PRACTICAL AI ETHICS RESOURCE

AI disclosure and informed-consent templates for clinicians.

AI use in clinical practice is evolving quickly. Patients and clients deserve clear explanations of how relevant AI tools may be used, what role those tools play, what their limitations are, and where professional judgment remains. These adaptable templates are designed to help clinicians communicate transparently, whether they use PsychDraft or another AI-assisted platform.

General AI templates PsychDraft-specific templates

Read the APA Ethical Guidance for AI in Professional Practice

Educational & Legal Disclaimer

These templates are provided for educational and operational support. They are not legal advice and do not replace jurisdiction-specific informed-consent requirements, licensing-board guidance, employer policies, contractual obligations, professional standards, or consultation with qualified counsel.

Clinicians must adapt the language to accurately describe the specific AI tool, workflow, privacy practices, data handling, alternatives, and clinical context involved.

CLINICAL IMPLEMENTATION GUIDE

How to use these templates

The appropriate level of disclosure may depend on the role AI plays in the clinician’s work. Predictive text or basic editing may warrant a different discussion than software used to organize clinical records, transcribe sessions, draft diagnostic formulations, generate recommendations, or influence care decisions.

Before using any template:

Confirm what the AI tool actually does

Understand what information it receives

Verify how information is stored, retained, shared, or used for model training

Review applicable workplace, institutional, privacy, and licensing requirements

Decide what alternatives are reasonably available

Adapt the explanation to the patient’s language, developmental level, culture, and clinical context

Identify whom the patient or client should contact with questions or concerns

Important Reminder: Do not use vendor marketing language without independently confirming that it accurately reflects the tool’s current practices.

Vendor-Neutral Resource

General AI templates

These templates must be vendor-neutral and usable by clinicians who use PsychDraft, a competitor, ambient transcription software, generative AI, or another AI-assisted clinical tool.

A. Brief general AI disclosure

When to use: Short intake-form, portal, or verbal disclosure.

I may use approved AI-assisted tools to support certain administrative or documentation tasks related to your care or evaluation. Depending on the tool, this may include organizing information, transcribing or summarizing notes, or drafting portions of clinical documentation. AI-assisted tools do not replace my professional judgment. I remain responsible for reviewing the information, making clinical decisions, and approving all final documentation. AI systems may produce errors, omissions, inaccurate language, or biased output. Please ask me any questions you have about how these tools may be used in your care.

Clinician Reminder: Verify that your specific AI tool has been formally approved under your practice or institutional security policy before using this disclosure.

B. Detailed general AI informed-consent addendum

When to use: A fuller written explanation that clinicians can customize for formal intake packets or written consent agreements.

Use of AI-assisted tools in clinical practice As part of my clinical or administrative workflow, I may use one or more AI-assisted tools. The specific tool or tools I may use are: [Insert tool name and vendor] The tool may assist with: [Describe the actual functions, such as transcription, note organization, summarization, drafting, scheduling, patient communication, or clinical documentation] The tool will not independently: [Describe relevant limits, such as making final diagnoses, determining treatment, issuing reports, prescribing medication, or replacing professional review] I remain responsible for: • Determining what information is clinically relevant • Reviewing AI-generated or AI-assisted content • Correcting errors, omissions, or unsupported statements • Making final clinical decisions • Approving the final clinical record Potential benefits may include: • Reduced administrative burden • More organized documentation • Improved workflow efficiency • Additional time for patient care, assessment, communication, or clinical reasoning Potential limitations and risks may include: • Inaccurate or incomplete output • Unsupported conclusions • Biased or culturally inappropriate language • Privacy or security risks • Language that sounds confident even when incorrect • Differences between the tool’s output and the clinician’s independent judgment Information processed by the tool: [Describe the types of information entered, uploaded, recorded, or processed] Data handling: [Explain where information is processed, whether it is stored, how long it is retained, whether it is shared with vendors, and whether it may be used for model training] Available alternatives: [Describe any reasonably available non-AI or modified workflow, including relevant differences in timing, cost, access, or provider availability] Questions or concerns may be directed to: [Clinician or practice name] [Phone] [Email] Optional acknowledgment: I have received information about the use of AI-assisted tools and have had the opportunity to ask questions. Patient or client name: ______________________ Signature: _________________________________ Date: _____________________________________

Clinician Reminder: Customize all bracketed fields. Do not assume that all AI tools have identical data retention or model-training practices; confirm vendor specifications independently.

C. General verbal explanation

When to use: Spoken scripts for introducing AI drafting during intake sessions or evaluation feedback.

