Why We Use Heidi AI

Woodseats Medical Centre uses Heidi Health, an AI-powered medical scribe, to support clinicians in creating accurate and timely clinical records during patient consultations.

Heidi listens to the consultation and produces a draft clinical note which is reviewed, checked, edited where necessary and approved by the clinician before being added to your medical record.

This helps us to:

• Improve the accuracy and consistency of clinical documentation.
• Reduce the amount of time clinicians spend typing notes.
• Allow clinicians to focus more on patients during consultations.
• Support efficient and effective delivery of patient care.

You will be informed if Heidi is being used during your consultation and can choose not to participate.

What Data Is Processed?

Heidi may process information discussed during your consultation, including:

Patient Information

• Name and demographic details.
• Medical history.
• Symptoms and presenting concerns.
• Diagnoses.
• Treatment plans and advice provided.
• Consultation details and clinical information relevant to your care.

Clinician Information

• Audio recordings of the clinician’s voice during the consultation.
• Professional identifiers required for accurate record creation.

Legal Basis for Use

Personal information is processed in accordance with:

• UK GDPR Article 6(1)(e) – Performance of a task carried out in the public interest.
• UK GDPR Article 9(2)(h) – Provision of health or social care and treatment.

Patients have the right to object to the use of Heidi during their consultation.

Data Retention and Security

We take the protection of your personal information very seriously.

• Data is encrypted during transmission and storage.
• Audio recordings are processed securely and retained only for as long as necessary to create the clinical record.
• Access to information is restricted to authorised healthcare professionals and staff.
• Heidi operates in accordance with NHS data security requirements and UK data protection legislation.
• Your medical record remains under the control of Woodseats Medical Centre at all times.

The Practice has completed a Data Protection Impact Assessment (DPIA) and has appropriate contractual and data protection agreements in place with Heidi Health.

Further information regarding Heidi’s privacy, security and compliance arrangements can be found at:

https://www.heidihealth.com

Access and Sharing

Heidi acts as a data processor on behalf of Woodseats Medical Centre.

Information processed through Heidi is used solely for creating and maintaining accurate clinical records and is only accessible to healthcare professionals and authorised staff involved in your care.

Your Rights

You have the right to:

• Be informed about how your information is used.
• Object to the use of Heidi during your consultation.
• Access information held about you.
• Request correction of inaccurate information.
• Raise concerns about how your personal information is processed.

Choosing not to use Heidi will not affect the care or treatment you receive.

Further Information

If you have any questions regarding the use of Heidi or wish to raise concerns about the processing of your personal information, please contact:

Woodseats Medical Centre
The Roddick Building
900 Chesterfield Road
Sheffield
S8 0SH

Telephone: 0114 285 0140
Email: [email protected]

What is EMMA?

EMMA is an AI-powered patient access and information gathering tool provided by Quantum Loop. It helps patients contact the practice more easily by collecting information about their request and passing it securely to the appropriate healthcare team.

EMMA answers calls immediately, helping patients avoid long waiting times, busy telephone lines and repeated call attempts. It collects information about the reason for contact in a structured way, ensuring clinicians and practice staff have the information they need to assess requests and respond appropriately.

EMMA is designed to:

• Answer calls instantly without hold queues or busy signals.
• Collect information about your healthcare needs securely and efficiently.
• Provide a private space for patients to share sensitive information.
• Support communication with patients whose first language is not English.
• Ensure requests are handled consistently and fairly.
• Improve access to practice services by managing multiple patient requests simultaneously.

How is My Information Protected?

We take your privacy and the protection of your personal information very seriously.

• EMMA is used in accordance with UK GDPR, the Data Protection Act 2018 and NHS data protection requirements.
• Information provided through EMMA is used only to support your care and access to practice services.
• Data is processed securely using encrypted systems.
• Access to your information is restricted to authorised healthcare professionals and practice staff.
• Your medical record and personal information remain under the control of Woodseats Medical Centre at all times.

The Practice has completed a Data Protection Impact Assessment (DPIA) and has appropriate contractual and data protection arrangements in place with Quantum Loop.

Further information about Quantum Loop’s security, compliance and data protection standards can be found at:

https://www.quantumloopai.com/compliance-security

Your Rights and Choices

You retain all your rights under UK GDPR, including the right to:

• Access information we hold about you.
• Request correction of inaccurate information.
• Object to the processing of your information where applicable.
• Raise concerns about how your information is used.

Further Information

If you have any questions about EMMA or how your information is handled, please contact:

Woodseats Medical Centre
The Roddick Building
900 Chesterfield Road
Sheffield
S8 0SH

Telephone: 0114 285 0140
Email: [email protected]