Policy
Staff AI Use Policy — Starter Template
A one-page, ready-to-adopt policy for staff using AI tools (ChatGPT and the like) in a dental practice. Print it, fill in the blanks, and put it in your staff handbook today.
Most practices have no written rule about staff using AI tools — so the rule is whatever each person guesses. This is a plain, one-page starter policy you can adopt today: print it, fill in your practice name and approved tools, and have the team sign it. General template, not legal advice — adapt it to your practice.
Free. No patient data required. General template — adapt to your practice.
Staff AI Use Policy — Starter Template
A ready-to-adopt starter for ________________________ (practice name). Review and adapt before use. General template, not legal advice.
How to use this: read it, fill in the blanks, adjust anything that doesn't fit your practice, and add it to your staff handbook. Have each team member read and sign the acknowledgement at the bottom.
1. Why we have this policy
AI tools (like ChatGPT, Copilot, Gemini and AI features built into other software) can be genuinely useful. But used carelessly they can put patient privacy, our AHPRA obligations, and the practice's reputation at risk. This policy sets the simple rules so the whole team is working the same way.
2. The one rule that matters most
Never enter patient-identifiable information into a public AI tool.
That means no patient names, dates of birth, addresses, phone numbers, Medicare or health-fund numbers, clinical notes, treatment details, X-rays, photos, or anything that could identify a patient — even partially, even "just to draft something quickly." If you wouldn't post it publicly, don't paste it into a public AI tool.
3. What's generally OK
- Using AI for general, non-patient tasks: drafting a generic email template, rewording a generic policy, brainstorming social post ideas (to be reviewed before posting), summarising a public article.
- Learning and "how do I…" questions that contain no patient information.
- Tasks where every specific detail has been removed or replaced with placeholders.
4. What's not OK
- Pasting any patient information into a public AI tool — for notes, letters, summaries, or "just checking".
- Using AI to make or imply a clinical judgement (triage, diagnosis, urgency) — that is a clinician's role.
- Publishing AI-written content (website, social, reviews replies) about the practice without a human review for accuracy and AHPRA advertising rules.
- Connecting a new AI tool or browser extension to our practice systems without owner approval.
5. Approved tools (owner to complete)
Only these AI tools are approved for use in the practice, for the uses noted:
| Tool | Approved for | Not for |
|---|---|---|
| ________________________ | ________________________ | Patient information |
| ________________________ | ________________________ | Patient information |
| ________________________ | ________________________ | Patient information |
Anything not on this list needs owner approval before use.
6. If you're not sure — stop and ask
If you're ever unsure whether something is OK, don't do it — ask ________________________ (nominated person) first. There is never a problem with asking. The only problem is patient information ending up somewhere it shouldn't.
7. If something goes wrong
If patient information may have been entered into an AI tool, tell ________________________ (nominated person) straight away. Acting quickly protects our patients and the practice. You will not be in trouble for reporting an honest mistake promptly.
Acknowledgement
I have read and understood the Staff AI Use Policy and agree to follow it.
| Name | Signature | Date |
|---|---|---|
| ________________________ | ________________________ | __________ |
This is a general starter template for practice workflow education. It is not legal advice and does not guarantee compliance with the Privacy Act, the Australian Privacy Principles, state laws (such as the NSW HRIP Act), or AHPRA advertising requirements. Adapt it to your practice and seek qualified advice for your specific circumstances.