Thirty-second version: "I use an approved AI-assisted tool to help with parts of my documentation workflow. It does not replace my clinical judgment or make final decisions. I review and approve all final documentation, and you are welcome to ask me how the tool is used." One-minute version: "I use an AI-assisted tool to support certain administrative or documentation tasks. Depending on the situation, it may help organize information, summarize notes, or draft language. AI can make mistakes or produce incomplete or biased output, so I review and revise everything before it becomes part of the clinical record. I remain responsible for all final clinical decisions and documentation."

Clinician Reminder: Ensure that any verbal disclosure is followed up with appropriate documentation in the patient or client's clinical record as required by your jurisdiction.

D. General patient FAQ

When to use: A patient-facing reference sheet or website FAQ to answer common client questions about AI in clinical care.

Frequently Asked Questions About AI in Clinical Care Q: What does the AI tool do? A: It assists with specific administrative or documentation tasks, such as organizing clinical notes, drafting summaries, or structuring reports. It is a support tool for your clinician, not an independent decision-maker. Q: Does AI diagnose me? A: No. AI tools do not make clinical diagnoses. Your licensed clinician is solely responsible for evaluating your symptoms, test results, and history to reach a professional diagnostic conclusion. Q: Does AI make treatment decisions? A: No. All recommendations, treatment plans, and referral decisions are determined exclusively by your clinician using their professional clinical judgment. Q: Can AI make mistakes? A: Yes. AI systems can produce errors, omit important details, or generate biased or unsupported statements. Your clinician carefully reviews, edits, and verifies all AI-assisted drafts before finalizing your clinical record. Q: What information does the tool receive? A: Only the specific clinical or administrative information necessary to complete the documentation task, as determined and entered by your clinician. Q: Is my information stored? A: Storage practices vary by software vendor. Your clinician should explain what they have confirmed regarding whether the specific tool stores data, where it is stored, and for how long. Q: Is my information used to train an AI model? A: That depends on the specific product, vendor agreement, and configuration. Your clinician should explain what they have confirmed about the tool being used. Clinicians should not assume that all AI vendors follow the same model-training practices. Q: Can I ask not to use the tool? A: Yes. You are encouraged to discuss your preferences with your clinician. They can explain whether an alternative documentation workflow is reasonably available in your setting. Q: What alternatives may be available? A: Depending on the setting, alternatives may include manual documentation, using a different approved tool, limiting AI use to administrative tasks, or discussing how a modified workflow might impact report timing. Q: Who should I contact with a concern? A: You should contact your clinician or practice administrator directly with any questions or concerns regarding your documentation and privacy.

Clinician Reminder: Answers must avoid universal claims. Confirm that your specific vendor agreements align with these answers before distributing to patients.

E. General opt-out and alternatives language

When to use: Language to use when discussing or documenting a patient's request for an alternative workflow without AI assistance.

You may ask whether an alternative workflow is reasonably available if you prefer that an AI-assisted tool not be used. Depending on the clinician, practice, institution, or type of service, alternatives may include: • Manual documentation • Use of a different approved tool • Limiting AI use to certain administrative tasks • A longer documentation timeline • Referral to another provider or service • No equivalent alternative in the current setting Availability, timing, cost, access, and clinical implications may vary. Your clinician can explain the options available in this setting.

Clinician Reminder: Verify what alternative workflows your practice or institution can realistically accommodate before offering specific options.

F. General clinical-record documentation notes

When to use: Chart notes to record in the electronic health record (EHR) documenting that informed consent regarding AI use occurred.

Standard version: "The use of an AI-assisted tool was disclosed and discussed. The patient or client was informed of the tool’s purpose, role, relevant limitations, clinician oversight, and available alternatives as applicable. Questions were invited and addressed." Modified or declined workflow version: "The patient or client requested that AI-assisted processing not be used or be limited. Available alternatives and relevant differences were reviewed. The agreed workflow was: [describe]."

Clinician Reminder: Ensure that chart notes accurately reflect the actual conversation and agreed workflow.

G. General practice policy template

When to use: An internal practice or institutional policy document establishing rules for clinician AI use.

Policy on AI-assisted tools [Practice name] may use approved AI-assisted technologies to support clinical, administrative, or documentation tasks. Approved tools may be used only for authorized purposes and in accordance with applicable professional, privacy, security, legal, contractual, and organizational requirements. Clinicians must: • Understand the tool’s intended function and limitations • Use only approved accounts, vendors, and configurations • Determine what disclosure or consent process is appropriate • Review and verify all AI-assisted output • Protect confidential and protected information • Avoid entering information into unapproved consumer AI systems • Correct inaccurate, unsupported, stigmatizing, or biased content • Report privacy, security, safety, or performance concerns • Retain responsibility for all final clinical decisions and documentation AI-assisted tools may not be used to replace professional judgment or autonomously make final clinical decisions.

