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Introduction
At Wateringbury Surgery, we are committed to providing safe, effective, and high-quality care while protecting your privacy and confidentiality.
To support our clinicians and improve the quality of clinical documentation, we use Lexacom Ambient AI Scribe, a secure speech recognition and clinical documentation tool that converts conversations during consultations into draft clinical notes for review by your clinician
Your clinician remains responsible for reviewing, editing and approving all clinical notes before they are saved into your medical record
Why We Use Lexacom Ambient AI
Lexacom Ambient AI helps clinicians:
- Spend more time focusing on patients and less time typing.
- Create accurate consultation notes.
- Improve documentation efficiency.
- Reduce administrative burden.
- Support safe, effective patient care.
The system assists with documentation only and does not make clinical decisions.
What Information Is Processed?
During your consultation, the system may process:
- Information discussed during the consultation.
- Medical history relevant to your care.
- Symptoms, diagnoses and treatment plans.
- Referral information.
- Demographic identifiers such as name, date of birth and NHS number where required for your care record.
This may include special category personal data relating to your health.
How the System Works
- Your clinician starts the Lexacom Ambient AI Scribe.
- The consultation audio is securely converted into text.
- A draft clinical summary is produced.
- The clinician reviews and edits the summary where required.
- The clinician confirms the correct patient record before uploading the information into EMIS.
- The approved consultation note becomes part of your medical record.
Clinical oversight is required for every consultation summary before it can be saved. The system does not automatically make changes to your medical record.
How Your Information Is Protected
Lexacom stores and processes data exclusively within UK-based Microsoft Azure data centres located in London and Cardiff. No patient data is transferred outside the UK.
Security measures include:
- Encryption of data in transit and at rest.
- Role-based access controls.
- Multi-factor authentication.
- Audit logging.
- ISO 27001 certified information security controls.
- Cyber Essentials Plus accreditation.
- NHS Data Security and Protection Toolkit compliance.
Only authorised staff involved in your care and authorised support personnel acting under strict confidentiality obligations may access information where necessary.
Who Is Responsible for Your Information?
- Wateringbury Surgery is the Data Controller and decides how your information is used.
- Lexacom acts as a Data Processor and processes information only on behalf of the practice and under our instructions.
Lawful Basis for Processing
The lawful basis for processing your information for direct care is:
- UK GDPR Article 6: Article 6(1)(e) Public Task
- UK GDPR Article 9: Article 9(2)(h) Provision of health or social care and treatment
This processing supports the delivery of direct patient care and maintenance of accurate medical records.
Is My Information Used to Train AI?
No.
According to Lexacom's DPIA, patient information processed through the system is not used to train AI models. AI processing takes place within the UK and current versions do not use third-party AI providers.
How Long Is Information Retained?
The approved consultation note becomes part of your medical record and is retained in accordance with the NHS Records Management Code of Practice.
Lexacom states that consultation data stored within its platform is retained for a limited period and is deleted in accordance with its retention schedule. By default, customer data is retained for 90 days before permanent deletion unless a different retention period is agreed.
Your Rights
Under UK data protection law, you have the right to:
- Be informed about how your information is used.
- Access your records.
- Request correction of inaccurate information.
- Request restriction of processing where applicable.
- Object to processing where permitted by law.
- Raise concerns about how your information is used.
If you would like more information about how your information is used, please contact:
Practice Manager
Suzanne Large
Wateringbury Surgery
14 Pelican Court
Wateringbury
Maidstone
Kent
ME18 5SS