Turn chaotic session notes into clear, clinician-ready documentation.
NoteyDoc is a documentation helper for occupational, physical, and speech therapists. Capture fragments, generate structured notes, and keep your focus on patient care — not wrestling with forms.
Why NoteyDoc exists
Therapists are under pressure to provide high-quality care while keeping up with heavy documentation requirements. NoteyDoc is being designed to reduce the friction between what actually happened in the session and what needs to appear in the chart.
- Capture brief fragments or bullet points during or after a visit.
- Transform those fragments into structured note language.
- Preserve your clinical voice — you remain the author of record.
Planned capabilities
Feature set is under active development. The current design includes:
- Browser extension overlay that sits on top of your EMR or documentation portal.
- Configurable templates for SOAP, narrative notes, and goal-progress language.
- Per-device settings so each clinician can keep their own phrasing patterns.
- Optional AI-assisted rewrites to improve clarity and reduce repetition.
All AI-generated text is intended as a draft starting point. You are responsible for reviewing, editing, and confirming that documentation is accurate, clinically appropriate, and compliant with your employer’s policies and payer requirements.
Privacy & Data Protection
Last updated: November 2025
Protecting patient privacy and sensitive health information is central to the design of NoteyDoc. This page explains, in plain language, how information is intended to be handled by the NoteyDoc browser extension and any related web services as the product is developed.
1. What NoteyDoc is designed to do
NoteyDoc is being designed as a documentation assistant that helps clinicians transform their own words into more structured clinical notes. In its intended form:
- Clinicians type or paste their own fragments, bullet points, or descriptions into NoteyDoc.
- NoteyDoc processes that input and returns suggested wording or structure.
- The clinician reviews, edits, and copies final text into their EMR or documentation system.
NoteyDoc does not make medical diagnoses, select billing codes, or automatically submit documentation to payers or EMR systems.
2. Categories of information that may be processed
Depending on how you choose to use the tool, the following categories of information may be entered into NoteyDoc by you:
- Free-text clinical fragments describing a visit, intervention, or patient status.
- Non-identifying context such as discipline (OT, PT, SLP), setting, and visit type.
- Custom phrase libraries or note templates you define within the extension.
Because free-text fragments may sometimes contain protected health information (PHI) or personally identifiable information (PII), it is critical that you use NoteyDoc in a way that is consistent with your local regulations (for example, HIPAA in the United States) and your organization’s data-handling policies.
3. Information you are encouraged not to include
To reduce privacy risk, you should avoid entering directly identifying patient details into NoteyDoc unless and until a clear, documented Business Associate Agreement (BAA) or equivalent arrangement is in place and you have authorization from your organization. Examples of information you should generally avoid entering include:
- Full legal names, initials combined with other identifiers, or contact information.
- Exact dates of birth, full addresses, phone numbers, email addresses, or insurance IDs.
- Medical record numbers or any facility-specific patient ID that could identify an individual.
- Highly specific details that, in combination, uniquely identify a patient.
4. How processing may occur (local vs. cloud)
The NoteyDoc extension is being developed with a focus on minimizing the amount of information that leaves your browser. However, some advanced features, such as AI-assisted drafting, may involve sending your input to secure cloud-based processing services.
The target architecture is:
- Local operations: Where possible, settings, preferences, and non-sensitive configuration may be stored locally in the browser.
- Cloud processing: When AI models are used to suggest language, your input may be transmitted to a secure server or third-party AI provider solely for the purpose of generating that output. Those providers are expected to be reputable vendors with strong security practices.
Before enabling any AI-assisted features in a production environment, you should confirm which vendors are used, where data is processed, and whether those vendors are covered under a BAA or other required agreements in your jurisdiction.
5. Intended data retention practices
The goal of NoteyDoc is to retain the minimum amount of information necessary to provide the service. The current design principles are:
- No permanent storage of note content for drafting purposes unless explicitly enabled (for example, an optional “phrase library” you decide to save).
- Short-lived processing: Draft text sent to AI services should be processed in real-time and not used to train public models, where such controls are available.
- User-controlled libraries: Any saved templates or custom phrasing are intended to be associated with your account or browser profile and can be edited or deleted by you.
Exact retention periods, if any, will be documented clearly once the hosted service components are finalized. Until then, you should treat NoteyDoc as an experimental tool and avoid using real patient identifiers.
6. Legal basis for processing (where applicable)
If you are located in a region with comprehensive data protection laws (such as the European Union, United Kingdom, or certain U.S. states), the legal basis for processing your personal data as a clinician may include:
- Legitimate interests in providing and improving a documentation-support tool for clinicians.
- Contractual necessity where you have entered into an agreement to use the service.
- Consent for specific optional features, such as email updates or saving reusable phrase libraries tied to an account.
Where PHI or other sensitive patient data is involved, additional agreements (such as a BAA) and strict organizational policies will generally apply. You remain responsible for complying with those requirements.
7. Security measures
As the service evolves, NoteyDoc is intended to incorporate industry-standard security measures, such as:
- Transport Layer Security (TLS) for all communications between the extension and any backend services.
- Restricted access to production systems and logs on a need-to-know basis.
- Segregation of development and production environments.
- Use of reputable hosting providers with strong physical and logical security controls.
No security measure is perfect, and no online service can guarantee absolute security. However, security will be treated as a core requirement rather than an afterthought.
8. Use of analytics and cookies
NoteyDoc may use limited, privacy-respecting analytics to understand how the extension is used (for example, how often certain buttons are clicked), so that features can be improved. Where possible, analytics will:
- Avoid collecting directly identifying personal information.
- Use aggregated or pseudonymous identifiers instead of real names or email addresses.
- Be configurable or opt-out where supported by the platform.
If cookies or similar technologies are used on any associated website, a clear notice and explanation will be provided.
9. Your responsibilities as a clinician or user
While NoteyDoc aims to support compliant documentation, you are ultimately responsible for:
- Ensuring that your use of the tool complies with local laws, regulations, and employer policies.
- Reviewing and editing all drafted content before it becomes part of the legal medical record.
- Avoiding the inclusion of unnecessary identifiers or highly sensitive details when using drafting tools.
- Securing your devices, browsers, and user accounts with appropriate access controls.
10. Third-party services and model providers
NoteyDoc may rely on third-party infrastructure or model providers (for example, cloud hosting or AI text generation APIs). When such services are used:
- They will be selected with an emphasis on security, reliability, and reputation.
- Efforts will be made to ensure that data is not used to train public models without explicit consent.
- Where required, appropriate data-processing agreements will be sought.
You should periodically review this page to understand which providers are in use and how they handle data.
11. International transfers
Depending on your location and the location of the hosting infrastructure, information that you submit to NoteyDoc may be processed in a different country. When information is transferred across borders, reasonable steps will be taken to ensure that it is protected in line with applicable legal requirements.
12. Your rights and choices
Subject to your local laws, you may have rights such as:
- Accessing information about the personal data NoteyDoc holds about you as a user.
- Requesting corrections to inaccurate account information.
- Requesting deletion of stored user-level data (for example, saved phrase libraries), where technically feasible.
- Opting out of non-essential communications or analytics.
Because NoteyDoc is not intended to store complete medical records or act as a system of record, these rights generally relate to your user account or configuration, not the underlying clinical charts maintained by your employer or EMR vendor.
13. How to contact the NoteyDoc team
If you have questions about this page, data handling, or privacy in general, you can contact the NoteyDoc developer at:
Email: contact@noteydoc.com
This privacy & data protection overview will be updated as the product matures. Significant changes will be reflected by updating the “Last updated” date at the top of this section.