Clinician Reminder: Customize with your practice name and ensure all clinicians and supervised trainees receive training on this policy.

For clinicians using PsychDraft

PsychDraft-specific templates

These templates accurately describe PsychDraft’s clinician-controlled documentation workflow, limited-retention architecture, and human oversight commitments.

A. Brief PsychDraft disclosure

When to use: For clinicians using PsychDraft who need a concise disclosure statement for consent forms or verbal intake introductions.

I may use PsychDraft, an AI-assisted documentation platform, to help organize information and draft portions of documentation related to your evaluation. PsychDraft does not independently diagnose you, determine treatment, or make final clinical decisions. I review, edit, and remain professionally responsible for all conclusions, recommendations, and final documentation. AI-assisted drafts may contain errors, omissions, or inaccurate language, which is why all output is reviewed before use.

Technical Verification Note: Do not use the word 'secure' in this template unless the existing site and verified technical documentation support the exact claim in this context.

B. Detailed PsychDraft addendum

When to use: A comprehensive written addendum for evaluation intake packets specifically tailored to PsychDraft's clinician-controlled workflow.

Use of PsychDraft AI-Assisted Documentation in Clinical Practice As part of my clinical documentation workflow, I may use PsychDraft, an AI-assisted drafting workspace designed for psychological and neuropsychological evaluations. PsychDraft may assist with: • Organizing clinician-provided information • Drafting interview narratives • Drafting behavioral observations • Drafting summaries • Drafting diagnostic formulations • Drafting recommendations • Structuring report sections PsychDraft does not: • Administer the evaluation • Independently score or interpret tests • Autonomously diagnose • Make final treatment or referral decisions • Replace the clinician’s review or professional judgment Clinician Oversight and Responsibility: I can review, edit, reject, or replace any generated content. I recognize that polished language does not guarantee clinical accuracy. I remain fully responsible for all conclusions, diagnostic formulations, recommendations, and the final clinical record. Privacy and Data Handling: PsychDraft is designed around limited-retention, privacy-conscious clinical workflows. Clinical information is processed only to provide the requested documentation functionality. Clinical content is not used to train general-purpose AI models. PsychDraft operates on a session-based workflow where clinical content is processed to assist with drafting under clinician direction. Practice Responsibility: The clinician or practice remains responsible for its records, consent process, workplace requirements, and legal obligations. Questions or concerns regarding documentation practices or this tool may be directed to: [Clinician or practice name] [Phone] [Email]

Technical Verification Note: We use technically verified, safer wording regarding limited retention and privacy practices. Do not claim that a customer-facing PsychDraft BAA is currently available unless formally confirmed for your account.

C. PsychDraft verbal explanation

When to use: A concise spoken script for explaining PsychDraft's drafting assistance during clinical interviews.

"I use PsychDraft to help organize evaluation information and draft portions of the report. It does not independently diagnose you or make final recommendations. I review and revise everything it produces, and I remain responsible for the final report."

Technical Verification Note: Pair verbal explanations with appropriate documentation in your clinical notes.

D. PsychDraft patient FAQ

When to use: An educational reference sheet to answer patient questions specifically about PsychDraft.

Frequently Asked Questions About PsychDraft in Your Care Q: What is PsychDraft? A: PsychDraft is an AI-assisted documentation workspace designed specifically for psychologists and neuropsychologists. It helps clinicians organize notes and draft report sections efficiently. Q: Does PsychDraft diagnose me? A: No. PsychDraft cannot and does not make clinical diagnoses. Your licensed clinician analyzes your assessment data and makes all diagnostic determinations. Q: Does PsychDraft replace my psychologist? A: No. PsychDraft is an administrative writing assistant. It does not administer tests, interpret raw data, or replace your clinician's professional judgment and empathy. Q: Can PsychDraft make mistakes? A: Yes. Like any drafting software, it can generate text that requires correction or refinement. Your clinician carefully reviews and edits every word before finalizing your report. Q: Does PsychDraft store my report? A: PsychDraft is built around privacy-conscious, limited-retention workflows. It processes information to assist your clinician with drafting, and your clinician maintains the permanent medical record in their secure practice systems. Q: Is my clinical information used to train AI? A: No. PsychDraft does not use clinical content to train general-purpose AI models. Q: Who reviews the final report? A: Your licensed clinician reviews, edits, and approves every section of the final report. Q: Can I request a different documentation process? A: Yes. You may discuss alternative documentation workflows with your clinician at any time. Q: Who should I contact with a question? A: Please contact your clinician or practice administrator directly with any questions about your evaluation and report.

