AI is arriving in dental practices one tool at a time: an AI receptionist here, a scribe there, a chatbot on the website, a staff member using ChatGPT to draft a letter. Before long, a practice can be using several AI tools without anyone having decided the rules. Large health organisations are responding with formal governance. St Vincent's Health Australia, for example, was reported in October 2026 to have set up a national AI Clinical Council to guide how AI is evaluated and adopted across its services.
A small dental practice doesn't need a council. But it does need a simple, written AI policy. This guide explains why, and gives you a one-page template you can adapt.
This article is general information, not legal advice. Adapt the template to your practice and check it with your advisers and indemnity insurer.
Key takeaways
- National experts say Australian healthcare isn't yet ready for AI. The Australian Alliance for AI in Healthcare's July 2026 roadmap found existing regulation can't yet guarantee AI safety and quality.
- Ahpra expects practitioners to remain accountable for care, understand the AI tools they use and be transparent with patients.
- A one-page policy should cover: which tools are approved, who is responsible, what data can be used, how outputs are checked, how patients are told, and what happens when something goes wrong.
- The biggest everyday risk is often staff using unapproved free AI tools with patient information.
- Review the policy at least yearly, and whenever you add a new tool.
Why a small practice needs an AI policy
- Accountability: Ahpra's guidance on AI in healthcare makes clear that practitioners remain responsible for the care they provide, even when using AI.
- Privacy: patient information entered into AI tools may be processed or stored overseas, or used to train models, unless you choose tools carefully. See patient data and AI vendors.
- New legal obligations: from 10 December 2026, privacy policies must explain certain automated decisions. See the December 2026 privacy change.
- Regulation is moving: the TGA has found that many AI scribes may be medical devices, and the government plans AI safety legislation in 2027. See the TGA's AI scribe review.
- Consistency: a written policy means every team member follows the same rules.
A one-page AI policy template
Copy this structure and fill in the details for your practice.
1. Purpose and scope
This policy sets out how [Practice name] uses artificial intelligence (AI) tools safely, lawfully and transparently. It applies to all staff, contractors and practitioners, and to all AI tools used in the practice, including phone agents, chatbots, scribes, imaging software and general-purpose AI assistants.
2. Approved AI tools
Keep a register of every approved tool, listing:
- Tool name and vendor
- What it's used for
- What patient information it accesses
- Where data is stored and processed
- Its TGA status, if it supports clinical decisions
- The person responsible for it
- The date it was approved and last reviewed
Only tools on the approved register may be used with patient information.
3. Roles and responsibilities
- AI lead (often the practice owner or manager): keeps the register, approves new tools, and coordinates reviews.
- Practitioners: remain responsible for clinical decisions and for checking any AI output used in patient care.
- All staff: use only approved tools, follow this policy and report problems.
4. Rules for use
- No patient information in unapproved tools, including free public chatbots.
- Human review: AI-generated clinical notes, letters and summaries must be checked by the responsible practitioner before use.
- No autonomous clinical decisions: AI may support, but not replace, clinical judgement.
- Front desk AI must not give clinical advice and must follow our escalation and emergency rules. See how AI receptionists handle emergency calls.
- Public-facing AI, such as chatbots, must follow advertising rules. See Ahpra advertising rules and AI chatbots.
5. Privacy, consent and transparency
- Our privacy policy describes the AI tools we use and how patient information is handled.
- Patients are told when they're speaking with an AI assistant, and when calls or consultations are recorded.
- Patients are asked for consent where required, for example before using an AI scribe, and their choice to decline is respected.
6. Choosing new tools
Before approving a new tool, the AI lead checks its purpose and benefits, data storage and processing, security, whether data is used for training, TGA status where relevant, contract terms and incident notification. See 15 questions to ask before buying an AI receptionist.
7. Incidents and problems
Staff report AI errors, unexpected behaviour or possible privacy breaches to the AI lead immediately. The AI lead investigates, contacts the vendor, and assesses whether the Notifiable Data Breaches scheme applies. See our cyber security checklist.
8. Training and review
- All staff are trained on this policy when they start and when it changes.
- The policy and tool register are reviewed at least every 12 months, and when a new tool is added.
Putting it into practice
- List every AI tool currently used in the practice, including ones staff use informally.
- Decide which to approve, replace or stop using.
- Adapt the template and share it with the team.
- Update your privacy policy and patient information.
- Set a review date.
Frequently asked questions
Do small dental practices really need an AI policy?
If anyone in the practice uses AI with patient information, yes. A short written policy reduces privacy, safety and compliance risks.
Can staff use ChatGPT at work?
Only in line with your policy. A common rule is that general-purpose AI tools can be used for non-patient tasks, such as drafting a generic newsletter, but never with patient information unless the tool is approved for that use.
What if a patient doesn't want AI involved in their care?
Respect their choice where possible, for example by not using an AI scribe in their appointment, and record it.
Next steps
List your practice's AI tools this week and adapt the template above. For the bigger picture, read our guide to AI in dentistry. To see how IntelliDent's front desk AI fits within a practice AI policy, book a demo.