Using AI to write reports, clinical notes, and supervision notes saves time. However, clinical work material consists of information about a child's development and health, and such data requires higher scrutiny than general text.

This text provides general best practices and does not replace legal advice or the standards of your professional licensing board.

Why these data are sensitive

Diagnosis, behaviors, developmental history, family data, and session recordings relate to a child's health and privacy. A leak or misuse cannot be undone. Therefore, the question is not just 'does the tool write well?', but 'where does this data go?'.

The risk of copy and paste

The most common and riskiest use is copying excerpts from the patient record or transcript into an open chat tool. When this happens:

  • The information leaves the clinic system and the permissions protecting the record.
  • The clinic loses control over who accesses it, for how long, and for what purpose.
  • The generated text returns without a link to the record, and someone must paste it back, risking errors.

Even when removing the child's name, other case details may identify them.

Best practices for the team

  1. Define in writing which tools the team may use with child data, and which they may not.
  2. Prefer tools integrated with the record, which work within the system and respect the same registration permissions.
  3. Collect and send only what is necessary: if information is not required for the task, do not include it.
  4. Inform the family about recordings and the use of tools in the record, with written authorization for recordings.
  5. Always review what was generated before saving or sending. The record is the responsibility of the signer.
  6. Control visibility: decide, for each record, if it is for the team, the family, or only for the author.

Questions to ask when choosing a tool

  • Do the data remain within the clinic's system or must they be copied out?
  • Does the generated text stay in the patient record with the same access rules?
  • Does each professional see only what their role permits?
  • Is there an option for a note that only the author can read?
  • Does the tool show the source of each piece of information so that review is possible?

How Proaba handles this

In Proaba, AI functions work within the clinical record: the voice note, recording, transcription, and generated text stay in the child's profile without needing to copy anything out. Each note has its own visibility, including an 'Only for me' option, which neither supervisors nor administrators see, and each professional accesses only what their role permits. The professional reviews everything before saving, and data are protected with encryption. Details are in the Privacy Policy.