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.

As AI (artificial intelligence) 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 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 letter template 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.

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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. 

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.”

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4. Client rights and autonomy

Let clients know they can opt out, ask questions, 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.

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.

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.

Disclaimer: This content is for informational purposes only and does not constitute legal, regulatory, or compliance advice. Healthcare providers should consult with qualified legal counsel regarding HIPAA compliance requirements specific to their practice.

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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.

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