Compliance

AI-captured intake forms are recorded, encrypted, and auditable—no more lost handwritten forms

Every AI-conducted intake is recorded, encrypted, and logged with a full audit trail. Structured intake summaries are retained alongside call recordings. Your practice maintains compliance documentation and patient records in one secure system.

Call recording encrypted end-to-end; stored securely with audit logging on access and retention
Structured intake summary retained alongside the recording so clinical context is always paired with audio
Automatic retention schedules: delete calls after your policy window or retain indefinitely per compliance need
Audit log shows who accessed each recording, when, and for what purpose—no hidden chart reviews
Patient consent documented on the call; AI confirms recording and use before proceeding with intake
Compliant with HIPAA, state telehealth regulations, and medical record retention laws

How it pays back

Complete audit trail replaces handwritten intake forms

Paper forms get lost, damaged, or misplaced. Recorded intake with structured summary is logged, encrypted, and backed up. Your compliance team can retrieve any intake from any date within seconds.

Recording + summary prevents disputes

If a patient disputes what they told the clinic, you have the recording and the structured summary both. No 'he said, she said' on insurance pre-auth, medication allergies, or consent.

Staff access is tracked

Every time a staff member listens to a call or reviews an intake, it's logged. You know who accessed what and when. Reduces HIPAA violations from improper chart access.

Regulatory inspections are faster

Auditors ask for intake records, HIPAA compliance proof, and retention policies. One system, encrypted and logged, answers all three questions. No scrambling to find paper forms or spreadsheets.

Audit logging on all access

Every call reviewed, shared, or exported logged with user, timestamp, and purpose

Automatic retention schedules

Calls deleted or archived per your policy window; no manual purging

Consent documented on the call

AI confirms patient consent for recording and HIPAA use before intake proceeds

Frequently asked questions

Are AI intake calls HIPAA compliant to record?

Yes. The AI obtains patient consent on the call before recording begins ('This call may be recorded for quality and training purposes'). Recording, encryption, storage, and access logging all comply with HIPAA requirements.

How long are intake call recordings stored?

You set the retention period. Most practices store 3–7 years per state medical record laws. MedReception can automatically delete calls after the window expires or retain indefinitely if your policy requires it.

Can patients request to hear their intake recording?

Yes. Patients have the right to access their medical records, including intake recordings. Your practice can provide the recording or transcript through your standard records-request process.

What if a patient refuses to be recorded?

The AI stops the intake and routes the call to your staff. You handle the call manually and document the patient's preference. Future calls from that patient are flagged as 'no recording' so staff knows to handle manually.

Who can access intake call recordings?

You set role-based access. Typically clinical staff, billing, and compliance. Access is logged; auditors can see who listened to what and when, and your IT can revoke access immediately if someone leaves.

How does this help during a HIPAA audit or breach investigation?

Auditors can review specific calls with full context (recording + structured summary + access log). Breach investigations have a complete record of who handled sensitive data and when. No gaps, no missing forms.