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What is DAN?

Dental Audio Notes (DAN) makes secure clinical audio records and transcription of patient consultations.

DAN provides the most complete, accurate and contemporaneous record of the detailed and nuanced consultations you have with patients.

DAN manages the consent, security, accessibility, privacy and storage for you, so all you need to do is press go.

Master record keeping

Your consultations are important.

DAN brings completeness, accuracy, and context to your consultation records.

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Click, confirm, calm...

When it comes to clinical note-keeping, it doesn’t get more complete, accurate or contemporaneous than a live audio recording.

Click record. Confirm consent.

Capture what really happens, not just what you have time to write down.

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Share the recording

Patients can listen again when they need to remember.

Help family and carers understand, value and support the patient and treatment decisions.

Simple and Secure

Every aspect of DAN is carefully designed for dentists, by dentists.

We understand and comply with every relevant aspect of the UK dental regulatory environment. Our data protection and security credentials exceed the compliance requirements of the ICO, GDPR, NHS DSPT and FGDP (CGDent).

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Love Your Team

By making the record-keeping process easier for everyone, DAN makes for happier, more productive clinics where teams can flourish.

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Wow your patient

With no extra effort, just press record. Be at your best doing what you love. Then offer to share.

Move away from the keyboard and turn your consultations into uninterrupted, one-on-one time.


Ready? Try DAN for free:


Recording

Playback



Security and Privacy

Dental audio records contain special category, personal, sensitive data and need to be managed with diligence and respect.


Not just a generic recording software

We understand and comply with every relevant aspect of the UK dental regulatory environment.

Our data protection and security credentials are fully compliant with the requirements of the ICO, GDPR, NHS DSPT and FGDP (CGDent).


Consent

Patients do need to grant consent for an audio recording. As with any aspect of their clinical record, patients are entitled to request a copy.

  • Consent needs to be confirmed for the recording to be saved.
  • Once made, the audio forms part of the patient record and is no longer subject to being adjusted or deleted.
  • Patients have right to access and may request a copy of records. DAN provides access with a secure listen link.
  • Dental standards require records be kept for 11 years. When this time expires, DAN notifies you and then automatically destroys the recording.

Storage

These audio recordings form part of the patient record.

  • Records archived for 11 years minimum.
  • No personally-identifiable information of any of your patients is stored, so they remain completely anonymous to anyone but you and your team.
  • Data stored on our servers are encrypted using AES-256 or greater, securing data at rest.

End-to-end encryption

End to end encryption keeps all data secure from the moment you press record. We can’t decrypt your data, and no one else can either.

  • Data is encrypted immediately, before it ever leaves your computer.
  • Data is always encrypted in transit using HTTPS/TLS.
  • Data always remains within the UK.
  • Our systems are regularly penetration tested by CREST approved security experts.


Integrating DAN into your consultations

pt.1 | Past experiences

pt.2 | Forgetful

pt.3 | Emergency!


Pricing


Autumn 2023

£30 for 20 hours

per month

20 hours
audio and transcription included each month
(Additional hours £1.50/hr)

Unlimited users

11 year archive


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Get started with 3 hours for free

No payment details required all you need to get started is your email.




Master Record Keeping

Whether an experienced specialist or navigating DFT, there’s so much more that you do with your patient than your written notes could ever record.


Completeness

Capture what actually happened, not just what got written down. When it comes to clinical note-keeping, it doesn’t get more complete, accurate or contemporaneous than a live audio recording.

Accuracy & Context

In the same way that photography adds the tone and colour that brings charting to life, DAN’s secure audio recording brings context, tone and language to your written records.


Contemporaneous

Records are made in real-time. If there is ever any reason you cannot write all your notes, exactly spot on, right now, use DAN. If you have to write up in full at the end of the day, you have a master record to bring you back into the moment with all the details at hand.

Listen back, reflect and improve

With a permanent record of each conversation to refer back to and learn from, you can turn every consultation into a CPD moment. Your growing library of recordings is a treasure trove of team training material to refine your consultation process and increase conversion.


DAN is a safety net

DAN takes the stress out of accurate clinical record keeping...


…when you need to be on it

When you and your team need to be there with your patient 100%.
When you have a challenging interaction.
When you want to document the care with which you handled a situation.
Be at your best, stay focussed, stay in your flow. Just press record.

…when you’re up against it

When you haven’t had a single minute to write up all the important details for that earlier case.
When you’re without a nurse, running late, through all your breaks, and still took care of that extra emergency patient.
DAN has your back.


…to calmly handle complaints

When you need to rely on your records to support you, DAN is that “phew” moment when you realise you really do have a truly complete record of that important discussion.
DAN gives you the confidence to respond to a complaint with good, data-driven and considered actions moving forwards.

…for vicarious liability

In a world where you may need to understand your position with respect to a complaint from any of your surgeries, you need to know the information is there should you ever need it.


Love your team

By making the record-keeping process easier for everyone, DAN makes for happier, more productive clinics where teams can flourish.


Take the stress away

No-one can type as fast as a real conversation. And clinical records need to be exactly right, especially when you’re really busy. Even if that one vital sentence wasn’t written down, DAN is there as the safety net for you all.

Tool up your team

Teams thrive when they know we’re doing a good job for each other. Give your team the tool they need to give you the perfect records.



FAQ

What should I record?

Record your clinical and technical conversations with your patient. You and your team are in complete control over when and how to use DAN, and you do need the patient's consent to start a recording. Teams that are confident using DAN seamlessly introduce and start DAN as the clinical discussion starts. They may start and stop DAN at various points throughout the appointment, or leave it running.


How do I introduce DAN to my patients?

