This is the governance map for deploying an AI scribe (aka ambient scribing / AVT) in a UK clinical environment. It is deliberately non-clinical: the goal is procurement-ready assurance, clear clinician operating rules, and a pilot you can defend to IG, the Caldicott Guardian, and clinical safety leads.
Think in three gates (pass all three, or don’t ship)
Gate 1: Information Governance (data flows, DPIA, transparency). Gate 2: Clinical Safety (DCB0160 adopter duties; hazard thinking). Gate 3: Procurement/Assurance (DTAC baseline + security + interoperability + usability).
Governance map (what to produce, and who owns it)
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1) Define the exact use case (scope statement)
Write one paragraph: where it will be used (setting), what it will generate (notes/letters/summaries), what it will NOT do (no autonomous clinical decisions), and the clinician sign-off rule (human remains accountable).
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2) Create a data flow diagram (minimum viable)
Map: audio capture → transcription → LLM summarisation → storage → EPR entry. Include where processing occurs, where logs live, who can access them, and retention windows.
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3) DPIA + lawful basis (IG lead)
Run a DPIA aligned to your organisation’s IG process. Specify: identifiers used, minimisation strategy, retention, and controls for secondary use (analytics/model improvement).
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4) Transparency materials (patient-facing)
Create a 1-page notice: what the tool does, what data it processes, whether audio is stored, how to opt out, and where to direct questions/complaints.
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5) Clinical Safety case (DCB0160 adopter duties)
Nominate a Clinical Safety Officer (CSO) for the deployment. Maintain a hazard log focused on documentation risks: omission, hallucinated detail, misattribution, wrong patient context, and copy-forward errors.
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6) Supplier assurance (DCB0129 + evidence pack)
Request the supplier’s clinical risk management evidence (developer side) and how it interfaces with your DCB0160 adopter responsibilities.
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7) DTAC baseline (procurement/IT)
Ensure the supplier can evidence DTAC’s core areas (clinical safety, data protection, technical security, interoperability, usability/accessibility). Don’t accept ‘we’re working on it’ for production use.
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8) Security posture (minimum questions)
Clarify encryption at rest/in transit, access controls, audit logs, incident response timelines, and subcontractors. Align to your organisation’s cyber/security requirements.
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9) Interoperability plan (avoid ‘copy/paste drift’)
Decide how outputs enter the record: direct integration vs structured template vs manual paste. Define a ‘single source of truth’ rule to avoid multiple competing versions of notes.
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10) Training + competency sign-off (ops owner)
Mandatory micro-training: how to correct outputs, how to avoid introducing identifiers if policy forbids, and how to document tool usage (where required).
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11) Pilot metrics (measurement before rollout)
Pick 5 measures: time saved, clinician satisfaction, documentation error rate (spot checks), patient experience (opt-out rate), and ‘near miss’ reporting rate.
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12) Exit plan (if it fails, you still look professional)
Define how you turn it off safely: access revocation, data deletion/return, comms to staff, and a closure note for governance records.
Clinician operating rules (the non-negotiables)
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Rule 1 — Human sign-off is mandatory
Treat every output as a draft. You review, correct, and sign. No exceptions.
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Rule 2 — Don’t add data you didn’t verify
If the tool invents a detail, delete it. If it misses a detail, add it yourself from your own history/exam documentation.
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Rule 3 — Use ‘source-aware’ phrasing
Where relevant, phrase uncertain items as patient-reported vs clinician-observed to reduce misattribution in the record.
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Rule 4 — Know your identifier policy
Follow your local policy on entering patient identifiers and whether audio is stored. If unsure: do not include identifiable details.
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Rule 5 — Escalate documentation safety events
If the tool creates a risky note, report it through your organisation’s incident route (and log it for the pilot).
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Rule 6 — Don’t create ‘note bloat’
Shorter and accurate beats longer and risky. Trim boilerplate aggressively.
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Rule 7 — Separate admin assistance from decisions
Use for drafting/formatting. Decisions remain grounded in your clinical judgement and local guidance.
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Rule 8 — Audit yourself weekly during pilots
Spot-check a sample of notes (self or buddy system). Track common failure modes and feed back to the governance owner.
If your governance is unclear, pause
If you cannot state where data is processed, what is stored, and who can access logs, you are not ready for live clinical use—regardless of how impressive the demo looks.
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