Use of Artificial Intelligence at Kildare Road Medical Centre

Current as at: August 2026

Kildare Road Medical Centre is committed to supporting safe, respectful and high-quality healthcare.

Artificial intelligence, or AI, tools may be used at Kildare Road Medical Centre in two ways:

• KRMC may provide or authorise AI tools for use by nurses and administrative staff employed by the medical centre; and
• doctors and other independent health practitioners consulting at KRMC may choose to use an AI tool that has been approved by KRMC for use at the medical centre, whether or not the tool is supplied or paid for by KRMC.

AI is used as a support tool only. It does not replace the doctor, nurse or other health practitioner involved in your care.

A doctor or other health practitioner who uses an AI tool remains responsible for reviewing its output and for the clinical decisions, professional judgment and care they provide. Nurses and administrative staff using AI must comply with KRMC’s policies, approved workflows and applicable professional obligations.

KRMC’s approval of an AI tool for use at the medical centre does not mean that KRMC directs the independent clinical practice of consulting doctors or assumes responsibility for their clinical decisions.

How AI may be used

Approved AI tools may be used for the following purposes.

Clinical notes and documentation

With your agreement, a doctor or other clinician may use an AI scribe or similar tool to help prepare a draft note of your consultation.

The tool may be:

• provided by KRMC;
• made available through a system used at KRMC; or
• selected independently by a consulting doctor and approved by KRMC for use at the medical centre.

Using an AI scribe may reduce the time spent typing and allow the clinician to focus more closely on the consultation.

An AI-generated note is a draft only. The clinician using the tool must review, correct and approve the note before it is saved in your medical record.

Draft letters, referrals and patient instructions

AI may assist a doctor or other clinician in preparing draft documents such as:

• referral letters;
• clinical summaries;
• patient instructions;
• correspondence to another healthcare provider; or
• other clinical documents.

AI-generated documents must be reviewed and approved by an appropriate clinician before they are finalised, sent or relied upon as part of your care.

Summarising information

AI may assist clinicians in organising or summarising information such as:

• previous consultation notes;
• correspondence;
• investigation results;
• medication histories; or
• other relevant clinical information.

The clinician using the summary remains responsible for checking its accuracy, completeness and relevance before relying on it.

Clinical information support

AI may assist clinicians in locating, organising or summarising clinical guidelines and medical information.

The clinician remains responsible for checking the source, currency, accuracy and relevance of that information and for deciding whether it is appropriate to use in your care.

Administrative support

KRMC may permit nurses and administrative staff employed by the medical centre to use approved AI tools for authorised administrative or operational purposes.

This may include assisting with:

• preparing draft administrative communications;
• organising non-clinical information;
• summarising operational documents;
• appointment or workflow administration; and
• other approved administrative activities.

AI-generated administrative material must be checked by an appropriate person before it is relied upon or communicated.

Nurses and administrative staff must not use AI to make independent medical decisions or provide clinical advice outside their role, qualifications or authorised scope of practice.

What AI does not do

AI does not:

• make medical decisions for you;
• replace the doctor, nurse or other health practitioner involved in your care;
• diagnose you independently;
• prescribe medication independently;
• determine your treatment plan independently;
• send final clinical advice without review by an appropriate clinician;
• replace professional judgment;
• expand a person’s authorised scope of practice; or
• remove a clinician’s responsibility for the decisions they make and the care they provide.

Any AI-generated information used in your care must be reviewed by an appropriate clinician before it is relied upon.

AI scribes during consultations

Some doctors and other health practitioners consulting at KRMC may choose to use an approved AI scribe during consultations.

An AI scribe may listen to or temporarily process a consultation to prepare a draft clinical note. Its purpose is to assist with documentation, not to make decisions about your care.

The AI scribe may be supplied by KRMC or may be a tool independently selected by the consulting practitioner and approved by KRMC for use at the medical centre.

