Clinical notes are one of the least loved parts of dentistry. Writing thorough, accurate records after every appointment takes time, and when the day runs late, notes are often written in a rush or after hours. AI scribes promise to change that: they listen to the appointment, or to the dentist's dictation, and draft structured clinical notes automatically.
AI scribes are now widely used in Australian general practice medicine and are starting to appear in dentistry. This guide explains how they work, the benefits and risks, and the privacy, consent and professional obligations that apply in Australia.
This article is general information for practice owners, not legal or clinical advice.
Key takeaways
- AI scribes turn conversation or dictation into draft clinical notes, saving documentation time.
- The dentist remains responsible for the accuracy of the record. Every AI-generated note must be reviewed before it's finalised.
- Patients should be told an AI scribe is being used, and their informed consent obtained, particularly where the appointment is recorded.
- Some scribes are not regulated as medical devices, but products that go further, for example by suggesting diagnoses, may be. Check the product's regulatory status.
- Ask vendors where audio and transcripts are processed, how long they're kept and whether they're used to train models.
How AI scribes work
- Capture: a microphone, often on a phone, tablet or computer in the surgery, records the conversation or the dentist's dictation.
- Transcribe: speech-to-text converts the audio into text.
- Summarise: a language model turns the transcript into structured notes, such as presenting complaint, findings, treatment, materials, advice given and next steps.
- Review: the dentist checks and edits the draft.
- Save: the final note is copied or sent into the practice management system.
Some tools only work with dictation after the appointment, which some dentists prefer because it avoids recording patients.
Potential benefits
- Time saved on documentation, especially for long or complex appointments
- More complete notes, including advice given and consent discussions
- Better patient focus, because the dentist isn't typing during the appointment
- Consistency in note structure across clinicians
- Less after-hours admin, which helps with burnout
Risks to manage
- Errors and omissions. AI can mishear tooth numbers, surfaces or materials, or miss details that weren't said aloud. In dentistry, a wrong tooth number in a note matters.
- Invented content. Language models can add details that weren't discussed. Every note must be checked against what actually happened.
- Over-reliance. Busy clinicians may approve drafts without reading them properly.
- Privacy. Recording conversations creates sensitive health information, often processed by cloud providers.
- Consent. Patients may not be comfortable being recorded.
Professional obligations
Ahpra and the National Boards have published guidance on meeting professional obligations when using AI in healthcare. The key points for AI scribes are:
- Accountability: the practitioner is responsible for the clinical record, whatever tool produced the draft.
- Transparency: tell patients when AI is used in their care.
- Informed consent: explain what's recorded, how it's used and stored, and get the patient's agreement. Respect a patient's choice not to be recorded.
- Understand the tool: know its limitations and check its output.
The Dental Board of Australia's guidelines on dental records still apply: records must be accurate, complete and made at the time of, or as soon as possible after, the appointment.
Regulation
The TGA has said that some digital scribes aren't medical devices, while products with features that go beyond documentation, such as suggesting diagnoses or treatment, may be regulated as medical devices and need to be included in the ARTG. The TGA has been reviewing how digital scribes are regulated, so check the current position and ask vendors about their product's status.
Even where a scribe isn't a medical device, the Privacy Act, Australian Consumer Law and your professional obligations still apply.
Privacy and recording
- Recording laws differ between states. Telling the patient and getting consent is the safest approach everywhere. See call recording laws in Australia, which covers the same state laws.
- Data location: ask where audio, transcripts and notes are processed and stored, and whether they leave Australia. See patient data and AI vendors.
- Retention: ask whether audio is deleted after the note is generated, and how long transcripts are kept.
- Training: ask for a written commitment that your patients' data isn't used to train AI models.
- Privacy policy: update yours to describe the use of AI scribes.
Questions to ask vendors
- Does it understand dental terminology, tooth numbering and surfaces accurately?
- Can it produce notes in our preferred structure?
- Does it integrate with our practice management software, or is it copy and paste?
- Where is data processed and stored, and for how long?
- Is any patient data used to train models?
- What's its regulatory status with the TGA?
- What does it cost per clinician, and what's the contract term?
- Can we trial it with real appointments?
Introducing an AI scribe
- Pilot it with one or two clinicians and compare the AI drafts with their usual notes.
- Write a consent process: a short explanation and a way to record the patient's agreement or refusal.
- Set a review rule: no AI note is finalised without the dentist reading it in full.
- Audit a sample of notes regularly for accuracy, especially tooth numbers and materials.
Frequently asked questions
Do I need patient consent to use an AI scribe?
Ahpra's guidance emphasises transparency and informed consent, and recording laws in some states require consent. Asking every patient is the safest approach.
Can an AI scribe write the whole note without my input?
It can draft one, but you must review and approve it. The record is your responsibility.
Are AI scribes used by dentists in Australia?
They're widely used in medical general practice, and dental-specific tools are emerging. Check that any tool handles dental terminology well before relying on it.
Next steps
If documentation is eating into your evenings, trial an AI scribe with clear consent and review rules. For the bigger picture, read our guide to AI in dentistry. IntelliDent applies AI to the front desk, answering calls and booking appointments, so your team has more time for patients. See how it works.