Introduce DAN just as you start your clinical conversation. Your reception and nursing staff have made the patient feel comfortable, the patient is sitting in the chair, and its time to talk your passion - dentistry. Try this:

  1. DAN: press record and enter the patient id (copied from your practice management system)
  2. Introduce DAN and gain consent:
    • Dentist:
      "We’re going to have a really good conversation.
      Is it OK if I take an audio recording of our consultation as part of your dental records.
      What it means is that we will know our records are good and I can concentrate on you."
    • Patient:
      "Yes" / "No"
  3. DAN: Confirm or decline consent. Enter 'recorded in DAN' in your written record.

If you confirm the patient's consent, then the recording continues until you press stop. In addition, you will have the patient's verbal consent to the recording, recorded and marked in DAN avoiding any paperwork.

If consent is not granted, the recording is stopped and the few seconds of audio recorded thus far is destroyed.


Do recordings form part of clinical records?

Yes they do, and recordings are managed accordingly. Recordings are retained for the same period as any other clinical record, as defined by the relevant governing bodies, currently 11 years.


Can I edit or delete a recording?

Once a recording has been made, it forms part of the patient record, so it cannot be edited or removed, the same way in which a written dental record cannot be adjusted or deleted. If consent is revoked for a recording, this is easy to apply to a patient's recordings. Recordings without consent cannot be played. Records are automatically removed after the retention period defined by the relevant governing bodies, currently 11 years, or until 25 for minors. There are options available if you keep clinical records for longer than this.


How do you ensure security and privacy?

Security
  • Only you, and users you authorise, can decrypt audio and text annotation data. The Dental Audio Notes team has no way of decrypting this data.
  • Data is always encrypted in transit using HTTPS/TLS.
  • Data in our servers are encrypted using AES-256 encryption, securing data at rest.
  • All data is stored in the UK, no data ever leaves the UK.

Data is uniquely encrypted at source. That means that recorded audio, patient identifiers and text notes are encrypted immediately with unique keys on your machine running DAN. Data is decrypted locally only at the moment it is required. This means that decrypted data is only available to authenticated and approved users, or via a one-time share link. We cannot decrypt your data.

Dental Audio Notes is fully compliant with the NHS DSP (Data Security and Protection) Toolkit (8KM26) and GDPR. Independent experts security test our systems regularly and all recommendations are implemented.

Privacy

Privacy is core to everything we do at Dental Audio Notes. We are fully transparent about how we, as a data processor, use the data you share with us. Our Privacy Policy and Governance Overview which provides our guarantees to you as a data controller, provides you with this information. We also have an example DPIA to support your impementation of DAN. You are welcome to refer to these documents when updating your practice policy.


Does DAN integrate with my practice management software?

DAN operates alongside, and independent of, your practice management system. DAN seamlessly manages all the storage, security, reliability and accessibility for you, whilst being super-lightweight on your team, processes and IT infrastructure.

A recording is linked to your patient by the patient code or Reference ID from your practice management system when you start a recording, a manual task which takes seconds. It is good practice to note that a recording has been made in your written records. This can be as simple as: "recorded in DAN". You can easily access this recording by searching by the patient identifier you use.

Running DAN alongside your practice management system is fast, robust and secure. It is featherlight on your existing systems protecting your existing servers from being overloaded by large files. It is a mammouth task to securely, privately and reliably create, store and access audio recordings quickly and seamlessly. This is the task DAN specialises in.


How good is the audio quality?

With a reasonable microphone you can make audio that you can clearly listen back to from almost any surgery environment. The greatest influence on the quality of your audio is the microphone, and we have a these recommendations.


What do indemnity providers say?

Indemnity providers are rarely in the position to endorse or comment on the suitability of a product, but will provide advice and considerations when making audio recordings of patient consultations. You should reach out to your indemnity provider for an official response. The key points, and how DAN satisfies these points are:

Dental professionals who record consultations need to obtain consent before any recording is made. Patients need to understand the following: Who will be allowed to see it? In what context it will be used? Whether copies will be made and the arrangements for secure storage? How long it will be kept?

Consent is documented when a recording starts and is required to save the recording. Best practice is to audibly confirm consent with the patient the moment after pressing record. Patients should be reassured that they can refuse or withdraw their consent at any point, and this is really easy for you to apply. Only you and users you authorize have access to the audio. The audio context is the same as patient records, and is stored accordingly. All data is fully encrypted throughout its lifecycle and copies are only made when a download link you have shared is activated.

Once a recording has been made, it will form part of the patient records. Patients are not be able to insist on deletion at this stage in a similar way that a patient would not be entitled to have a written dental record adjusted or deleted. If any patient wishes to change any part of the recording, this would not be allowed. Should any patient raise a concern about the contents, you would have to make a note of their concern in the written record rather than attempt to delete or edit any part of the recording.

Audio cannot be edited in DAN. Audio is only deleted when it reaches the end of its retention period.

Patients are entitled access to their recording as they are with other forms of patient record.

Providing a copy to patients takes 30 seconds by sharing a secure download link. The audio is cryptographically signed so we know if a recording matches the original.

Making a recording does not replace the need to make a thorough clinical record of the consultation and any decisions that were made on the treatment or diagnosis, the recording could be seen as an adjunct to the records rather than as a replacement for them.

Your written records can focus on clinical factors and decisions, for you to quickly absorb before your patient's next visit. DAN provides a complete, accurate and immediate record of your conversation with all its context.

You may wish to consider a practice policy on the above which details how recordings will be stored, who will have access to recordings etc.


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DAN in depth





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Adam Marsh
Director / Founder

adam@dentalaudionotes.com

Ala Rozwadowska
Founder / Clinical Lead

ala@dentalaudionotes.com