Heidi Medical Scribe FAQ

I use technology to streamline my work so I can focus more on you—your growth, your relationships, and your well-being—rather than on administrative tasks.

How does it work?

I use a medical scribe software called Heidi, which helps document session notes in real time. Instead of me having to take extensive notes during our session, Heidi generates a clear and accurate record, allowing me to be more present with you.

Heidi also helps me write reports and letters more efficiently by pulling from the notes it creates. I always review and confirm all notes for accuracy before they are saved to your medical record.

How long is my appointment information stored?

Your session is live-streamed and transcribed, meaning there’s no audio recording stored.

Once I finalise my notes, your medical record is securely stored in my practice management system (Halaxy). Any transcripts in Heidi are then permanently deleted.

Do I have to give consent?

Yes, your consent is required. By signing the service agreement, you acknowledge that I may use Heidi’s secure transcription software to support accurate session notes. I will include this as part of our standard process unless you request otherwise. If you prefer that I do not use Heidi during our sessions, you are welcome to let me know at any time, and I will immediately stop using it. Your preferences will be fully respected.

How is my privacy protected?

Your data is handled in line with Australian Privacy Principles (APPs) and strict confidentiality standards.

Heidi does not store medical recordings or confidential patient information. Any data it processes is de-identified to add an extra layer of security.

To ensure your privacy and data security, Heidi uses:
✅ Regular compliance audits & software updates to maintain security standards
✅ Anonymization & de-identification techniques to ensure privacy
✅ Data encryption & access controls to prevent unauthorized access

Your personal information is never shared with third parties without your explicit consent—except where required by law or professional ethics.

Where is my data stored?

All data is encrypted in transit and at rest and stored securely on servers within Australia.

If you have any further questions please reach out or explore the Heidi website.

May all beings be happy.

Michael Vaccaro

Mindfulness Based Counseling & Coaching

BCouns, GradCertAppMind, CertMedHolCouns

PACFA Reg. Clinical 26952