Before using an AI scribe, your clinician will explain:

• that the use of an AI scribe is proposed;
• what the AI scribe does;
• whether it listens to, records, transcribes or temporarily processes the consultation;
• that the note it produces is a draft only;
• that your clinician will review and approve the final note;
• that you may decline its use; and
• that declining will not affect the care you receive.

You may decline the use of an AI scribe or ask for it to be stopped at any time.

Where an AI scribe is not used, your clinician will document the consultation using their usual process.

Your choice and consent

KRMC respects your choice.

An AI tool that listens to, records, transcribes or otherwise processes your consultation will only be used after your clinician has informed you about the proposed use and you have agreed.

You may:

• ask questions before agreeing;
• decline the use of the AI tool;
• ask for the tool to be stopped during the consultation; or
• request that an AI scribe not be used during future consultations.

Your decision not to use an AI scribe will not affect your access to care or the way you are treated.

Where another person is present during the consultation, such as a parent, guardian, carer, interpreter, support person, chaperone, student or another health practitioner, your clinician may also need to inform that person before the AI tool is used.

Approval of AI tools

An AI tool must be approved by KRMC before it is used with identifiable patient information at the medical centre or through KRMC’s systems.

This requirement applies whether the tool is:

• supplied or paid for by KRMC;
• included within software used by KRMC;
• selected and paid for by a consulting doctor or another independent health practitioner; or
• provided by another third party.

KRMC approval is intended to assess whether the tool is suitable for use within the medical centre’s privacy, information-security and record-management environment.

Approval of a tool does not transfer responsibility for a consulting practitioner’s clinical decisions to KRMC. Consulting practitioners remain responsible for determining whether use of an approved tool is clinically appropriate in a particular consultation and for complying with their own professional, privacy and record-keeping obligations.

Nurses and administrative staff employed by KRMC may only use AI tools that KRMC has provided or expressly authorised for their role and intended use.

Approval may be limited to:

• particular users;
• particular purposes;
• particular types of information;
• specified settings;
• specified devices or systems; or
• a defined period of use.

KRMC may withdraw or modify approval where the tool, provider, security settings, data-handling arrangements or intended use changes.

Privacy and security

Patient information processed through an AI tool must be handled with the same care as other health information.

Doctors and other health practitioners consulting at KRMC, as well as nurses and administrative staff employed by KRMC, must not enter identifiable patient information into publicly available consumer AI tools that have not been approved for that purpose.

Before approving an AI tool for use with patient information, KRMC considers matters such as:

• what information the tool collects;
• why the information is required;
• whether the information collected is limited to what is reasonably necessary;
• where the information is stored and processed;
• whether overseas access, storage or processing may occur;
• whether audio, transcripts, prompts or draft notes are retained;
• whether the provider uses information to train or improve AI models;
• security controls;
• user access controls;
• authentication requirements;
• deletion and retention settings;
• privacy and confidentiality obligations;
• integration with KRMC’s systems;
• how information can be accessed or corrected;
• what happens if the provider experiences a data breach; and
• whether the tool is appropriate for the proposed healthcare or administrative purpose.

KRMC does not permit identifiable patient information to be used to train public AI models.

An AI tool selected independently by a consulting doctor must meet KRMC’s approval requirements before it is used with identifiable patient information at the medical centre. The consulting doctor must also comply with their own legal, professional, privacy, confidentiality and record-keeping obligations when using the tool.

Responsibilities of consulting doctors and other independent practitioners

Doctors and other independent health practitioners consulting at KRMC may choose whether to use an approved AI tool in their clinical practice.

Where a consulting practitioner chooses to use an AI tool, they are responsible for:

• determining whether its use is appropriate for the particular consultation;
• explaining the proposed use to the patient;
• obtaining the patient’s agreement where required;
• using the tool only for an approved purpose;
• reviewing and correcting AI-generated information;
• ensuring the final clinical record is accurate and appropriate;
• exercising independent professional judgment;
• complying with applicable professional standards and privacy obligations; and
• notifying KRMC of any privacy, security or patient-safety concern involving the tool.

