How to inform clients about using AI notes in your practice (and free template)

If you’re looking for tips on how to inform clients about using AI notes in your practice, we’ve got you covered.

Summary

Develop transparent AI documentation protocols by incorporating clear explanations of artificial intelligence tools in intake paperwork, informed consent forms, and verbal discussions with therapy clients.
Implement HIPAA-compliant AI note-taking systems by selecting certified platforms that maintain client confidentiality and communicating these security measures to patients effectively.
Create client communication strategies about AI usage that emphasize therapist oversight, explain the benefits of automated documentation, and maintain therapeutic alliance through transparency.
Establish clear opt-out procedures for AI note-taking by designing flexible policies that respect client autonomy and allow for ongoing consent discussions throughout treatment.
Design professional documentation practices that integrate AI tools while maintaining clinical judgment, ensuring regular review of AI-generated notes, and prioritizing therapeutic relationship quality.

As AI (artificial intelligence) and audio recording tools become more integrated into private practice, therapists are asking an important question: How do I ethically and transparently tell my clients that I use patient note AI tools to support my note-taking?

This conversation isn’t really about technology. It’s about trust.

Clear communication about how you use clinical notes AI tools to assist with documentation not only protects your client relationships—it also reinforces your commitment to ethical, client-centered care.

In this article, we’ll cover how to inform clients about using AI notes in your practice, including how to approach the conversation, what to include in your informed consent documents, how to communicate the value and limits of AI tools in a way that builds clarity rather than confusion, and how to model transparency and healthy support systems for your clients.

You’ll also find a free sample informed consent form that you can adapt to use in your own practice.

How do I disclose the use of AI—and why is it important?

AI-assisted documentation tools—such as programs that generate draft session notes based on inputs or audio recordings—are designed to support therapist efficiency.

These patient notes AI tools can dramatically reduce time spent on paperwork and increase your presence in the room.

The SimplePractice AI-powered Note Taker listens, transcribes, and drafts therapy notes using AI—helping you save an average of 5 hours a week. For clients unfamiliar with the role AI plays behind the scenes, the idea of artificial intelligence entering the therapeutic space can understandably raise questions.

Concerns may include data privacy, emotional safety, or misunderstandings about how decisions are made in therapy.

As their provider, it’s important for you to know how to inform clients about using AI notes in your practice with care and empathy, while illustrating how technology, when used ethically, enhances—not replaces—the quality of care.

‌

The benefits of disclosing the use of AI include:

Giving clients the opportunity to ask questions and opt out if they aren’t comfortable
Ensuring your informed consent reflects your actual clinical tools
Offering the opportunity to model healthy boundaries and support-seeking through tech

Plus, for therapists wondering “Is it ethical to use AI to write therapy notes?”, disclosing your use of AI reinforces your ethical standards and commitment to transparency.

Clients may not have a working definition of AI in a healthcare context.

Therefore, proactively clarifying what patient notes AI tools do—and don’t do—is an act of care and professionalism.

What to include in the conversation

When determining how to inform clients about using AI notes in your practice, aim to use language that is clear, grounded, and collaborative.

Here are four key areas to cover:

1. What AI is (and isn’t) in your practice

Make it clear that AI is used as a background support tool—it’s not for diagnosing, analyzing feelings, or making treatment decisions.

For example, you might say: “I use a tool that helps me draft clinical notes after our session based on the session’s transcript. I always review and edit it before it becomes part of your chart.”

This lets clients know that you, not AI, remain in full control of the clinical process.

A common misconception is that robots are storing their information or making judgments.

Clarifying that AI doesn’t hold long-term data and doesn’t replace your clinical judgment can help reduce fear or resistance.

2. Why you use it

Explain that using patient notes AI software helps you spend less time on paperwork and more time being present.

You might also note that using technology as a support tool is a healthy model of self-care and resourcefulness—something clients can internalize and benefit from.

3. How data is protected

Make sure the AI tool you use is a HIPAA-compliant AI note taker and clearly communicate that to your clients.

SimplePractice Note Taker meets the highest HIPAA standards, verified through HITRUST certification. Our tools, including our AI therapy notes, are designed to protect client data with advanced confidentiality and security protocols, and backed by our comprehensive privacy policy.

Share that you’ve done due diligence to ensure the platform protects their information.

Make sure clients are aware of the following:

What information the AI systems access
How data is processed, stored, and protected
Whether data is used for system improvement (and their opt-out rights)
Data retention periods and deletion policies

You might say: “The tool I use meets HIPAA standards and has strict policies around encryption and data privacy. Your confidentiality remains my priority at every step.”

‌

4. Client rights and autonomy

Let clients know they can opt out, ask questions, request human-only interactions, obtain access to information about AI decision-making processes, or change their mind at any point.

Many AI tools require session-by-session consent to generate note-taking for therapists, which reinforces your client’s right to participate in that decision regularly.

Remind them that informed consent is not a one-time checkbox—it’s an ongoing conversation.

When determining how to inform clients about using AI notes in your practice, aim to use language that is clear, grounded, and collaborative.

How to talk to clients about AI use: Best practices

Here are a few best practices to guide you in how to inform clients about using AI notes in your practice to ensure clarity and trust:

Include it in your intake paperwork. Make sure your informed consent forms include a brief explanation of any AI tools used in documentation or admin support.
Introduce it verbally during intake. Take a few minutes to explain your process in the first session or follow-up conversation.
Use everyday language. Avoid tech jargon—explain what the tool does in relatable terms.
Invite dialogue. Let clients know they’re welcome to ask about it at any time.
Update your materials as tools evolve. If you change your documentation system or integrate new tech, let your clients know.

