Patient Intake AI Policy

Version 1.3 | October 20, 2026

In short

You can use an AI assistant from Amazon Web Services (AWS) to fill in your check-in by talking, or use the form instead. If card reading is offered, Amazon Textract reads details from your card photos for you to check. Review your answers before submitting them to your clinic.

You can stop voice check-in and continue with the form at any time. Card reading has a separate off switch in Privacy preferences. Stopping either service does not delete answers already saved.

1. What this policy covers

This policy explains how the online check-in that Visentia LLC ("Visentia") provides for your clinic uses artificial intelligence (AI). The first screen of the check-in links this policy and our Terms and Conditions. By selecting Continue on that screen, you agree to this policy, including card reading when offered. Voice is optional and does not start on Continue. It starts only when you choose Start talking and allow microphone access. You do not need to accept the same policy again when moving between voice, the form and review.

2. Photos of your insurance card

You can photograph the front and back of your insurance card. The photos are stored in Amazon S3, a storage service from Amazon Web Services, in storage that Visentia controls. Your clinic's staff can view them.

3. Card reading

When card reading is offered and enabled, selecting Scan card and photographing your card makes Visentia's servers send the photos to Amazon Textract, which looks for four details: insurance company, plan name, member ID and group number. Your browser does not contact Amazon directly. The details it finds are shown to you next to what your clinic has on file. You can change any of them, and they become part of your check-in only when you select Confirm. Details you did not confirm are never sent to your clinic as your answers.

You don't have to scan your card. You can type the details yourself, tell us you have no active insurance, or ask clinic staff for help.

Card reading is a convenience, not a check of your coverage. It can misread a card, which is why you confirm every detail. If a card can't be read, you type the details yourself.

4. Optional voice check-in

If you choose voice check-in, Visentia sends your speech and relevant check-in information to Amazon Bedrock, an AI service from AWS, to understand your answers and speak back to you. That context can include your appointment, relevant chart information and answers already saved in the form. Voice and the form update the same check-in.

The assistant can misunderstand speech. Check and correct your answers before selecting Submit yourself. It is not a clinician and does not diagnose, recommend treatment, or sign clinic forms for you. A spoken yes is not an electronic signature in this version.

Pause or mute stops microphone input; Stop ends the conversation. Switching to the form ends voice processing for that conversation and keeps your saved answers. You can complete the check-in without voice. Your clinic's staff review the information you submit.

5. Training AI models

Using this check-in, agreeing to the Terms and Conditions or this policy, or having your card read does not allow anyone to train AI models on information that identifies you.

In the future, Visentia may use de-identified information to build or improve AI tools. De-identified means details that could identify you, such as your name, contact details and member ID, have been removed to the standard set by the HIPAA Privacy Rule. That would happen only if the information has been de-identified to that standard, your clinic's agreement with Visentia allows it, applicable law allows it, and the use has been approved.

6. Turning card reading off

You can turn card reading off at any time while your link works, from the card scan screen or from your check-in summary, before or after you submit. After your link expires, contact your clinic. Turning it off stops all future reading of your cards, on this check-in and on any later check-in. You can still photograph your card for your clinic and type the details yourself. Turning it off does not remove details you already confirmed or photos you already uploaded.

If you declined card reading or turned it off in an earlier version of this check-in, your cards are not read. Agreeing to card reading in an earlier version does not count; under this version, card reading starts only when you select Continue on the first screen.

7. Changes to this policy

If this policy changes, we will show you the new version on the first screen of your next check-in. Your cards are read only under a version you agreed to by selecting Continue.

8. Questions

For questions about this check-in, contact your clinic.