Usage Policy

Purpose

The Usage Policy is the practical boundary for how clinicians, administrators, and authorized staff use CortexaNote. It is designed to keep documentation safe for patients, reliable for clinical teams, and consistent with the laws and professional standards that govern clinical practice.

AI as assistant, not authority

CortexaNote is built to assist clinicians with documentation, drafting, and workflow tasks. AI output is a starting point for clinical review, not a substitute for clinical judgment, diagnosis, treatment, prescription, coding, or patient communication. A qualified clinician remains the responsible source of truth for every note that enters the record.

Consent and notice

Before recording or processing an encounter, you must follow the consent, notice, authorization, and workplace policies required by your organization and jurisdiction. Practices should define how Recorder use is disclosed to patients and staff, and should disable capture when consent is not present.

Authorized clinical use

Use CortexaNote only for authorized clinical documentation, care-team administration, practice operations, and related support workflows. Do not use the platform for unlawful recording, non-clinical surveillance, emergency triage automation, autonomous diagnosis, automated coding without human review, deceptive prompts, harassment, or discriminatory decisions.

Prohibited uses

Generated content must be reviewed by a qualified clinician before it is relied on for diagnosis, treatment, billing, coding, referral, prescription, or patient communication. Do not submit fabricated patient data, synthetic identifiers intended to deceive the model, or inputs designed to elicit unsafe output.

Security and abuse

Do not attempt to bypass authentication, workspace permissions, rate limits, device controls, encryption, audit logs, or security review paths. Report suspected vulnerabilities to security@cortexanote.com rather than testing them against production data, and do not use the platform to attack other systems.

Model and content protections

Do not use CortexaNote output to train, fine-tune, or evaluate competing AI models. Do not use bots, scrapers, or automated tools to extract content beyond ordinary API use described in the agreement. Do not redistribute platform content outside the authorized clinical workflow.

Recorder handling

Recorder devices should be assigned, charged, stored, synced, and retired according to organization policy. Do not share devices across unauthorized workspaces, do not modify firmware, and do not leave captured clinical audio outside approved sync and deletion workflows.

EHR and sharing

Notes, transcripts, summaries, messages, and exports should be shared only with authorized systems and recipients. When using EHR, PMS, telehealth, or messaging integrations, you are responsible for confirming destination, patient match, and final content before release.

Translation and patient-facing drafts

Translation, summarization, and patient-facing drafts must be reviewed by someone fluent in both the source and target languages and qualified to communicate clinical content to the patient. Translations are aids to communication, not replacements for clinician judgment.

Issue reporting

Report inaccurate outputs, suspected adverse events, security issues, privacy concerns, or misuse through support@cortexanote.com or your organization administrator. CortexaNote may restrict access while investigating serious safety, abuse, or security signals, and may notify regulators or affected parties as required by law and contract.

Policy updates

This policy may change as CortexaNote adds new AI, Recorder, translation, communication, template, or integration capabilities. Continued use of the platform requires users and organizations to follow the current Usage Policy, the Terms of Use, the Privacy Policy, and the executed agreement that governs the deployment.