AMBIENT DICTATION IN CLINIC
Spire Bristol Hospital · patient information · version 1.1, November 2026
How Professor Whitehouse may record your consultation at Spire Bristol Hospital to help write your clinic letter, and how to say no if you prefer. This applies only to private appointments with Professor Whitehouse at Spire Bristol Hospital.
Your information stays on Professor Whitehouse's computer
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Recording, transcription and drafting all happen on his own encrypted computer.
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The software works offline. Nothing is sent to the internet, any cloud service, technology company or other third party.
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Speech is turned into text by Whisper, an open-source program installed on the computer, with no account or online service behind it.
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Your recording is never used to train or improve any software, and your information stays in the UK.
What is it?
With your agreement, a small microphone records the conversation during your appointment. Software prepares a first draft of your clinic letter, so Professor Whitehouse can concentrate on you rather than typing or taking notes.
Who makes the decisions?
Professor Whitehouse does. The software only helps write things down. It does not suggest diagnoses or treatments. He checks, corrects and approves every letter before it is sent to you, your GP and anyone else involved in your care.
What happens to the recording?
If something needs checking, Professor Whitehouse may listen back to part of it. Nobody else does. The recording and its text are deleted once your letter is approved, and within 7 days at most. Only the approved letter is kept in your records.
Do I have to agree?
No. It is entirely your choice and saying no will not affect your care in any way. Your letter will be written in the usual way. You can ask for the recording to be paused at any time, or change your mind later.
How to opt out – any one of these is enough
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Tell Professor Whitehouse at the start of your appointment; he will always check with you first.
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Contact the Practice Manager on 0117 427 6542 or lauren@theorchardgroup.org.uk.
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Use the opt-out form in the leaflet below and give it to Professor Whitehouse, or email a photo of it to lauren@theorchardgroup.org.uk.
Anyone with you, such as a relative, carer or interpreter, can also ask not to be recorded.
Can I change my mind later?
Yes. Contact the Practice Manager and, if it has not already been deleted, the recording and its text will be deleted and your letter written without them.
Can I get a copy?
Recordings are deleted once Professor Whitehouse has checked and approved your letter, normally after you leave, or within a few days if records need checking. So we cannot normally provide a copy. Your approved letter is kept and you will be sent a copy.
Is it used after surgery?
Professor Whitehouse may also use it to dictate your operation note himself after surgery. The same safeguards apply.
Who looks after my data?
M R Whitehouse Limited, through which Professor Whitehouse provides private care, is the data controller for your private care records (ICO registration ZB295358). A Data Protection Impact Assessment has been completed for this use. More detail is in our privacy policy, under "Our use of artificial intelligence (AI)".
Leaflet and opt-out form
Download the leaflet and opt-out form (PDF, 2 pages)
Questions or concerns?
Contact the Practice Manager: lauren@theorchardgroup.org.uk or 0117 427 6542. You can also contact the Information Commissioner's Office on 0303 123 1113 (ico.org.uk).