Patient notice wording

This page is for our customers, not for patients. Under our Data Processing Addendum your practice is the Data Fiduciary for your patients’ data and is responsible for telling them how it is handled. Below is wording you can use, so that obligation is a five-minute job rather than a legal project.

Please actually display one of these. If your patients are never told that an AI answers your phone and that calls are recorded, the arrangement between us does not hold up — for you or for us. Displaying it costs nothing and is the single most useful thing you can do for your own compliance.

1. Short notice — reception desk, intake form, appointment SMS

The minimum. Put it where a patient sees it before or while they call: a card at reception, a line on your registration form, the footer of your website’s contact page.

We use an AI assistant to answer calls and messages at this practice.

Calls to this number are answered by an AI assistant. Calls and messages are recorded and written down so we have an accurate record, and are handled by our technology providers, including outside India. The assistant books appointments and answers general questions — it is not a doctor and does not give medical advice. In an emergency, hang up and call your nearest hospital or emergency number. Ask at any time to speak to a person, or to have your information corrected or removed.

2. Full notice — website page or patient information sheet

Use this where you have room, and link to it from your website. Replace the bracketed placeholder with your own contact details before you publish it.

How we use an AI assistant

To answer your calls and messages more quickly, this practice uses an AI assistant provided by VaaniYantra.

What it does. It answers our phone and our WhatsApp number, books and reschedules appointments, sends reminders, and answers general questions about the practice. If you use the patient chatbot we may give you, it can also tell you about your own prescriptions, advice and visit history after you confirm your identity with a one-time code sent to your mobile number.

What is recorded. Calls and messages are recorded and transcribed so we have an accurate record of what was said. This happens on every call. We also keep your name, mobile number, date of birth and the clinical records our doctors write for you.

Who else sees it. Your information is handled by our technology providers so the service can work — including AI, telephone, messaging and hosting providers. Some of them process data outside India. It is not sold, not used for advertising, and not used to train AI models.

What it is not. The assistant is not a doctor. It does not diagnose, does not give medical advice, and must not be relied on in an emergency. If you have a medical emergency, hang up and call your nearest hospital or emergency number.

Your choices. You can ask to speak to a member of staff instead of the assistant at any time. You can ask us to correct or delete your information, or to stop your access to the patient chatbot. Contact us at [PRACTICE PHONE / EMAIL] and we will help.

3. Spoken line — for your staff

When a patient rings your practice directly and staff transfer them, or when you introduce the service to a regular patient, this is enough.

Just so you know, our phone is answered by an AI assistant and the call is recorded. If you'd rather speak to a person, tell it at any time and it'll put you through.

Where to put it

• A printed card at the reception desk, facing the patient.
• Your patient registration or intake form, above the signature line.
• Your practice website, on the contact or appointments page.
• Your Google Business profile description, if you have one.
• If you register a family member as a dependant on someone else’s mobile number, tell the guardian that anyone who can receive a code on that number will be able to see the records of everyone registered on it.

Children

If you register patients under 18, the consent needed for a child’s data is yours to obtain and record — we do not verify a patient’s age. Add a line to your registration form capturing the guardian’s consent, and keep it with your records.

Two things to get right

Do not describe the assistant as a doctor, a nurse, or as giving medical advice, in this notice or in your marketing. It books, reminds, and answers questions about your practice and a patient’s own released records. It is instructed to redirect anyone describing an emergency, but that is a keyword backstop and not triage — never present it as a safety mechanism.

Keep it accurate as you change settings. If you turn the patient chatbot off, drop that sentence. If you enable WhatsApp, keep it in.

Questions

If your own legal adviser wants detail on what we hold and where it goes, point them at our Privacy Policy, DPA and sub-processor list, or write to info@vaaniyantra.com.

This wording is provided as a practical starting point and is not legal advice. Your own adviser should confirm it is right for your practice.