As conversations about artificial intelligence (AI) become more common, we believe it is important to be transparent about how we use this technology in our practice. Our goal is simple: to support high-quality care while protecting your privacy and allowing therapists to be fully present during the therapeutic process.

 

At Roiya Center, we use a HIPAA-compliant AI documentation tool to assist with the preparation of the clinical notes that therapists are professionally and legally required to maintain. The system temporarily transcribes the session and generates a draft clinical note, which your therapist carefully reviews, edits, and approves using their own professional judgment. AI is used solely as a documentation support tool; it does not make clinical decisions, provide treatment recommendations, or replace the expertise, judgment, or responsibility of your therapist.

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We have intentionally designed our workflow to minimize the amount of information processed and retained by AI systems. Unlike some AI documentation platforms that maintain long-term patient profiles or persistent AI memory to personalize future documentation, the AI tool we use does not function as a repository of patient records. We do not use its patient-profile or longitudinal memory features because we believe that your therapist—not an AI system—should remain the primary holder of your clinical history and understanding of your treatment progress.

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The AI documentation platform does not maintain ongoing patient files or long-term memory, and no patient-identifying information is stored within the AI documentation system itself. Each session is processed independently. The AI tool is used only to generate a temporary transcript and draft note for that specific session. After your therapist has reviewed, revised, and approved the documentation, the finalized clinical note is securely uploaded to our HIPAA-compliant electronic health record (EHR) system, where your official medical record is maintained. The temporary transcript and AI-generated draft are then permanently deleted from the AI documentation platform. Only the therapist-reviewed and approved clinical note is retained as part of your medical record.

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In addition, the AI documentation platform we use does not use patient information or session content to train or improve public AI models. Your session information is not retained as part of an ongoing AI learning database.

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We believe this approach benefits our clients in several important ways. By reducing the administrative burden of note-taking, therapists can devote more of their attention to listening, understanding, and engaging with you during the session, rather than dividing their focus between the conversation and documentation. At the same time, having an accurate transcript available during the documentation process helps create more complete and reliable clinical records than relying on memory alone.

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High-quality documentation also supports continuity and quality of care over the course of treatment. More accurate records help therapists maintain a clear understanding of your history, progress, and treatment goals over time. They also facilitate more effective professional collaboration—both within Roiya Center, through clinical supervision, consultation, and coordinated team-based care, and, when clinically appropriate and appropriately authorized, with other healthcare providers involved in your treatment, such as psychiatrists, primary care physicians, or higher levels of care (e.g., intensive outpatient programs). Better documentation helps ensure that important information is communicated accurately and that your care remains coordinated across providers and settings.

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At Roiya Center, we view AI as a tool that supports the human aspects of therapy; not one that replaces them. Technology can help us reduce administrative burden and maintain high standards of clinical documentation, but the therapeutic relationship, clinical judgment, and responsibility for your care always remain with your therapist.

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Any coordination or sharing of information outside our practice occurs only in accordance with applicable privacy laws and, except where otherwise permitted or required by law, with your consent.

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If you have any questions about how AI-assisted documentation is used in our practice, we encourage you to ask. We are always happy to discuss our process and help you make informed decisions about your care.