Do I have to tell clients I'm using AI for notes?

Yes — informed consent requires disclosing anything that affects how their information is handled, and AI-assisted recording and note generation clearly qualifies. This is both an ethical and, in most jurisdictions, a legal requirement.

What if a client refuses to be recorded for AI note-taking?

Respect the refusal and continue with traditional note-taking for that client. Declining shouldn't be framed as unusual or difficult — some clients will always prefer it, and that's a legitimate choice.

What to Tell Your Clients About Using AI for Session Notes

Clients deserve a clear, honest explanation before you record a session with AI note-taking. Here's what to actually say — in plain language, not legalese.

Introducing AI note-taking to a client shouldn't feel like reading a terms-of-service agreement out loud. Clients generally respond well when the explanation is honest, specific, and focused on what actually happens to their information — not just that "we use AI," but what that means in practice.

The four things clients actually want to know

What is being recorded — audio only, or audio and video
What happens to the recording afterward — is it stored, for how long, and where
Who or what can access it — you only, a company's servers, other staff
Whether they can decline — and what happens to their care if they do

A good explanation answers all four without requiring the client to ask.

A plain-language explanation to adapt

"I'd like to use an AI tool to help me write up notes after our sessions. It records the audio of our session, turns it into a written transcript, and helps me draft my clinical notes faster. [Add the specific detail that applies to your tool: e.g., "Everything runs on my own computer — the recording is never sent anywhere or stored on a company's server, and it's deleted automatically once I've written the note." OR "The recording is processed by [Company]'s servers and is stored for [X] days according to their policy."] You're welcome to say no — we'll just go back to me taking notes the traditional way, which doesn't change how I'll work with you."

Adjust based on what's actually true of your tool

The explanation must match your tool's real architecture — don't say "nothing is stored anywhere" if your tool is cloud-based and does store data on a server, even temporarily. If you're not sure how your tool handles data, find out before explaining it to clients; this is exactly the kind of detail clients are trusting you to know.

When to have this conversation

Before the first recorded session, not after. Ideally during intake, as part of your standard informed consent process, so it doesn't feel like a special disclosure reserved for something risky.

What if a client says no

Some clients will decline, and that's a legitimate choice. Have your fallback ready: traditional note-taking, and reassurance that declining doesn't affect the quality of care they receive. Making the "no" option feel genuinely fine — not a hassle for you — matters for trust.