EDScribe Pro is a clinical documentation logic engine for emergency medicine. The public website at edscribepro.com may collect contact and demo request information such as name, work email, organization, role, message, and campaign attribution.
When EDScribe Pro processes Protected Health Information on behalf of a covered entity, it is intended to operate under a Business Associate Agreement. Public website lead forms should not be used to submit clinical chart content or patient information.
The authenticated application may include optional voice calibration features for providers. If enabled by an organization and accepted by the provider, EDScribe Pro may collect short voice calibration recordings and derive a voice profile or embedding to improve recognition of that provider's speech in noisy clinical environments. Voice calibration is optional, can be skipped, and is not required to use typed or pasted Direct Input.
Voice calibration data is treated as sensitive. Raw calibration recordings are intended to be stored only temporarily in encrypted AWS storage with lifecycle expiration. Derived voice profiles are intended to be encrypted, associated with the provider account, and removable through account controls. EDScribe Pro does not use public website lead forms for voice calibration and does not use optional voice calibration to replace clinician review, attestation, or EHR signing obligations.
We do not sell PHI. We use website lead information to respond to inquiries, schedule demos, understand demand, and improve the website experience.
Security controls include encryption in transit, limited access, metadata-only operational logging, and separation between the public marketing site and the authenticated clinical application.
Data Retention
We retain user data only for as long as needed to provide EDScribe Pro, meet legal and contractual obligations, protect the service, and support healthcare customers under applicable Business Associate Agreements.
Account profile, preference, entitlement, roster workspace, and optional voice calibration data are retained while the account is active unless the user deletes the data sooner through available account controls.
Protected Health Information and De-identification
Clinical notes containing Protected Health Information are retained only for the period needed to deliver the documentation service to the covered entity. Under the Business Associate Agreement, PHI notes remain in identifiable form for up to fourteen (14) days from creation, or for a shorter period if the covered entity so instructs. After that retention period, EDScribe Pro either deletes the identifiable copy or de-identifies it under the Safe Harbor method at 45 CFR 164.514(b)(2).
When a note is de-identified, all direct identifiers are removed: patient names, medical record numbers, account numbers, device identifiers, dates (except year), ages over 89, geographic subdivisions smaller than state, email addresses, phone numbers, fax numbers, Social Security numbers, photographs, and other identifiers listed in 45 CFR 164.514(b)(2)(i). Audio recordings, photographs, and identifiers removed during de-identification are not retained on the de-identified copy. Metadata-only remnants that cannot be reconstructed into a clinical note are not rehydrated into Protected Health Information.
EDScribe Pro may assign a sequential History number to de-identified notes as a re-identification code under 45 CFR 164.514(c). The History number is a sequential integer not derived from the patient's name, medical record number, date of birth, or other identifier. The code, the mapping mechanism, and the linkage to the original chart are not disclosed and are stored separately from de-identified notes. Roles and systems used to analyze de-identified notes do not have access to the re-identification code map or to de-identification audit records that still contain chart identifiers.
Once a note is de-identified under Safe Harbor, it is no longer Protected Health Information and is no longer part of the legal medical record. Oklahoma hospital record retention requirements remain with the covered entity and the covered entity's electronic health record or other system of record. De-identified notes may be retained to improve the Platform's reliability, security, clinical accuracy, and service quality.
Within the EDScribe Pro History interface, de-identified chart rows may display a De-Identified badge and the sequential History number. The Process Notes and facesheet edit controls are disabled on de-identified rows.
Operational logs and security audit records are retained for security, troubleshooting, compliance, and abuse-prevention purposes and are kept only for the period reasonably required for those purposes. Billing, tax, payment, audit, support, and legal records may be retained for the period required by law, contract, accounting rules, dispute resolution, fraud prevention, or security obligations.
Data Deletion Requests
Users can request deletion of their account and associated personal data at any time. To delete an account from inside EDScribe Pro, sign in, open Settings, choose Workspace tools, and use the Delete account option in the Danger zone. The app requires the current password and the typed confirmation DELETE before deletion begins.
If you cannot access your account, email support@edscribepro.com with the subject line Account and Data Deletion Request from the email address associated with your EDScribe Pro account. Include your full name, account email address, and organization or facility if applicable. We verify that the request came from the account holder before deleting anything, and we respond to support deletion requests within 30 days.
What Account Deletion Removes
Account deletion removes the user's account credentials and sign-in identity, provider profile and preferences, personal snippets and roster workspace data, optional voice calibration recordings and any derived voice profile (if enrolled), and facility memberships and entitlements tied to the account. Account deletion also removes any remaining Protected Health Information that the Business Associate Agreement requires returned or destroyed.
What Account Deletion Does Not Remove
Account deletion does not require deletion of:
- Records we are legally required to keep, such as billing, tax, security audit, support, and legal records, retained only for as long as the law requires
- Clinical documentation governed by the covered entity under a Business Associate Agreement; deletion of organizational clinical records is directed by the covered entity, not by individual user requests
- De-identified notes under Safe Harbor (45 CFR 164.514(b)(2)) that no longer identify the user or a patient
Additional deletion instructions are available at https://edscribepro.com/deletedata/. Users may also delete optional voice profile data from Settings without deleting the account.