AI Use and Consent Policy

Purpose

This policy explains how artificial intelligence may be used by SetMind Pty Ltd trading as SetMind and how we aim to protect your privacy, safety, and clinical care.

1. How AI may be used

SetMind may use AI-assisted tools to support administrative, documentation, communication, and clinical workflow tasks.

AI may assist with:

• Drafting clinical notes
• Summarising information provided by you
• Preparing draft letters
• Organising appointment information
• Supporting administrative workflows
• Creating patient education materials
• Improving internal processes

AI is used as a support tool. It does not replace clinical judgement.

2. Clinician responsibility

Your psychiatrist remains responsible for clinical decisions.

AI does not independently diagnose, prescribe, approve treatment, or make final clinical decisions.

Any AI-assisted material used in your care should be reviewed by an appropriate member of the clinical team.

3. Information that may be processed

Depending on the system used, AI-assisted tools may process information such as:

• Appointment notes
• Symptoms
• Medical history
• Medication history
• Treatment plans
• Referral information
• Administrative information
• Communication drafts

SetMind aims to use only the information reasonably necessary for the relevant task.

4. Privacy and security

SetMind uses enterprise-grade clinical and AI tools selected for handling health information. Where AI-assisted processing of clinical information occurs, vendors are used under contractual no-training clauses (your data is not used to train AI models). Patient health information is hosted in Australia. Where any AI processing occurs outside Australia, equivalent contractual privacy protections are required before that vendor is used.

SetMind will take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.

Where possible, SetMind de-identifies or minimises the information used with AI tools.

5. Limits of AI

AI systems can make mistakes.

Possible risks include:

• Inaccurate summaries
• Missing important details
• Overly general wording
• Incorrect assumptions
• Documentation errors
• Privacy risks if systems are not used appropriately

AI-assisted outputs are reviewed by a registered psychiatrist or authorised clinical staff member before being relied on in your care.

6. Your consent

SetMind operates an opt-in consent model. Explicit, voluntary consent for the use of AI-assisted tools on your clinical information is sought at intake, before any AI-assisted tool is applied to your specific case.

You may ask questions about how AI is used in your care.

You may withdraw or vary your consent at any time, or request that AI not be used in relation to your information. SetMind will action such requests where reasonably practicable in light of clinical, administrative, technical, and legal requirements.

7. Human review

Important clinical information should be reviewed by a psychiatrist or authorised staff member.

You should tell SetMind if you notice an error in a note, letter, summary, or communication.

8. No emergency monitoring

AI tools are not used to monitor emergencies or crisis situations.

Do not rely on AI-assisted communication channels for urgent help.

If you are at immediate risk, call 000 or attend the nearest emergency department.

9. Changes to this policy

SetMind may update this policy as technology, laws, and clinical practices change.

The current version will be made available to patients.

10. Contact

SetMind Pty Ltd trading as SetMind Suite 308, 4 Young Street, Neutral Bay, New South Wales, 2089 ABN: 60 696 170 395 Email: hello@setmind.com.au