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POL-HC-2026-01  ·  AI ACCEPTABLE USE POLICY (EXCERPT)
Issued for: Nashville Healthcare AI Clinic, LLC
Jurisdiction: Tennessee (HIPAA · Information Protection Act · 2026 AI study)
Specialty: Primary care  ·  Authorized providers: 8
Approved ambient tool: Abridge (BAA required before first encounter)

1. Purpose
This policy establishes administrative safeguards for generative and ambient AI used in clinical
documentation at Nashville Healthcare AI Clinic, LLC, aligned to 45 CFR § 164.308, ONC HTI-1 FAVES, and applicable
Tennessee law.

2. Approved-tool roster
Only tools listed in the PolicyXAI Trust Registry record for this organization may process patient
audio or PHI. Abridge is the sole ambient scribe authorized as of this excerpt. Consumer
accounts (personal ChatGPT, Otter, Apple Notes with cloud AI, etc.) are prohibited for PHI.

3. Human-in-the-loop
Every AI-drafted note is a draft until a licensed provider attests in the EHR:
"I have reviewed this AI-assisted documentation against the encounter, corrected errors, and
accept it as my note." Auto-file configurations are prohibited.

4. Patient notice and consent
Ambient recording does not start until documented consent is captured. A posted notice is insufficient; written or EHR-captured consent is required by this policy.
Voice audio is not enrolled as a biometric identifier and is not used to train foundation models.

5. Prohibited shadow AI (selected)
- Pasting identifiers into consumer LLMs
- Using ambient capture in rooms where a patient has opted out
- Relying on AI for diagnosis, triage disposition, or suicide-risk scoring
- Disabling audit logs or attestation prompts

6. Vendor duties
Abridge must maintain a BAA, a no-training warranty, a documented deletion SLA, and a
current 33-point security scorecard. Material model changes require notice before production use.

7. Review
This excerpt is regenerated from practice parameters. The controlling document is the issued
Practice Shield binder plus the live Trust Registry record. Review at least quarterly or upon a
change of scribe, state, or specialty.

CLINICIAN / MEDICAL DIRECTOR ATTESTATION
I have read this policy and will not sign an AI-drafted note I have not reviewed.


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