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). Clinical records are encrypted using AES-256 encryption and stored in Australia (Sydney). Audio is transcribed in Australia, then deleted once it’s processed; a recording that can’t upload stays on your own device so you can retry. Note drafting also runs in Australia. A few supporting services, such as email, text messages and payments, run overseas; our Privacy Policy lists them. Your data is never used for AI training.

Question 3

What happens to audio recordings after transcription?

Accepted Answer

Audio is deleted immediately once it's processed successfully. If a recording can't upload, it stays on your own device so you can retry. If it uploads but can't be processed, it's held securely in Australia for up to 48 hours so you can retry, then deleted. 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

Do you still offer the AI receptionist?

Accepted Answer

Our AI receptionist is now Salutant, our sister product, at salutant.com. New practices should start there. Practices already using the AI receptionist in Grounded Scribe keep it; for help, contact our support team.

Question 6

Do you offer a free trial?

Accepted Answer

Yes! Try Pro free for 14 days with no credit card. When the trial ends you move to the Free plan unless you subscribe. The Free plan is permanent: 10 sessions a month plus unlimited dictation notes (up to 5 min each). 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 from 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

Yes. Invite your team into one practice account and give each person a role, such as owner, admin or practitioner. Each person has their own login, and you can share a client with colleagues through a care team.

Question 9

What integrations do you support?

Accepted Answer

You can push a finished note to the client's file in Halaxy, Cliniko or Nookal, and sync your diary with Google Calendar or Outlook. SMS appointment reminders and assessment invitations use prepaid credits. Subscription management and credit top-ups are handled securely through our payment provider.

Question 10

What AI does Grounded Scribe use?

Accepted Answer

Recordings are transcribed by specialist medical speech-to-text, and notes are drafted by a large language model from a major AI company. Both run in Australian data centres, session audio is deleted once it is processed, and your data is never used to train AI. Client records are stored in Sydney. Where each part of the service runs is listed in section 5.3 of our privacy policy.

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 records are encrypted using AES-256 and stored in Australia (Sydney). Audio is deleted immediately once it's processed successfully. A recording that can't upload stays on your own device so you can retry; one that uploads but can't be processed is held in Australia for up to 48 hours, then deleted. 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

For new practices, fax is part of Salutant, our sister product, at salutant.com. If you already send faxes from a paid Grounded Scribe plan, that keeps working: enter the recipient's fax number, optionally add a cover page, and send. 1 credit covers up to 3 pages, from your prepaid credits. For help, contact our support team.

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