a downloadable policy you can customize for your own team.
Use it as a starting point to put guardrails in place before something goes wrong.

👉 Download Sample AI Use Policy (PDF)

Final Thought:

AI can save time — but only if you control how it’s used.
Don’t wait for a privacy breach to put a policy in place.

📩 If you need help evaluating tools or implementing secure AI strategies, let’s talk.