4 ways to increase patient trust when using ambient AI tools

Mohammad Dabiri: ©RXNT

Documentation demands are pulling physicians further from the bedside. For every hour of direct patient care, nearly two more are spent on charting and administrative work. Ambient AI tools transform spoken dialogue into structured notes in seconds. Without them, many physicians spend hours each evening completing charts, and burnout continues to rise.

Beyond saving time, ambient AI creates a more precise and comprehensive clinical record. The system captures the specifics of the patient’s narrative, such as direct quotes and subtle details that are often abbreviated or missed during manual note-taking. This enhanced accuracy strengthens support for billing codes, reduces legal risk, and ensures a richer patient history for future clinical decisions.

In a national survey, 57% supported the use of AI in the exam room if it allowed more face time with their clinician. However, trust can falter when the recording process is not transparent. Reports have surfaced of patients signing consent forms yet never seeing a clear indicator that the recording is active. Such uncertainty can affect confidence quickly in practices where personal relationships drive loyalty.

Announce when ambient tools are active every time

A signed waiver at check-in satisfies legal requirements, but it does not guarantee patient confidence. This means transparency must be active, visible, and consistent. Many patients voice concern about ambient listening tools because they agree to their use on paper, yet see no clear indication of when the recording is happening. This uncertainty leaves them questioning both the timing and purpose of the listening tool.

An ideal fix is to implement a protocol where providers offer an explicit verbal notification at the beginning and end of each recording. Opening a visit with “The tool is now recording to assist with my notes” sets expectations immediately. Closing with “I’m turning off the recording now” keeps the patients updated in real-time and reassures them that their privacy is respected. These brief, repeatable statements demonstrate that transparency is a practice standard, and they help prevent minor misunderstandings from compromising trust.

Make privacy and HIPAA compliance part of the conversation

Most patients don't understand the technical process behind ambient AI. The software records their conversation as audio data, processes it remotely, and then, in the case of most services with proper security practices, is deleted. Without clear information, they often worry about who might be listening or where their voice data is stored, even temporarily. These privacy concerns can overshadow the technology's benefits, which makes proactive communication about your specific tool's security and data-handling process essential.

A consistent talking point can resolve much of this uncertainty. Train staff to confidently state that the tool is HIPAA compliant, all data is encrypted, and storage is secure. This statement does not require a technical breakdown, just a concise explanation that reinforces privacy as a top priority. Hearing these words directly from their care team builds trust and reassurance that a signed consent form alone cannot provide.

Provide visual or digital cues that the tool is on

Ambient systems often lack the red light or beep that people associate with recording devices. That silence fuels suspicion. A simple laminate card that reads “Digital scribe active” can sit on the counter when the microphone is listening and flip to “Digital scribe off” when it stops. Many electronic health records also allow a small on-screen icon that appears only during live capture. Display the icon on the wall-mounted monitor so the patient can see it. Pairing the card and the icon gives both visual confirmation and software proof.

Train your team to answer patient questions about security and accuracy

A receptionist or a medical assistant is likely to be the first person a patient asks about a new procedure or piece of equipment. Patients may not trust the entire practice if some staff members aren't ready. During rollout, have a 15-minute meeting to provide every role with four facts:

• How the transcript stays behind the secure firewall
• How the clinician reviews and edits the draft before it enters the chart
• How the saved time returns to the patient through longer direct conversation
• How the tool ensures that patient concerns, symptoms, and personal details are more completely captured during the visit

This means what patients express is accurately documented and preserved for future care decisions, adding value beyond efficiency alone. It is vital that every member of the team is aligned on what the AI tool does, how it protects protected health information, and how it improves documentation to support better care. A short, internal frequently asked questions document can arm your team with consistent, accurate answers.

Trust is the payoff

The long-term success of your practice is ultimately driven by this proactive approach to establishing trust. Patients who are loyal to you are more likely to adhere to treatment regimens, show up for visits, and become your greatest referral source. That enduring patient loyalty yields the highest return on any technological investment in the competitive health care market of today.

Mohammad Dabiri is RXNT's Director of Engineering, AI. Mohammad is a seasoned entrepreneur and intrapreneur with over one and a half decades of driving innovation and growing companies and organizations from inception to growth stages, including founding and growing 2 deep-tech companies. He has the experience of introducing groundbreaking AI-centered products challenging the state of the art across finance, medical, and industrial automation industries.