Privacy Policy

Scribe Plus is a clinical documentation tool for licensed healthcare professionals. Clinicians use it to record a patient visit, have that recording transcribed, and turn the transcript into visit documentation such as SOAP notes and vitals.

Because the app handles protected health information (PHI), this policy explains exactly what we collect, why, and who it is shared with. This policy applies to the Scribe Plus mobile app and the Scribe Plus web dashboard.

Information we collect

Account information

When you sign in we collect your email address. Scribe Plus does not use passwords; we email you a one-time sign-in code instead. We also store your name and professional role if your organization provides them.

Patient information you enter

The app stores the patient records you create: patient name and demographic details, diagnoses, care plans, visit dates, vital signs, and visit notes. This information is entered by you or derived from your visit recordings.

Visit audio recordings

When you start a recording, the app uses your device microphone to capture audio of the visit. Recording only begins when you tap record, and the app shows that a recording is in progress. Audio continues to record if the app moves to the background so that a visit is not cut short. Recordings are uploaded to our storage and processed by our transcription and analysis service to produce a transcript and draft documentation.

Technical information

Our servers keep standard operational logs, such as request times and error diagnostics, which are used to keep the service running and secure.

What we do not do

• We do not include third-party analytics, tracking, or advertising software in the Scribe Plus mobile app.
• We do not sell or rent your information or patient information.
• We do not use patient information for advertising, marketing, or data mining.
• We do not track you across other companies’ apps or websites.

How we use information

We use the information above only to provide the service: to authenticate you, to transcribe and analyze the visit recordings you submit, to generate and store visit documentation, to sync with an electronic health record system when you choose to connect one, and to provide support when you contact us.

Who we share information with

We share information only with service providers that help us operate Scribe Plus, and only to the extent needed to do so:

• Supabase — hosts our database and stores visit audio recordings.
• Resend — delivers the one-time sign-in codes we email you. Resend receives your email address only.
• Axxess — if you choose to connect your Axxess account, we exchange visit and patient data with Axxess on your behalf.

We may also disclose information where required by law, or to protect the rights and safety of patients and users.

Protected health information

Patient information in Scribe Plus belongs to the healthcare organization you work for. We process it on that organization’s behalf and under our agreement with them. If you are a patient and want to know how your information is handled, please contact the healthcare provider who treated you.

Retention

We keep patient records and visit documentation for as long as your healthcare organization’s account is active, or as long as that organization’s record-retention obligations require. When an account is closed, we delete or return the associated data in line with our agreement with the organization.

Security

Data is encrypted in transit using TLS. Access to the Scribe Plus dashboard and to patient records requires an authenticated account. No system is perfectly secure, and we continue to review and improve our safeguards.

Your choices

You can decline the microphone permission, in which case you can still use the rest of the app but cannot record a visit. You can request access to, correction of, or deletion of your account information by emailing us. Requests about patient records are handled through your healthcare organization.

Children

Scribe Plus is a professional tool for clinicians and is not directed to children. We do not knowingly create accounts for anyone under 18.

Changes to this policy

If we change this policy we will update the date at the top of this page. Material changes will also be communicated to the healthcare organizations that use Scribe Plus.

Contact us

Questions about this policy or about your data can be sent to jmoses@hhhcs.com.

See also our support page.