Consulting practitioners must not assume that a tool is approved merely because it is marketed for healthcare use or is used at another medical practice.

Responsibilities of nurses and administrative staff

Nurses and administrative staff employed by KRMC may only use AI tools:

• provided or expressly authorised by KRMC;
• for an approved purpose connected with their role;
• in accordance with KRMC’s policies and procedures;
• within their qualifications, responsibilities and authorised scope of practice; and
• using the privacy and security settings approved by KRMC.

They must review AI-generated content before using, saving, sending or relying upon it.

Any clinical information prepared or processed with AI must be escalated to an appropriate clinician where clinical review, judgment or approval is required.

Audio, transcripts and draft notes

Some AI tools may temporarily process audio or create a transcript to prepare a draft clinical note.

Where an approved tool is used, unnecessary retention of:

• audio;
• transcripts;
• prompts;
• draft notes; and
• other temporary AI-generated material

should be minimised.

The final note reviewed and approved by the clinician and saved in your medical record forms part of the official clinical record.

Temporary AI material may be held by:

• KRMC;
• the consulting practitioner using the tool; or
• the approved AI service provider,

depending on how the particular tool is supplied and configured.

Any retained material must be handled in accordance with applicable privacy, security and record-management requirements, the approved settings for the tool and applicable law.

Access to your information

You may request access to health information held about you in accordance with KRMC’s Privacy Policy and applicable privacy laws.

This may include final clinician-approved notes in your medical record, including content initially prepared with the assistance of an AI tool and subsequently reviewed, corrected and approved by your clinician.

Where KRMC holds a related AI-generated transcript, audio file, draft note or other temporary material, a request for access to or correction of that information will be considered in accordance with KRMC’s privacy procedures and applicable legal obligations.

Where the relevant information or AI account is held independently by a consulting doctor or another health practitioner, the request may need to be considered by that practitioner. KRMC will assist in directing the request where reasonably practicable.

Sensitive consultations

Some consultations involve particularly sensitive information. This may include consultations concerning:

• mental health;
• sexual or reproductive health;
• family or domestic violence;
• trauma;
• child protection;
• alcohol or other drug use;
• gender identity;
• culturally sensitive matters; or
• other highly personal circumstances.

The clinician providing the consultation will consider whether the use of AI is appropriate in the circumstances and may decide not to use it.

You may always ask that an AI tool not be used during your consultation.

Telehealth consultations

The same principles apply to telehealth consultations.

Where an AI scribe or similar tool is proposed during a telehealth consultation, your clinician will inform you about the proposed use and seek your agreement before using it.

Questions or concerns

For questions about the use of AI during a consultation, please speak directly with the doctor or other clinician providing your care.

For questions about:

• whether a tool has been approved for use at KRMC;
• an AI tool supplied or operated by KRMC;
• the use of AI by a nurse or administrative staff member employed by KRMC;
• KRMC’s privacy or security requirements; or
• information held within KRMC’s systems,

please contact the Practice Manager:

Kildare Road Medical Centre
Email: admin@kildaremedical.com.au
Phone: (02) 8822 3000
Privacy Policy: https://www.kildaremedical.com.au/privacy-policy/

Where a question or request relates to an AI tool independently used by a consulting doctor or information held independently by that doctor, KRMC may refer the matter to the relevant practitioner.

You may also contact KRMC to:

• ask how information held by KRMC is handled;
• request access to information held by KRMC;
• request correction of information held by KRMC; or
• make a privacy complaint.

Updates to this information

AI technology, privacy requirements and professional guidance continue to evolve.

KRMC may update this information from time to time to reflect changes to:

• tools approved for use at the medical centre;
• AI tools supplied by KRMC;
• AI tools independently selected by consulting practitioners;
• information-handling practices;
• administrative systems;
• clinical workflows;
• legal requirements; or
• professional guidance.