Patient Information: Electronic Communications & AI Scribe Technology

For patient convenience, it is assumed that patients agree to the use of electronic communications and AI scribe technology as outlined on this page.

Patients are completely free to inform POSM staff at any time if they wish to opt out of electronic communications, AI scribe technology, or specific communication methods. Opting out will not impact the quality of your care or your relationship with your healthcare provider.

1. Electronic Communications Policy

Pacific Orthopaedics & Sports Medicine (“POSM”) offers communication through electronic services—including Email, Text Messaging (including instant messaging), Video Conferencing, and Website/Portal access—to enhance patient care, efficiency, and access.

Email Security & Enhanced Protection

To safeguard your sensitive medical information, POSM advises the following enhanced security measures:

• Avoid Public Free Email Accounts: POSM strongly discourages the use of public, unencrypted, or shared free email accounts.
• Enable Two-Factor Authentication (2FA): Patients are strongly encouraged to always use Two-Factor Authentication (2FA) on their email accounts to enhance security and protect against unauthorized access.
• Device Precautions: Reasonably limit or avoid using an employer’s or third party’s computer/device, as employers may have legal rights to inspect messages passing through their system. Use screen locks and password protections to preserve confidentiality.

Conditions & Instructions for Electronic Communication

• Not for Emergencies: Electronic communications must never be used for medical emergencies or time-sensitive clinical matters. If you require immediate assistance or if your condition rapidly worsens, call the POSM office, visit an urgent care clinic, or go to the nearest Emergency Department.
• Response Times & Follow-Up: While POSM strives to respond promptly, response times cannot be guaranteed. If you do not receive a response within a reasonable timeframe, it is your responsibility to follow up by phone.
• Email Formatting: Include a clear subject line describing the nature of the message (e.g., “Prescription Renewal”) and state your full legal name in the message body.
• Medical Record Integration: Communications regarding diagnosis or treatment may be printed or transcribed into your Electronic Medical Record (EMR) and accessed by authorized staff and billing personnel.
• Updating Contact Information: Patients must promptly inform POSM staff of any changes to their email address, mobile phone number, or other account details.

Risks & Security Limitations

While POSM uses reasonable technical safeguards, complete security cannot be guaranteed:

• Messages sent via email or text may not always be end-to-end encrypted.
• Electronic communications can be misdirected, intercepted, forwarded, altered, or stored by unauthorized third parties.
• Backup copies may exist on server systems even after deletion.
• Electronic messages may be subject to legal disclosure via court order or statutory duty.

2. Medical AI Scribe Technology

In collaboration with the Division of Orthopaedic Surgery at Lions Gate Hospital, POSM utilizes an AI Scribe—an artificial intelligence medical scribe tool—to document patient consultations.

Purpose & Benefits

The AI scribe listens to the consultation between you and your healthcare provider and automatically generates clinical notes for your medical record. This technology allows your provider to focus directly on speaking with you rather than manual note-taking, enhancing the overall quality of your visit.

Key Safeguards & Information

• Purpose-Built Solution: The AI scribe is a specialized medical documentation tool. It is NOT a public AI model like ChatGPT or Gemini.
• Physician Control: The AI scribe does not make decisions about your care or replace physician judgment. All clinical decisions are made solely by your provider, who thoroughly reviews and verifies all generated notes before entering them into your record.

Privacy & PIPA Compliance:

• Your data undergoes de-identification (removing personal identifiers) and is protected via standard encryption.
• Temporary processing by vetted third-party vendors strictly complies with BC’s Personal Information Protection Act (PIPA).
• Your data will never be used to train public AI models, sold, or used for advertising.
• Storage: Data is not stored long-term by the AI tool. Short-term retention complies with PIPA, and final notes reside securely in POSM’s EMR system.