Astralcyte Notes can be used responsibly under your local privacy and professional rules. Confirm consent and review the note before adding it to the client record. Both steps are built into the app.
The Ontario Information and Privacy Commissioner's AI-scribe checklist calls for consent, data minimization, privacy and security review, and clinician oversight.
The CPBAO Standards of Professional Conduct require professional judgment, informed consent, and active review of AI-assisted work. Astralcyte keeps the final decision with the clinician.
The College of Registered Psychotherapists of Ontario's Guideline on Artificial Intelligence requires registrants to ask before using an AI notetaker and to review its output. Astralcyte reminds you to confirm consent and leaves each draft for your review.
The Ontario College of Social Workers and Social Service Workers' AI practice guidance says registrants must not enter client information into an AI tool or platform and must keep their records accurate. Astralcyte does not send session data off your device. We recommend writing your own clinical documentation, using Astralcyte's draft only as a reference. The College does not expressly address this local workflow. You remain responsible for your record and professional judgment.
In Preferences, set transcripts to "Delete after note approval" where your record-retention requirements allow it. Astralcyte prompts for consent and leaves each draft for your review.
The College of Occupational Therapists of Ontario's AI practice guidance permits digital scribes as an administrative aid. Obtain consent, protect client information, and review the draft using professional judgment.
The College of Physiotherapists of Ontario's AI principles require informed consent, privacy safeguards, an alternative when a patient declines, and clinician review. Astralcyte provides the consent and review steps in its normal workflow.
The College of Nurses of Ontario's documentation and AI guidance permits nurses and nurse practitioners to use AI to support clinical documentation. The regulator requires an employer-approved tool, informed consent, and nurse review before the draft enters the record.
The College of Physicians and Surgeons of Ontario's AI clinical-practice advice permits AI-assisted documentation with patient consent, privacy safeguards, and physician review. Astralcyte prompts for consent and keeps every note as a draft until you approve it.
The College of Audiologists and Speech-Language Pathologists of Ontario's consent resources and records resources require knowledgeable consent, secure handling of personal health information, and an accurate record. Astralcyte's local consent and review workflow supports those duties.
The College of Dietitians of Ontario's Code of Ethics requires dietitians to protect personal health information and review AI output. Its virtual-care guidance requires explicit written consent before recording a virtual session. Obtain it through your intake process before using Astralcyte in virtual care. You can turn off the in-app reminder in Preferences if that process already confirms consent.
The College of Massage Therapists of Ontario's Privacy and Confidentiality Standard requires informed consent before a session is recorded. Protect client information and verify the note. CMTO's AI notice cautions that AI content may be inaccurate.
The College of Health and Care Professionals of BC's Consent practice standard requires informed, documented consent, minimum necessary collection, and an accurate record. Astralcyte's consent prompt and draft-review workflow support these requirements.
British Columbia psychotherapists can use Astralcyte under BC privacy law with consent, secure client information, and clinician review. Clinicians who also belong to a regulated profession must follow that profession's rules.
The BC College of Social Workers' Guidance for Registrants: Ethical Use of Artificial Intelligence in Practice says AI tools must not generate clinical documentation, assessments, or treatment plans. We do not view note drafts as final clinical documentation. We recommend writing your own clinical documentation, using Astralcyte's draft only as a reference. Apply your professional judgment and keep the record accurate and complete.
In Preferences, set transcripts to "Delete after note approval" where your record-retention requirements allow it. Astralcyte does not send session data off your device, prompts for consent, and leaves each draft for your review.
The College of Health and Care Professionals of BC's Consent practice standard applies to occupational therapists. It requires informed consent, clear information handling, and an accurate record. Astralcyte supports those steps in its normal workflow.
The College of Health and Care Professionals of BC's digital-scribe documentation guidance permits digital scribes as an aid to documentation. Obtain consent, explain how information is handled, and check every draft before use.
The BC College of Nurses and Midwives' Using Artificial Intelligence in Practice permits nurses and nurse practitioners to use AI-assisted documentation. Its documentation standard requires approval from the organization or employer and supporting policies and processes. Nurses remain accountable for the entry and must review and validate it at or soon after care.
