How to Obtain Client Consent for Vet AI Scribe Recordings?

A Practical Guide for Veterinary Clinics

AI-powered scribes help veterinary teams create accurate SOAP notes and callback summaries by recording real conversations and turning them into structured drafts. Before you press “record,” there’s one non-negotiable: obtain client consent — clearly, consistently, and in a way that stands up to legal scrutiny.

Consent: A Legal and Ethical Requirement

Recording laws vary by jurisdiction. Some areas require one-party consent; others require two- or all-party consent. Veterinary settings may also be subject to additional privacy obligations. Treat every recording as a regulated event and build consent into your workflow.

Know the law: Train staff on local requirements for your state/country.
Be explicit: State that recording is used to generate accurate medical records via an AI scribe.
Capture consent: Obtain it verbally or in writing at the start of the interaction.
Respect refusals: If a client declines, do not record; take manual notes instead.

For a jurisdiction overview, see our companion guide: Veterinary AI Scribe Recording Laws.

Options for Obtaining Consent

🎙️ Verbal Consent (Recorded)

Ask for consent at the very beginning of each recorded interaction, whether it’s an in-clinic visit, a callback, or a telehealth session. When the client responds “yes,” that confirmation is captured directly in the audio file/transcription. This creates an immediate, time-stamped record that proves permission was obtained before the conversation continued. Including consent in the recording itself makes the process simple, transparent, and legally reliable — there’s no need for extra paperwork in that moment, and the agreement is automatically preserved alongside the visit notes.

Example Script:

“To make sure [pet’s name]’s medical record is complete and accurate, we use a tool that records our conversation and creates a draft summary for the doctor to review. Do I have your permission to record today’s visit/visit?”

📝 Written Consent (Form Template)

Written consent is best obtained during onboarding or at check-in, using a standardized form that every client signs. Having a signed document provides clear, long-term proof that the client has authorized recordings for the purpose of creating accurate medical records. Unlike verbal consent, which is captured in real time, written consent creates a standing record that can be filed and referenced whenever needed. This not only strengthens legal compliance but also makes the process easier to standardize across the entire clinic.

Example Written Consent Form:

I hereby consent to the recording of conversations between myself and veterinary staff (including veterinarians, technicians, and support personnel) for the purpose of generating accurate medical records using AI transcription technology. I understand that these recordings will form part of my pet’s official medical record, will be stored securely, and will be accessible only to authorized clinic personnel.

I further acknowledge that recordings may be transmitted to secure third-party service providers for the purpose of transcription and record generation. Such providers are contractually obligated to maintain the confidentiality and security of all information.

I understand that recordings and their transcriptions will not be disclosed to any other parties without my consent, except as required by law.

Client Name: ____________________ Signature: ____________________
Date: ____________

Which One Works Best for Your Clinic?

Both approaches are valid and often used together. Here’s how they compare:

Method	Pros	Cons
Verbal Consent	✅ Captured automatically in the audio record ✅ Quick, no extra paperwork ✅ Reinforces transparency at every visit	⚠️ Staff may not remember to ask each time ⚠️ Harder to reference outside the audio file/transcription
Written Consent	✅ Easy to standardize across all clients ✅ Provides clear, long-term proof	⚠️ Requires paperwork and signatures ⚠️ Needs to be managed and stored with medical records

Who Should Ask for Consent?

Best practice: The technician asks at the beginning of intake so the entire history is included in the recording.
If the intake isn’t recorded and the veterinarian starts the recording, the vet asks before beginning their portion.
If the tech already asked in the same visit, the vet doesn’t need to re-ask — a brief acknowledgment helps:
“I understand you’ve already given permission for this visit to be recorded for accurate record-keeping — thank you.”

Consent Policy: Every Visit, Every Callback

Yes — obtain consent at the start of every recorded interaction. Each recording is a new instance of data collection. Asking every time simplifies training, ensures compliance across jurisdictions, and keeps clients informed.

Legal compliance: Some regions expect renewed consent each interaction.
Client clarity: Prevents surprises and reinforces transparency.
Consistency: A simple rule staff can’t forget: always ask, then record.

Training & Documentation

Standardize: Put the “who asks, when, and how” into a short SOP.
Script it: Use the sample language above in onboarding and refresher trainings.
Role-play: Practice handling hesitations and refusals.
Document: Record in the EMR whether consent was verbal or written (and any refusal or revocation).

FAQ: Common Consent Questions

What if a client refuses? Do not record; switch to manual notes. Document the refusal.

Can a client revoke consent mid-visit? Yes. Stop recording immediately and note the revocation.

Do I need separate consent for phone vs. in-clinic? Yes — ask at the start of each recorded interaction, regardless of setting.

Does consent need to be pet-specific? Usually no. Consent applies to recording the conversation itself, not to individual patients. Some clinics choose to include pet names on written forms for record-keeping clarity, but it isn’t required for compliance — one client’s consent covers all conversations they participate in. But be sure to check your local law regarding any pet-specific requirements.

Important Note (Not Legal Advice)

This article is for educational purposes only and does not constitute legal advice. Recording and privacy laws vary by jurisdiction. Consult your legal counsel to confirm your clinic’s policies comply with local, state, and national regulations before implementing recording procedures.

Conclusion

AI scribes can streamline veterinary documentation, but only when supported by a rigorous consent process. By asking for consent at every visit or callback, using clear scripts, capturing written authorization during onboarding, and documenting responses in the EMR, clinics can stay compliant, protect client privacy, and keep workflows smooth.

For a legal overview, see our companion guide: Veterinary AI Scribe Recording Laws.

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