Clinicians at Mind Body Well are using NovoNote, an AI tool designed to assist with taking notes during your session. Below is some information about our use of this technology.

Purpose of the AI note taker: The use of an AI enhanced note taker enables our clinicians to focus more thoroughly on communication and treatment during sessions, rather than being distracted by manual note-taking.

Your consent: Before using NovoNote, your clinician will ask for your consent. You have the right to withdraw your consent at any time.

About NovoNote: NovoNote is produced by NovoPsych, an Australian company founded in 2012. NovoNote is a secure and encrypted platform that converts the audio from our consultations into clinical summaries.

Compliance and security: NovoNote complies with the Australian Privacy Principles and is compliant with AHPRA and HIPAA standards. It adheres to industry encryption and security protocols. Importantly, audio recordings from sessions are not saved; instead, they are transformed into a transcript of the session and then discarded. NovoNote stores data on a secure server in Australia and their data processors do not use your data to train AI models.

What is saved: As healthcare providers, we keep notes of our contact with you to aid your treatment, and to comply with our ethical and legal obligations. Our AI note taker NovoNote, helps by transcribing the session and using that transcription to provide a written summary of the session, which is saved in your confidential client file. The transcript of the session is then deleted, and does not make up part of your patient file. Audio recordings of the session are not saved.

Any questions: With your consent, your clinician may be using this note-taking system during your sessions. Please don’t hesitate to ask us if you have any questions or concerns about this process. For further information on NovoNote’ssecurity measures and protocols, please see their security page: www.NovoPsych.com.au/NovoNote-Security

For more information about our security practices, please speak to your therapist, or contact our Administrative team.

Further Information About Security Protocols and Compliance

NovoNote is compliant with HIPAA, AHPRA, and Australian Privacy Principles (APP), ensuring that all personal and clientdata is handled with transparency and care.

Data Encryption and Protection: All data is encrypted both in transit (TLS 1.2 or higher) and at rest (AES-256 encryption). Security protocols ensure that no unauthorised individuals can access your sensitive information.

Role-Based Access Control (RBAC): Clinicians can set up role-based access controls, so team members only access the data and functions they need, ensuring patient confidentiality and operational efficiency.

Secure Cloud Infrastructure: NovoNote operates on secure servers located in Australia that meet ISO 27001 and SOC 2 Type II standards. All data is stored safely, and automatic backups ensure it remains protected even in unforeseen circumstances.

No Data Used for AI Model Training: Novonote uses established Large Language Models (LLMs) and have data processing agreements that ensures data is not used for secondary purposes. Personally identifiable information is redacted to ensure LLMs never have access to identifiable information.

No Audio Recordings Saved: Audio recordings are never saved. Rather, audio is immediately converted into a redacted text based transcript. Only the session summary is retained as part of the patient’s file, and our default settings are for transcripts to be deleted after use.

Questions about security? For more information about our security practices, please speak to your therapist, or contact our Administrative team.