Technical Verification Note: These answers reflect PsychDraft's current verified technical direction regarding limited retention and model privacy.

E. PsychDraft opt-out discussion

When to use: Language for discussing alternatives when a client prefers that PsychDraft not be used.

"You may ask whether I can complete the documentation without using PsychDraft or limit how PsychDraft is used. Available alternatives may depend on my practice, organization, workflow, and the nature of the evaluation. I can explain any differences in report timing, cost, access, or process."

Technical Verification Note: Be prepared to explain how manual drafting may affect turnaround times for comprehensive evaluation reports.

F. PsychDraft clinical-record note

When to use: Standard chart note wording for documenting PsychDraft disclosure in the patient's record.

The use of PsychDraft for AI-assisted clinical documentation was disclosed. The patient or client was informed that PsychDraft supports organization and drafting but does not independently diagnose, determine treatment, or make final clinical decisions. The clinician’s review and responsibility for the final report were explained. Questions were invited and addressed.

Technical Verification Note: Record this note in your EHR or practice management software following your intake session.

Setting & Specialty Focus

Evaluation-specific general templates

Vendor-neutral disclosure language usable with any appropriately vetted AI tool across specialized psychological and neuropsychological assessment domains.

1. Psychological and neuropsychological evaluations

When to use: Vendor-neutral disclosure tailored to comprehensive testing and assessment workflows.

Informed Consent Addendum: AI Use in Psychological and Neuropsychological Assessment In conducting this psychological or neuropsychological evaluation, I may use approved AI-assisted drafting and organizational tools to assist in synthesizing notes and structuring sections of the evaluation report. AI-assisted tools may support drafting but do not replace: • Test administration and standardized scoring • Interpretation of raw psychometric data • Diagnostic clinical reasoning and case formulation • Development of individualized recommendations • Final report review, editing, and professional approval I remain solely responsible for analyzing your test results, interpreting clinical findings, and authorizing the final evaluation report. All AI-assisted text is rigorously reviewed for clinical accuracy, relevance, and fairness.

Specialty Consideration: Ensure that your AI tool is never used to ingest or process copyrighted test items, scoring tables, or proprietary test stimuli, in compliance with APA test security standards.

2. Pediatric evaluations

When to use: Disclosure language tailored for parents, legal guardians, and developing adolescents in pediatric assessment settings.

Information for Parents and Guardians Regarding AI-Assisted Documentation As part of your child’s evaluation, I may use approved AI-assisted documentation tools to help organize clinical notes, developmental histories, and behavioral observations into draft report sections. Important points for parents and guardians: • Professional Judgment: AI tools do not diagnose your child or decide what educational or clinical recommendations are appropriate. I personally review all data, conduct all clinical interpretations, and write the final conclusions. • Adolescent Assent: When appropriate for your child's age and developmental level, I will explain in plain language how documentation tools are used to support their care. • School and Institutional Contexts: Reports prepared for school IEP teams or external agencies are carefully reviewed by me to ensure all language is accurate, supportive, and clinically grounded. Please let me know if you have any questions about how documentation is prepared for your child's evaluation.

Specialty Consideration: When evaluating adolescents, explain documentation practices in a developmentally appropriate manner that respects their burgeoning autonomy while keeping legal guardians fully informed.

3. Forensic and third-party evaluations

When to use: Specialized disclosure for independent medical examinations (IMEs), court-ordered evaluations, and fitness-for-duty assessments.

Disclosure Regarding Documentation Methods in Third-Party and Forensic Evaluations This evaluation is being conducted at the request of [Insert retaining party, organization, employer, or court]. Please be aware of the following regarding clinical documentation and administrative tools: • Role of AI Assistance: I may use approved AI-assisted software to organize medical histories, chronologies, or administrative summaries. • Ultimate Legal and Clinical Opinions: AI systems do not determine witness credibility, causation, disability status, competency, or legal conclusions. All ultimate opinions, diagnostic formulations, and forensic conclusions are formed entirely through my independent professional analysis. • Confidentiality Limits: The limits of confidentiality and data sharing for this evaluation are governed by the retaining agreement and applicable law. I ensure that any administrative software used meets strict security standards and does not retain data for unauthorized purposes. • Setting Permissibility: I have verified that the use of administrative drafting tools is permitted under the applicable jurisdiction and institutional rules governing this evaluation.

