Managing Transcript Retention in AI Charting

Healthie gives organizations control over how long instant video call transcripts are retained. Admins can set a custom retention window, after which transcripts are automatically removed from UI and API access.

What is a Transcript Retention Policy?

When AI Scribe is used during a session, Healthie generates an instant transcript from the session audio. The Transcript Retention Policy setting lets your organization define a retention period -- for example, 30, 60, or 90 days -- after which transcripts are removed from UI and API access.

This is useful for organizations with internal data minimization policies or compliance requirements that limit how long clinical conversation data should be accessible.

How to Configure Your Retention Window

1. Log in as an organization admin.
2. Navigate to Organization Settings and open Video Call Settings.
3. Locate the Transcript Retention field.
4. Enter the number of days after which transcripts should be removed from UI and API access.
5. Leave the field blank to retain transcripts indefinitely.
6. Save your settings.

If no retention time is set, transcripts are retained indefinitely by default.

What to Know Before Setting a Retention Window

• Once removed, transcripts are no longer accessible through the UI or API.
• Removing a transcript does not affect any AI-generated charting notes or encounter summaries created from that transcript. Your documentation is preserved.
• This setting applies to instant transcripts only. It does not affect video recordings.
• If you reduce the retention window, transcripts already older than the new limit will be removed on the next automated cycle.

Other Ways to Delete Transcripts

In addition to automatic removal via the retention policy:

• Any team member with the "Delete transcriptions" permission can manually remove a transcript directly from the client's chart. Removal requires confirmation.
• Organizations can remove transcripts programmatically using Healthie's deleteTranscript GraphQL mutation, enabling custom automated removal workflows.

A Note on AI Training

Healthie does not use session audio, transcripts, or any PHI to train AI models, for its own models or any sub-processors. This policy applies regardless of your transcript retention settings.