How Does a Clinic Write Its AI Usage Rule? One Page, Five Items
“We tell the team ‘use it carefully’, but everyone understands that differently. How does a clinic write its AI usage rule?” One page, five items, half an hour. A long rule doesn’t get read; a short one on paper gets applied. This article is that page’s skeleton. 📋
This article is rule writing: five items, explaining it to the team, and the annual update.
The whole line: the AI impact guide; the competitor table: the competitor article.
Five Items
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- Item 1 — The single criterion
- Item 2 — The green list
- Item 3 — The red list
- Item 4 — The signature rule
- Item 5 — Which tools, which account
The skeleton of the rule page: 📝
Item 1 — The single criterion
“If there’s a client inside it, it doesn’t go into a tool.” That’s the first line; everything else expands on this sentence. If the team remembers only this, that’s enough: the usage article.
Item 2 — The green list
Tasks where it can be used, by name: content drafts, social drafts, site and form copy, translation, scheduling, general research, measurement interpretation, training rehearsal. A task not on the list isn’t done without asking.
Item 3 — The red list
Tasks it doesn’t enter, by name: client messages, session notes, assessment, appointment and form records, client-specific text, person-specific review replies. And one line: anonymisation doesn’t turn red into green.
Item 4 — The signature rule
Every text that comes out of a tool is, before publication, read, corrected and approved by name by the practitioner. Text whose approver isn’t clear isn’t published: the production article.
Item 5 — Which tools, which account
The list of tools in use, and their use on the clinic account. No work from personal accounts — ownership and access sit with the clinic. A new tool is written on this line first.
Explaining It to the Team
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- A ten-minute meeting
- A visible place
- The “if I’m not sure?” answer
Three steps after the rule is written: 👥
A ten-minute meeting
The page is read, the single criterion emphasised, two examples given: one green (“an FAQ draft”), one red (“summarising an incoming message”). No long training needed; when the criterion is clear, the team decides correctly.
A visible place
The page next to the routine document, where reception and the runner will see it. Given to new staff on their first day — the rule sits on paper, not in people’s memories: the running article.
The “if I’m not sure?” answer
One line on the page: “If you’re not sure, don’t enter it — ask the runner.” That line removes the grey area — if there’s hesitation, the answer is no.
👉 The rule gets applied because it’s short; it gets remembered because the criterion is single.
Updating, and Three Warnings
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- Once a year
- Warning 1 — The rule applies to the practitioner too
- Warning 2 — Personal devices and accounts
- Warning 3 — Regulation has the final word
The rule isn’t a frozen document: 🔄
Once a year
Tools change, the team changes, regulation changes. The rule page is reviewed once in the annual digital-management round; an interim update only when a new tool arrives: the maintenance article.
Warning 1 — The rule applies to the practitioner too
The commonest breach comes not from reception but from the practitioner: “I’ll just ask about this case.” The rule page is for everyone; the practitioner’s signature should be on this page too.
Warning 2 — Personal devices and accounts
Writing client information into the app on someone’s own phone rather than the clinic’s tool is the same breach. The rule isn’t tool-based but information-based: client information goes into no AI tool.
Warning 3 — Regulation has the final word
This page is minimum operating practice; for binding obligations, your own professional body’s current guidance and, if needed, legal advice. That sentence goes at the bottom of the rule page: the data article. To inherit it built and district-locked: the parcel model.
📌 Field Notes
- Single-criterion, one-page rules get applied; long policy documents don’t get read.
- The commonest breach comes not from reception but from the practitioner wanting to consult about a case.
- The “if you’re not sure, don’t enter it” line ends most grey-area debates.
📖 Quick Glossary
- Single criterion: “If there’s a client inside it, it doesn’t go into a tool.”
- Information-based rule: The ban being tied to client information, not to the tool.
- Signature rule: The practitioner reading and approving by name before publication.
Frequently Asked Questions
➡️ Next Step
This week, write the five-item page, hold the ten-minute meeting, post the page. To inherit your district’s psychologist keywords built and locked, check your parcel; for content production, move to the production article.
Sık Sorulan Sorular
One page, five items: the single criterion (“if there’s a client inside it, it doesn’t go into a tool”), the green list, the red list (anonymisation doesn’t change it), the signature rule and which tools, which account (the clinic account).
In three steps: a ten-minute meeting (single criterion, two examples), a visible place (new staff on day one) and the “if you’re not sure, don’t enter it — ask” line. It gets applied because it’s short.
Everyone — the practitioner too (the commonest breach comes from the practitioner wanting to consult about a case) and personal devices too (the rule is information-based, not tool-based). Regulation has the final word; the professional body’s guidance goes at the bottom of the page.