How does ToothNotes fit into clinical documentation?

ToothNotes is designed to help clinicians capture audio, create transcripts, and prepare draft notes more quickly. Clinicians still review and approve the final note before use.

Where is clinical data intended to be hosted?

ToothNotes is intended to host core clinical application services in AWS Australia. Some non-clinical website analytics or email tools may involve overseas recipients as described in the privacy documents.

Will ToothNotes train on patient data?

ToothNotes uses customer data to provide the service. Public training use of patient data is not part of the intended workflow described in the current privacy materials.

How long does it take to set up?

Most customers can create an account, choose a template, and begin testing quickly. Live deployment still depends on clinic workflows, privacy review, and staff rollout.

Legal document

Recording Notice

Name: ToothNotes
Author: ToothNotes

This notice explains the conditions that apply when ToothNotes is used to capture or upload consult audio, including audio that may contain patient speech or other sensitive information.

Last updated March 23, 2026Applies to clinicians, practice staff, and any customer organisation authorising recording through ToothNotes.

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Jump to the sections that matter most.

Before recording Customer responsibilities How ToothNotes processes audio Suggested patient notice Limits and escalation

1. Before recording

Do not use ToothNotes to record a consultation, discussion, or other interaction unless you and your practice have considered whether notice, consent, policy approval, or another lawful basis is required for that recording in the applicable state or territory.

Before recording, you should confirm all of the following:

the recording is authorised by your practice or customer organisation
anyone whose speech may be captured has been given any notice or consent process required by law or practice policy
you are not making a covert recording or using ToothNotes for surveillance, employment monitoring, or other unauthorised purposes
the recording is limited to what is reasonably necessary for clinical documentation

2. Customer responsibilities

ToothNotes provides software and processing infrastructure. The customer organisation remains responsible for:

deciding whether recording a particular interaction is lawful and appropriate
obtaining any patient, guardian, or staff notice or consent required under applicable law, professional obligations, or clinic policy
maintaining practice policies for staff use, retention, review, and access control
reviewing and approving any transcript or drafted note before it is relied on or saved into a clinical record

3. How ToothNotes processes audio

Audio uploaded to ToothNotes may be stored, transcribed, and converted into draft documentation and structured note content. Related metadata such as timestamps, duration, user identifiers, and job-processing information may also be generated.

ToothNotes records acknowledgement metadata before a mobile upload is accepted, including the recording notice version, acknowledgement time, and the session owner tied to the recording workflow.

Core application hosting, storage, authentication, and transcription are intended to run on AWS infrastructure in Australia. Where non-clinical analytics or communications tools are used, those tools may involve separate handling described in our Privacy Policy.

4. Suggested patient notice

Customers should obtain their own legal review before adopting a final script. A starting point for internal review is:

“With your permission, we use secure software to record parts of the consultation so the clinician can prepare accurate clinical notes. The recording may contain your personal and health information and is handled under our privacy and record-keeping processes.”

This wording is only a drafting aid. It is not a substitute for customer-specific legal advice, policy review, or state/territory consent analysis.

5. Limits and escalation

Do not use ToothNotes for emergency decision-making, unattended monitoring, or any scenario where a clinician will not review the output before it is relied on.

If your practice needs live consult recording at scale, multi-party recording workflows, or cross-border data handling, contact ToothNotes before deployment so the legal and security settings can be assessed.