10 Tips for Using AI Scribing Tools in Speech Pathology

AI-powered scribing tools are transforming how speech pathologists document sessions, communicate with clients, and manage admin. The right approach can save you hours each week, improve accuracy, and ensure you remain compliant with HIPAA and Australian Privacy Principles (APP).

Here are 10 best-practice tips to help you get started.

1. Gain Client Consent Before Recording

Explain in writing what the AI tool does, why you’re using it, and how the data will be stored and deleted. Send this via email before your first session using the tool.

2. Provide an Accessible Information Sheet

Offer a plain-language handout covering benefits, privacy safeguards, and risks. This is especially important for NDIS clients, CALD families, and AAC users.

3. Collect Signed Consent Forms

Written consent provides a clear record for compliance and protects both you and the client. This can be included in your general consent form or as a dedicated AI consent form.

4. Verbalise Key Observations During and After the Session

While transcription runs, speak some of your clinical observations aloud so they appear in the transcript, making summaries richer and more accurate.

5. Add Context Post-Session

Use your tool’s notes or context fields to include details that may not have been captured in the audio, such as background history or clarifying jargon.

6. Use Mobile Devices for Flexibility

Record and dictate on the go with phone apps, wearable AI tools like PLAUD, or in-built dictation features to make use of travel time.

7. Automate Follow-Up Summaries

Generate post-session summaries while details are fresh and email them to clients to reinforce therapy goals and home practice tasks.

8. Review and Edit Every Output

Check for accuracy, tone, and relevance. AI-generated notes should be treated as a draft, not a final document.

9. Optimise Templates and Output Length

Experiment with summary length, style, and formatting to reduce editing time and match your documentation requirements.

10. Stay Compliant and Delete Data Quickly

Only use tools that meet HIPAA and APP requirements. Delete session recordings within one week, keeping only the final, edited note in your secure EMR.

AI Scribing Tools I’ve Tried

• Heidi Health

• Everability

• Lyrebird

• Quill Therapy Notes

• Hipposcribe

• BastionGPT

• Allyscribe (update coming)

📩 Join my course waitlist for early access to my upcoming resources for AI scribing tool demo's and comparisons chart, consent templates, and compliance checklists and more. 

Joint the AI Speech Pathology Collective Facebook Group to hear about my AI trials and share tips with feelow AI enthusiasts. 

By combining clear consent processes, accurate in-session recording, and efficient follow-up workflows, AI scribing tools can reduce your admin load while improving client communication. Staying compliant with HIPAA and APP ensures you protect client privacy while reaping the benefits of these technologies.