Nixi AI

Patient consent in your practice

Consent form (PDF)Waiting-room notice (PDF)Withdrawal of consent (PDF)
Version 2.0

Last updated:

What to do

  1. Put up the notice. Print the waiting-room notice and hang it where patients can see it. The notice informs your patients. It does not replace the consent form.
  2. Get a signature before the first recording. Print the consent form, have it signed and keep the original in the patient's record.
  3. If someone says no, document without recording. If a patient refuses or withdraws, note it with the date in the record and carry on without recording.

All three PDFs come in German and English.

You don't need to add anything. The consent states the maximum period of 90 days for texts, so it fits any period you choose in Nixi AI under Settings › Privacy („Einstellungen › Datenschutz“) (1–90 days, default: 30 days).

Special cases

  • Minors and people under legal guardianship: if someone cannot validly consent themselves, the legal representative signs.
  • Video and telephone consultations: get consent before recording starts and note in the record when and how it was given.
  • Other people in the room: relatives, companions or interpreters are recorded too. Tell them beforehand. If anyone objects, do not record.

Common questions from practices

  • Is the notice enough? No. Before the first recording, the patient signs the consent form.
  • Do I need to ask at every appointment? No. The consent covers the patient's conversations with your practice until they withdraw it.
  • How does a patient withdraw? Verbally or in writing; a word is enough. The withdrawal form is only for your records. Note the withdrawal with the date in the record. What has already been documented stays in the patient's record.
  • What if someone says no? You document as usual, with no disadvantage to the patient.
  • What is the simplest way to handle it? Hand out the consent form at check-in along with the other paperwork. One sentence is enough: “We document the conversation with Nixi AI. This explains what happens to your data. Would you like to sign?”

These notes explain how to use our documents. Your data protection officer can answer questions about your own practice.

Why consent is needed

The documentation itself is covered by Art. 9(2)(h) GDPR in conjunction with § 22(1) no. 1(b) BDSG (Federal Data Protection Act) and the medical documentation obligation (§ 630f BGB, German Civil Code). Consent is needed for recording the non-publicly spoken word (§ 201 StGB, German Criminal Code).

No release from medical confidentiality is needed. As a participating person under § 203(3) StGB, Nixi AI is bound to confidentiality through the “Data Processing Agreement (DPA)”.

Your privacy information

Add the use of Nixi AI to your practice's privacy information. That is also where the full rights under Art. 13 GDPR belong, which the consent only mentions briefly.

Updates

Always use the current version. When the PDFs change, replace the printouts and the notice.

Further documents

The DPA, the TOMs, the list of sub-processors and the DPIA guidance are in the Service under Settings › Privacy, or on request at privacy@nixiai.ai. The DPA and the list of sub-processors are also at www.nixiai.ai/legal.

Contact

  • Nixi AI GmbH: Adolfsallee 14, 65185 Wiesbaden, Germany
  • Privacy: privacy@nixiai.ai
  • Website: www.nixiai.ai
  • Data protection officer: Proliance GmbH, Dominik Fünkner, Leopoldstr. 21, 80802 München, Germany
  • Data protection officer's email: datenschutzbeauftragter@datenschutzexperte.de