Use of AI-Assisted Tools

What This Page Covers

AtReef Therapy may use software that includes AI features, primarily to support documentation. These tools allow Dr. Ehsan to remain fully present during sessions instead of taking notes by hand. They do not provide therapy, do not communicate with clients directly in a clinician role, and do not make independent clinical decisions.

Which Tools Are Used

Depending on the service and session type, the Practice may use one or more of the following HIPAA-compliant tools:

• SimplePractice: (including SimplePractice AI features): practice management, scheduling, billing, secure client portal, and AI-assisted documentation features.

• Heidi Health: clinical note-taking and documentation support.

Business Associate Agreements (BAAs) are maintained with vendors that handle Protected Health Information (PHI), as required by HIPAA.

How These Tools Are Used

AI-assisted tools are used strictly for administrative and documentation support, under the direct supervision of Dr. Ehsan. Typical uses include:

• Temporarily recording session audio to generate a transcript

• Drafting and organizing progress notes for clinical review

• Summarizing themes and tracking treatment goals across sessions

• Supporting scheduling, reminders, and billing workflows

• Drafting administrative correspondence for clinical review

Any content produced by these tools is reviewed by Dr. Ehsan for accuracy and clinical appropriateness before it becomes part of the clinical record or is used for care.

What These Tools Are Not Used For

AI-assisted tools are not used to:

• Provide therapy or therapeutic advice directly to clients

• Communicate with clients in the role of a clinician

• Make independent decisions about diagnosis or treatment

• Replace professional judgment

Audio Recording

When AI-assisted documentation is in use, session audio may be temporarily recorded so the tool can generate a transcript. Audio recordings are deleted shortly after the transcript is created, generally within minutes after a session. Transcripts are retained according to vendor policy and HIPAA requirements (for example, in SimplePractice, transcripts are retained for the shorter of 7 days or until the progress note is signed and locked, then deleted). When a transcript is retained as part of the clinical record, it is protected like any other clinical record.

Some states require two-party consent for audio recording. Recording does not occur without your separate written consent.

Privacy and Security

Information processed by these tools is treated as PHI under HIPAA. Vendors that handle PHI do so as business associates and are required to use reasonable safeguards, including encryption and access controls. Data is processed and stored in the United States, in accordance with HIPAA. Even with strong safeguards, no electronic system can guarantee zero risk.

Benefits

The use of AI-assisted documentation tools can support:

• More focused, less interrupted sessions

• More accurate and timely documentation

• Better continuity of care across sessions

Risks and Limitations

These tools also have limits:

• Technology failure may require manual documentation

• AI-generated drafts can contain inaccuracies, which is why Dr. Ehsan reviews and corrects them before use

• Any electronic storage or transmission carries some risk of unauthorized access

Your Choice

Participation in AI-assisted documentation is voluntary. You can:

• Decline AI-assisted documentation and still receive services

• Withdraw consent at any time, verbally or in writing

• Ask questions about how these tools are used at any time

If you withdraw consent, future sessions will be documented without AI-assisted tools. Information already in your clinical record may need to remain in the record as required by law and professional standards.