Use this page to
- See every AI tool in your practice in one place, in about 20 minutes
- Know which tools touch client or patient information
- Set your own ground rules before anyone asks you for them
How to: list every AI tool you use
Most practitioners undercount. AI is often built into software you already pay for, not only the tools you call “AI.” Check these places:
- Note-takers and scribes that join or record sessions
- Chatbots you type questions into
- Email, calendar and scheduling assistants
- AI features inside your practice software, charting, billing or client portal
- Writing, image and social media tools
Fill in one row per tool. Two example rows show the idea. Print this page or copy the table.
From cleared.getshgllc.com/checklist · Strategic Health Group, LLC · support@getshgllc.com
| Tool | What I use it for | Touches client or patient information? | Model card or vendor answers on file? | Last checked |
|---|---|---|---|---|
| Example: a note-taking app | Session summaries | Yes | Not yet | |
| Example: a chatbot | Drafting handouts | No, if I never paste client details | Not needed yet | |
The checklist
Seven actions, in order. Each one takes minutes, not hours.
- List your tools. Fill in the table above. Include anything with AI built in.
- Mark what touches client information. Any tool that sees names, notes, health details or messages gets a yes.
- Check the “yes” tools first. Look for a model card or privacy terms, or send the vendor three questions. See Step 1, the model card page.
- Write your never list. Three to five things you will never put into an AI tool, such as full names with health details. Keep it where you work.
- Decide what you tell clients. One or two plain sentences on when and how you use AI. Use them the same way every time.
- Keep a simple log. Date, tool and task, for anything AI helped produce that a client receives.
- Put a review on your calendar. Every three months, repeat the table. Tools add AI features without asking you.
Your next step
Step 3: the CLEARED Self-Audit. These seven actions cover six of the nine Self-Audit questions. The Self-Audit checks the three they don’t: scope of practice, human review, and what to do when AI gets it wrong.
Take the Self-AuditIf this helped, send it to a colleague who uses AI in their practice.
Rather have it done for you? The CLEARED Install builds all of this for your practice from one working session.
Created October 2026.