Generation
Consultation notes, referral letters, and clinical summaries are generated from AI-assisted transcripts. Every output is reviewable and editable before sign-off — nothing leaves the consultation unsigned.
Documentation
How clinical documents are generated, signed, stored, and shared
This page covers the documentation lifecycle inside MedMETs — from AI-drafted note to signed clinical document to encrypted exchange with external providers. Replaces fax for compliant correspondence and meets medical-records retention requirements across the jurisdictions we operate in.
- Generation
- Sign-off + immutability
- Retention
- Encrypted exchange
Documentation lifecycle
Four pillars of clinical documentation
Every clinical document moves through the same lifecycle inside MedMETs, with controls at each stage. The same controls apply to consult notes, referral letters, and patient correspondence.
Signing + integrity
Documents are cryptographically signed by the authoring clinician at sign-off. Once signed, content is immutable; corrections produce a new versioned document with a clear amendment trail.
Retention
Retention follows the relevant jurisdiction's medical-records minimum (7 years adult, 25 years paediatric in most jurisdictions). Customers can extend retention or trigger erasure on patient request, subject to legal hold.
Audit + access
Every read and write of a clinical document is logged with timestamp, actor, and reason. Audit logs are exportable on demand and retained for the document's full retention window.
The flow
From draft to delivered, in five stages
Same flow every time, whether the document is a routine consultation note or a referral to a specialist on the other side of the country.
Drafted in consultation
AI-generated structured note from the live consultation. Clinician reviews, edits, and signs off. Unsigned drafts are flagged on the schedule until completed.
Sign-off + immutability
The clinician signs the document; a cryptographic hash is committed and the document becomes read-only. Subsequent edits create amendment versions with full chain-of-custody.
Filed to patient record
Signed documents are filed automatically to the longitudinal patient record. Document metadata (encounter date, clinician, document type) is indexed for retrieval.
Shared with recipients
Referral letters, specialist reports, and clinical summaries are sent via encrypted clinical messaging — replacing fax. Delivery + read receipts are captured and filed with the document.
Retained + auditable
Documents are retained for the jurisdiction-required period with continuous encrypted storage and full audit trail. Customers can export, redact, or request erasure subject to legal hold.
Encrypted document exchange
The fax replacement, finally
Document Sharing replaces fax and unencrypted email with encrypted, tracked, auditable clinical exchange. Every outgoing document carries delivery and read receipts; every incoming document is filed automatically.
- Encrypted clinical messaging for provider-to-provider exchange — replaces fax for compliant correspondence
- Patient-facing document delivery via the MedMETs patient app with read receipts
- Incoming documents from external providers received, processed, and filed directly into the relevant patient record
- Provider directory integration so referrals are addressed to verified recipients, not free-text addresses
- Delivery and read acknowledgement on every outgoing clinical document
- Complete chain-of-custody trail across send, receive, open, and acknowledge events
Standards alignment
Built against the standards that govern clinical records
The policy is intentionally aligned with the documentation standards required across the jurisdictions MedMETs serves.
HIPAA Privacy Rule (US) — minimum-necessary access, audit, breach notification
GDPR (EU) — lawful basis, retention limits, data-subject rights, processor obligations
RACGP / Australian Privacy Principles — medical-records retention, secure messaging
NHS DCB0129 / DCB0160 (UK) — clinical risk management for documentation tooling
ISO 27799 — health-informatics security management
Need the full Documentation?
Procurement and compliance teams can request the signed Documentation and the Encrypted Messaging Trust Profile, including key management and retention exception details.