Question 1

How accurate is the AI transcription?

Accepted Answer

Our transcription uses healthcare-optimised AI trained to recognise clinical terminology, medical abbreviations, and professional language across all health disciplines. It achieves high accuracy for clinical conversations, with healthcare-specific vocabulary support and excellent Australian English recognition. You can always review transcripts and edit your generated notes before saving.

Question 2

Is my client data secure and compliant with Australian privacy laws?

Accepted Answer

Grounded Scribe is built for Australian privacy compliance. We comply with the Australian Privacy Act and Australian Privacy Principles (APPs). All data is encrypted using AES-256 encryption and stored on Australian servers in Sydney. Audio is briefly processed overseas for transcription with zero retention by the provider, then deleted. All note generation and clinical data storage remains in Australia. Your data is never used for AI training.

Question 3

What happens to audio recordings after transcription?

Accepted Answer

Audio files are automatically deleted immediately after successful transcription. No audio is permanently stored on our servers. We believe in collecting only the data you need.

Question 4

Can I customise the clinical note templates?

Accepted Answer

Yes! While we provide ready-to-use templates for SOAP notes, intake assessments, and more, you can create and customise templates to match your specific documentation style. Templates support custom sections, prompts, and formatting.

Question 5

What is the AI Phone Agent?

Accepted Answer

Our AI Phone Agent is a virtual receptionist that answers calls to your practice 24/7, handles enquiries, and captures appointment requests against your real availability. It keeps you in the loop — every booking comes to you to approve before it’s written to your calendar or practice software (human-in-the-loop, the way AI should work in healthcare). It uses natural Australian English voices, matches callers to existing clients, and extracts follow-up tasks from conversations. All calls are transcribed and logged for your review.

Question 6

Do you offer a free trial?

Accepted Answer

Yes! AI Scribe paid plans include a 14-day free trial with no credit card required. We also have a permanently free plan with 10 healthcare-grade sessions and unlimited dictation notes (up to 5 min each) per month. Sign up and start generating clinical notes in minutes — no commitment needed.

Question 7

How much does Grounded Scribe cost?

Accepted Answer

We offer AI Scribe plans (Free to $99/mo) and standalone AI Receptionist plans (Free to $99/mo). All prices are GST-exclusive with a 10% discount for annual billing. Visit our pricing page to find the perfect plan for your practice.

Question 8

Can multiple practitioners use the same account?

Accepted Answer

Grounded Scribe supports organisations with multiple practitioners. Each practitioner gets their own login while maintaining shared client records and supervision relationships.

Question 9

What integrations do you support?

Accepted Answer

We integrate with popular calendar platforms for appointment scheduling and offer email/SMS capabilities for appointment reminders and assessment invitations. Subscription management and credit top-ups are handled securely through our payment provider.

Question 10

What technology powers Grounded Scribe?

Accepted Answer

Grounded Scribe is built on healthcare-optimised speech recognition and enterprise-grade cloud infrastructure hosted in Australia. Our AI is specifically trained for clinical conversations, ensuring reliability, security, and performance across all our services.

Question 11

Is Grounded Scribe a medical device?

Accepted Answer

No. Grounded Scribe is a clinical documentation tool, not a medical device under the Therapeutic Goods Act 1989 (Cth). It transcribes and structures clinical conversations into written records. It does not generate diagnoses, differential diagnoses, or treatment recommendations not explicitly stated by the treating practitioner. This classification aligns with TGA guidance on digital scribes published in January 2026. See our Regulatory Information page for full details.

Question 12

What are my obligations as a practitioner when using Grounded Scribe?

Accepted Answer

As the treating practitioner, you must: obtain informed consent from clients before recording sessions; review and verify all AI-generated notes before incorporating them into clinical records; regularly assess whether the tool remains appropriate for your practice; and comply with your professional registration board's guidelines on the use of AI in healthcare. AHPRA and the ACSQHC provide guidance on the safe use of AI-enabled ambient scribes. A consent template is available on our website.

Question 13

Does Grounded Scribe comply with Australian regulations?

Accepted Answer

Yes. Grounded Scribe complies with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). All clinical data is encrypted using AES-256 and stored on Australian servers in Sydney. Audio is deleted immediately after transcription. Our AI providers operate under zero-retention policies. We also maintain practices consistent with the Cyber Security Act 2024 and Australian Consumer Law. See our Security and Regulatory Information pages for details.

Question 14

How can I report a concern about Grounded Scribe?

Accepted Answer

Use the contact details in the footer below to reach us. If you have concerns about how an AI tool has been used in your healthcare, you can also raise a concern with AHPRA (ahpra.gov.au). For concerns about product safety, the TGA accepts reports via its online reporting form. See our Regulatory Information page for relevant links.

Question 15

Can I send faxes from Grounded Scribe?

Accepted Answer

Yes! Fax is available on any paid plan — any paid AI Scribe plan (including educator, student, and enterprise) or any paid AI Receptionist plan. You can send clinical documents and referral letters via fax directly from the platform — no fax machine or separate fax service needed. Just enter the recipient's fax number (Australian landlines), optionally add a branded cover page, and send. Faxing uses credits: 1 credit covers up to 3 pages. AI Receptionist plans include a monthly fax allowance (Plus 5, Core 10, Pro 20, Max 40 credits/month); other paid plans send using purchased credits from your shared SMS/fax credit pool. Free plans cannot send fax.

Question 16

What fax numbers can I send to?

Accepted Answer

You can send faxes to Australian landline numbers (area codes 02, 03, 07, 08). Mobile numbers and premium-rate numbers (1300, 1800, 13) are not supported for faxing. International fax is not currently available. All faxes are sent securely from Australian infrastructure.

Frequently Asked Questions

Frequently Asked Questions

Clinical Documentation Glossary