AI use policy generator
Add the AI tools your team uses. The policy fills in which plans are approved for patient data, which features to keep it out of, and the rules for staff. Copy, download or print it, then adjust it to fit your practice.
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[Practice name]: AI Tool Use Policy Effective October 13, 2026. Policy owner: [Privacy officer]. 1. Purpose This policy sets the rules for using artificial intelligence (AI) tools at [Practice name], including chat assistants, scribes, note-takers and any software with AI features, so that protected health information (PHI) stays protected under HIPAA. 2. Tools we have reviewed [Add the AI tools your team uses.] Any AI tool not listed above is not approved for patient information. 3. Rules for everyone - Use only the accounts and plans listed above for anything involving patients. Never use a personal or free account for work that involves PHI. - Share the minimum patient information the task needs. Remove names, dates, contact details, record numbers and other identifiers whenever the task can be done without them. - Review AI output before it goes into a record, a message or a decision. You remain responsible for its accuracy. - Do not paste PHI into browser extensions, plugins or connected apps unless they are listed above as approved. - Turn on the settings the vendor requires for its BAA to apply (for example a HIPAA mode or zero data retention) and leave them on. 4. Adding a new AI tool Before anyone uses a new AI tool with patient information, [Privacy officer] confirms that the vendor signs a BAA for the plan we use, that the features we need are covered, and adds the tool to our risk analysis and to this policy. 5. Reporting If patient information goes into a tool that is not approved, tell [Privacy officer] the same day. Reporting quickly lets us limit any harm and meet our breach-review duties. 6. Review We review this policy at least once a year and whenever a vendor changes its BAA terms or features. Prepared with AI Vendor BAA Check (aivendorbaacheck.com) on October 13, 2026. Tool entries reflect each vendor's published terms as of the date checked; confirm with the vendor and your counsel. This template is not legal advice.