AI in psychology: Integrated note taking and compliance

• AI captures, transcribes, summarises, and clarifies session notes—saving hours and reducing monotony

• No new software needed—just smart integration with existing CMS and services

• Meets Privacy Act obligations

Psychologists and the burden of manual record-keeping

As with other healthcare professionals, psychologists spend a significant portion of their day taking notes and manually entering them into their case management systems (CMS). These systems are often designed with GPs or care workers in mind, so they rarely align with the specific compliance requirements psychologists face.

This disconnect creates a secondary layer of work: reviewing and reworking notes to ensure they're ready for compliance audits. It's repetitive, inefficient, and a drain on time and focus.

An AI-driven approach to session documentation

We recently worked with a psychology clinic to deploy an AI-enabled solution that addresses exactly this problem. The system:

• Records and transcribes each session, automatically distinguishing between patient and psychologist

• Extracts and highlights compliance-relevant information

• Generates a queryable summary of key points

• Uploads structured notes into the CMS

• Flags inconsistencies or unclear items for post-session review, handled via a short voice session with the psychologist

No up-front purchase required

One of the key advantages of this approach is that it requires no up-front investment in new infrastructure or software. The solution integrates with the clinic's existing CMS and uses consumption-based services to handle the AI tasks.

Only one new vendor was introduced to the tech stack. Given the sensitivity of patient information under the Privacy Act, the clinic conducted a standard information security assessment. This was straightforward: the supplier is US-based, holds relevant ISO certifications, and operates under terms aligned with best practices.

Making space for better care

The impact for psychologists is substantial. This approach:

• Saves time on manual transcription and compliance prep

• Reduces the cognitive load from administrative tasks

• Allows clinicians to focus more on care and less on systems

Demonstrating systemic AI capabilities

Beyond the clinic, this is a powerful demonstration of systemic AI at work. The solution combines multiple capabilities:

• Interpreting human voice and generating natural language

• Managing conversational context and flow

• Understanding intent and extracting key information

• Identifying gaps and guiding follow-up actions

This kind of use case shows how we can embed AI into existing systems to support real work, in a way that is practical, scalable, and compliant.

When you're ready, here's how I can help:

Andrew Walker 
10 years AI strategy & implementation for executives in staff-heavy organisations, often with mobile workforces.

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