Sample Consent for Use of Artificial Intelligence (AI) Tools in Your Therapy Services

Introduction

At [Therapist Name/Practice Name], we are [I am] committed to providing you with the best possible treatment. To help us [me] manage our [my] practice efficiently and enhance our [my] services, we [I] use technology, including certain artificial intelligence (AI) tools.

This document explains how we [I] use these tools and asks for your consent to use them as part of your treatment. Your privacy, confidentiality, and the quality of your treatment remain our highest priorities.

How We [I] Use AI Tools

AI tools are used strictly for administrative and supplementary support tasks under the direct supervision of your therapist. These tools do not provide therapy, make independent clinical decisions, or interact with you directly.

The specific purposes for which we [I] may use AI now and in the future include:

Assisting your therapist in drafting and organizing session notes;
Managing appointment scheduling and/or sending reminders;
Processing billing and insurance claims;
Analyzing data to identify therapy trends and track progress, which is always reviewed by your therapist;
Analyzing business information and generating reports or trends to help me manage my business; or
Helping to identify and organize external resources or referrals for your use.

How We [I] DO NOT Use AI Tools

To be clear, we [I] do not use AI to:

Make independent therapeutic decisions or diagnoses;
Communicate with you directly to provide therapeutic advice;
Generate treatment recommendations without the direct review, approval, and input of your licensed therapist; or
Detect or interpret your emotions or mental state.

Consent for Session Transcription (If Applicable)

[Therapist: Include this section only if you use AI tools that record or transcribe sessions to assist with note-taking.]

To help create accurate and detailed session notes, your therapist uses [I use] an AI tool called Note Taker that transcribes our sessions and then prepares a draft progress note. Note Taker is a feature in the Electronic Health Record and practice management platform that I use from SimplePractice.

Please check one of the following:

[ ] I consent to the use of an AI transcription tool to record and transcribe my therapy sessions for the purpose of assisting my therapist with note-taking.
[ ] I do not consent to the use of an AI transcription tool to record or transcribe my therapy sessions. I understand this will not affect the quality of my care.

Your Rights and Confidentiality

Confidentiality: All information, including any data processed by an AI tool, is treated as part of your confidential health record and is protected by the same privacy and security standards as all other aspects of your care, including HIPAA.
SimplePractice and its Note Taker tool are HIPAA-compliant and HITRUST certified.
All audio-recordings of therapy sessions through Not Taker are immediately deleted as soon as a transcript is created, generally within minutes of a session ending.
Transcripts that are created through Note Taker are only retained for the shorter of 7 days or when the progress note is signed and locked by your therapist. After that, they are permanently deleted.
During the time that transcripts are available in Note Taker, they always remain confidential and secure, and are only available for your therapist’s use to verify the accuracy of the progress note. They are not used for any other purpose.
Right to Revoke Consent: Your consent is voluntary. You have the right to withdraw this consent at any time by notifying your therapist in writing. Revoking your consent will not affect your ability to receive therapy services.

Client Acknowledgment and Consent

By signing below, I confirm that:

I have read and understood this form.
I have had the opportunity to ask questions about the use of AI tools in my treatment.
I voluntarily agree to the use of AI tools for the purposes described above.

Client Name (Printed)________________________________

Client Signature________________________________

Date____________

[Drafting note for therapists: This form is designed to align with the consent requirements of Illinois's Wellness and Oversight for Psychological Resources (WOPR) Act, including the need for a specific and revocable written agreement when using AI to record or transcribe sessions. To adapt it for your practice, be sure to fill in your practice name and remove the "Session Transcription" section if you do not use such tools. The section regarding Confidentiality is drafted based on the features and data retention practices of SimplePractice and its Note Taker product. If you are using a different product, be sure to adjust the language to conform with the applicable vendor’s practices. While this form is a robust starting point, it is always a best practice to consult with your own legal counsel or professional liability insurance provider to ensure your consent documents meet all specific state and local requirements.]

Conclusion

Introducing patient notes AI support into your therapy practice isn’t just a technical choice—it’s a relational one.

Transparency about how you use AI helps build safety, understanding, and consent. When you lead with clear, grounded communication, clients don’t just feel informed—they feel respected.

That’s what turns a good clinical tool into part of a strong therapeutic alliance.

Legal and compliance disclaimer: This article provides general educational information and should not be construed as legal advice. Healthcare practitioners must consult qualified legal counsel and their professional licensing boards, as laws regarding informed consent, AI use, and audio recording vary significantly by state and profession. Requirements may include specific consent laws, professional ethical guidelines, HIPAA compliance, and other federal and state regulations. Given the rapid evolution of technology, practitioners must regularly verify current SimplePractice features and update consent processes accordingly. Each practice should adapt these general principles to their specific circumstances, jurisdiction, and client population while ensuring full compliance with all applicable laws, professional standards, and malpractice insurance requirements.

How SimplePractice streamlines running your practice

SimplePractice is HIPAA-compliant practice management software with everything you need to run your practice built into the platform—from booking and scheduling to insurance and client billing.

If you’ve been considering switching to an EHR system, SimplePractice empowers you to run a fully paperless practice—so you get more time for the things that matter most to you.

Try SimplePractice free for 30 days. No credit card required.

‌