The College of Physicians and Surgeons of BC's Medical Records Management practice standard requires secure technology, informed consent, and physician responsibility for the medical record. Astralcyte keeps the work local and the note under physician review.
The College of Health and Care Professionals of BC's Consent practice standard applies to audiologists and speech-language pathologists. It requires informed consent and complete, accurate, secure records. Astralcyte supports both in its normal workflow.
The College of Health and Care Professionals of BC's Consent practice standard applies to dietitians. It requires informed consent, transparent information handling, safeguards, and accurate records. Astralcyte supports those requirements locally.
The College of Complementary Health Professionals of BC's Informed Consent professional standard requires informed consent and documentation of consent, refusal, or withdrawal. Explain data handling and review the final record. Astralcyte supports both steps.
The Ordre des psychologues du Québec's Psychologie et intelligence artificielle specifically addresses AI that listens to psychotherapy sessions and writes progress notes. Psychologists should confirm consent, protect personal information, assess accuracy and bias, and retain clinical judgment. Behaviour analysts follow Quebec privacy law and the rules of any other profession they hold.
Quebec psychotherapists can use Astralcyte with consent, secure records, and clinician review under the requirements reflected in the professional-inspection questionnaire for psychotherapist permit holders. Clinicians who belong to a professional order must also follow its rules.
The Ordre des travailleurs sociaux et des thérapeutes conjugaux et familiaux du Québec's professional opinion on AI use says a practitioner who signs a note or report remains solely responsible. Assess privacy law, storage, training, and third-party use. Consent is mandatory when AI records, locates, or profiles a client. Astralcyte reminds you to confirm consent before each session.
Quebec's Regulation respecting the records of occupational therapists permits technological records when confidentiality, integrity, and access and correction rights are protected. Occupational therapists remain responsible for every document they sign.
The Ordre professionnel de la physiothérapie du Québec's warning about public AI systems discourages public AI systems for client records and clinical decisions. Astralcyte uses local models rather than a public AI service. Protect the record and validate every draft.
Quebec nurses and nurse practitioners can use AI-assisted documentation. The Ordre des infirmières et infirmiers du Québec's recommendations on AI and the nursing profession keep clinical judgment and responsibility for the note with the nurse. Employed clinicians must also follow workplace requirements. Astralcyte leaves every draft for nurse review.
The Collège des médecins du Québec's Scribe et intelligence artificielle guidance requires explicit consent before an AI scribe; posters alone are not enough. Explain its purpose, benefits, risks and limits, data use or training, and server location. Review and correct the note before signing, then destroy the recording or transcript as soon as the note has been reviewed and signed. Set transcripts to "Delete after note approval" in Preferences.
The Ordre des orthophonistes et audiologistes du Québec's principles on responsible and ethical AI use apply to administrative, record-writing, and clinical AI. They say human clinical responsibility remains. They require privacy and security, an explanation of data use, free and informed consent, and clinician review. Astralcyte supports those steps locally.
The Ordre des diététistes-nutritionnistes du Québec's AI-use FAQ says AI use remains subject to laws and professional rules. It may help with drafting but cannot replace clinical reasoning, and dietitians remain responsible for the output. Astralcyte keeps the data local and the draft under clinician review.
Quebec massage therapists can use Astralcyte under Quebec privacy law with consent, secure client information, and clinician review. Quebec's massage-therapist career profile confirms that no professional-order rules apply.
Because clients may have heard of other tools that upload sensitive information to the internet, we recommend using the following informed consent statement:
I'd like to use an offline automatic notetaking program for our session so I can be more present in our session today. Is that okay?
If clients would like more information or have concerns, we suggest sharing the following:
It's called Astralcyte Notes. It works entirely on my computer, without sending any data outside this room. No recording is saved. Notes never leave my computer, and only I can access them. We also keep any identifying information out of the note. Notes are heavily encrypted. Is that okay?
If they still have concerns, we recommend sharing the link to our Client Information for Astralcyte Notes handout (it can also be printed).