PracticeHQ AI Platform Notice
Instrument: AI-PLAT-01 | Version: 2026-09-04.2 | Effective date: September 9, 2026
Owner: Vytivo, Inc. This Notice explains AI-assisted PracticeHQ technology. It is not treatment consent, recording consent or permission for an unrelated use of health information. A named practice supplies its own applicable AI Use Disclosure describing the clinical-support functions it uses.
1. What AI may do
Within the services a practice selects, AI may organize or summarize information, draft notes, messages or care-plan material, help authorized professionals review records, and produce transcripts and Scribe drafts after the separate recording permissions have been obtained. Information comes from the authorized practice workspace and permitted sources for that task. A shared login does not authorize AI to combine different practices' records.
AI supports, rather than replaces, the responsible professional. It is not the final decision-maker for diagnosis, prescribing, ordering, signing a clinical record or sending consequential treatment directions. Professional review must cover the final content and the relevant source information; review of an earlier draft or a template is not review of a changed final message.
2. Important limits
AI can invent or omit facts, confuse speakers, misread a result, fail to recognize important context or produce biased, outdated or inappropriate material. A confident tone or a source citation does not guarantee correctness. Patients should ask the practice about material discrepancies and should not change treatment solely because of an automated draft or explanation.
A feature's label and presentation must accurately distinguish an AI draft, an unreviewed AI interaction and a professional's reviewed communication. This Notice does not establish that a direct-patient AI chat is offered or authorize autonomous therapy. Where a particular direct interaction is separately offered, its AI nature, human-contact route and limitations must be explained at that interaction.
For an emergency, call 911 or the appropriate local emergency number. AI and portal messages are not emergency monitoring or rescue services.
3. Information use and safeguards
An authorized task may use relevant records, messages, test results, selected transcripts, practice instructions and the request itself. Restricted Part 2 records, psychotherapy notes, SUD counseling notes and state-protected information require the applicable authority before retrieval or transmission; a general AI notice cannot supply it.
Vytivo will not use patient or practice content to train or fine-tune AI models, including by first de-identifying that content. This covers recordings, transcripts, prompts, outputs, edits and feedback containing such content. We require corresponding contractual restrictions from AI and processing providers receiving it. We do not promise that a vendor is technically incapable of breaching its agreement.
Necessary requested-output generation, service support, security, error investigation, narrowly controlled safety and quality review, and lawful de-identified operational analytics remain permitted. Authorized practice templates, terminology, prompt settings and clinician-approved exemplars may guide output without changing model weights. They are subject to practice control and applicable confidentiality restrictions, not a license for silent mining of notes or unrelated profiling.
4. Choice, correction and changes
Recording and Scribe use the dedicated Recording, Video, Transcription and AI Scribe Consent. Other legally required feature permissions are obtained where applicable. This Notice does not create a blanket patient veto over every administrative or clinician-support tool, and it does not promise a manual replacement for every optional convenience. A patient can raise questions with the practice and decline or withdraw an actual optional permission through its stated process.
Tell the practice about a clinical error. Technical AI concerns may also be reported to support@mypracticehq.com; privacy concerns go to privacy@mypracticehq.com. Do not put unnecessary clinical details in ordinary email. Correcting a draft does not automatically amend a signed clinical record; the record-amendment process remains available.
We may change models or processing providers within the same lawful purposes and safeguards. A legally material change requires the appropriate updated disclosure and, where required, consent before the affected use. Routine provider or technical changes do not automatically require another patient signature. No acknowledgment or acceptance is requested by this Notice.