Specialty Consideration: In forensic matters, always verify whether specific court orders, agency rules, or retaining agreements restrict the use of third-party processing tools before entering any data.

4. Therapy or ongoing care

When to use: General vendor-neutral disclosure for psychotherapy session notes and progress treatment summaries.

Disclosure of AI Assistance in Psychotherapy and Clinical Documentation To support my focus during our sessions and streamline administrative note-taking, I may use approved AI-assisted drafting tools to help summarize progress notes or organize treatment planning records. Please note: • AI does not provide psychotherapy, clinical care, counseling, or treatment decisions. • The tool assists only with administrative organizing and note drafting after or during our clinical discussions. • I review and approve all progress notes before they are finalized in your medical record. • You are welcome to ask questions about these documentation practices or request that we discuss alternative note-taking arrangements.

Specialty Consideration: Never imply that an AI system provides therapeutic empathy or clinical interventions. Clearly separate administrative note drafting from actual patient care.

5. Ambient transcription or session-recording tools

When to use: Specialized consent required when using live listening, audio recording, or AI transcription software during patient encounters.

Informed Consent for Audio Transcription and Ambient Clinical Note-Taking I may use an approved ambient transcription or session-recording tool to assist in capturing accurate clinical notes during our appointments. Live audio recording and transcription involve specific privacy considerations: • Recording and Transcription: Audio is recorded during our session solely for the purpose of generating an administrative transcript and clinical summary. • Data Retention: [Specify: e.g., Audio recordings are deleted immediately after transcription / Transcripts are stored securely only until I finalize your chart note / No audio is permanently stored by the vendor]. • Access and Privacy: Only authorized clinical personnel have access to your records. Vendor personnel do not listen to your sessions, and your audio is never used to train public AI models. • Voluntary Participation: Live recording is entirely voluntary. You may decline audio recording at any time without any negative impact on your care. If you decline, I will use standard manual note-taking methods. Patient/Client Acknowledgment: I consent to the use of ambient audio transcription to support clinical note-taking under the terms described above. Signature: _________________________________ Date: _____________________________________

Specialty Consideration: Ambient transcription requires explicit, prior consent in many jurisdictions (especially two-party consent states). Never treat live audio recording as equivalent to post-session text drafting.

CLINICAL DUE DILIGENCE

Before you disclose AI use, make sure you can answer these questions

Informed consent requires clinician competence. Before introducing any AI-assisted documentation tool into your clinical practice, verify that you can confidently address each of the following operational and privacy checkpoints:

What exact tool and vendor are being used?

What does the tool do?

What information does it receive?

Does it process PHI or other sensitive data?

Is data encrypted?

Is data stored, and for how long?

Is information used to train models?

Can vendor personnel or human reviewers access the data?

Is a BAA or other appropriate agreement in place when required?

Where is the data processed?

What happens after the task or session ends?

How will the clinician review the output?

What alternatives are reasonably available?

What should a patient do if they object or have a concern?

Does the clinician have authority to use the tool under employer or institutional policies?

Need a printable version of this checklist?

Use your browser print function to save this page as a clean, formatted PDF reference for your practice records.

ETHICAL FOUNDATIONS

Why transparency matters

The APA Ethics Committee’s guidance encourages psychologists to thoughtfully disclose relevant AI use, explain the purpose, application, benefits, risks, and limitations of AI tools, communicate in a culturally and linguistically appropriate manner, and discuss available alternatives when appropriate.

The appropriate disclosure process may vary depending on how substantial the AI tool’s role is in patient care or professional decision-making.

Independent Resource Disclaimer: APA does not endorse, certify, sponsor, or evaluate PsychDraft or these templates. These resources are independently developed and are informed by publicly available professional guidance.

Read APA Ethical Guidance

Complete PDF toolkits coming soon

We are currently preparing downloadable, professionally formatted PDF reference binders for clinical practices and institutional training programs.

• General AI Disclosure and Informed-Consent Toolkit for Clinicians• PsychDraft AI Disclosure and Informed-Consent Toolkit

In the meantime, all templates above are freely copyable and printable with zero account creation or data collection required.

Use AI with more clarity, not less responsibility

Transparent communication is one part of responsible AI use. Clinicians also need to evaluate privacy, security, accuracy, bias, professional competence, and human oversight before adopting any tool.

Explore more responsible AI resources Learn how PsychDraft approaches responsible AI