At Rula, we’re always looking for ways to support therapists in delivering high-quality, compassionate care while making the behind-the-scenes work a little lighter. That’s why we’re introducing a new, secure, assisted note-taking tool called Rula Recap. This AI-based tool is designed to help you stay present during sessions, reduce admin time, and maintain accurate documentation with ease.
As technology becomes more integrated into our daily lives, AI-based tools are starting to show up in therapy spaces, offering clinicians a way to streamline documentation and focus more on clinical care. But with that opportunity comes a responsibility: to introduce these tools to clients in a way that is transparent, respectful, and centered on their needs and comfort.
But for many clients, hearing that AI is involved in their care may bring up questions or concerns. This guide is here to help you introduce Rula’s notetaking tool, Recap, to clients in a way that is aligned with Rula’s commitment to high-quality care and clinical best practice to support these conversations.
Note: Rula Recap should be used with Chrome or Firefox web browsers.
Why This Matters: Client-Centered Transparency
Clients come to therapy to be seen, heard, and held in a space of trust. Introducing AI-based tools into that space can raise questions for them- about confidentiality, attention, and their own comfort. A thoughtful conversation about your use of AI helps reinforce trust and models transparency, collaboration, and respect. Even though the tool is compliant and secure, we always want to invite the client into the conversation. Why?
- It builds trust by being upfront and collaborative
- It reinforces client autonomy and choice
- It protects the therapeutic alliance, especially for clients sensitive to feeling observed or recorded
By taking just a few extra minutes to explain the tool and its purpose, you strengthen the very relationship the tool is meant to support.
Before the Conversation: What to Consider
Make sure you’re grounded in:
- What the tool does: Recap captures information during the session and generates a note draft afterward based on clinical themes. While the tool is helpful in summarizing key themes in the client’s treatment experience, it does NOT substitute for your clinical expertise and history with this client.
- Compliance and safety: The tool is HIPAA-compliant and secure. Data is encrypted and used to support note generation.
- Client choice: Clients can opt out at any time. You can pause the tool for any session and resume later.
Introducing the Tool
Here’s a warm, client-centered way to introduce Recap during treatment (such as during intake). This approach reflects clinical best practice by emphasizing informed consent, transparency, and client autonomy- three essential components of ethical, trauma-informed care. By clearly explaining what the tool does (and doesn’t do), and inviting the client into the decision-making process, the therapist fosters trust and collaborative engagement. The tone is warm and non-technical, reducing potential anxiety and reinforcing that the client’s needs are central to their care experience:
"Before we begin, I want to share something about how I take notes. I use a secure, HIPAA-compliant notetaking tool that helps me create accurate documentation of our sessions. It’s designed to capture key themes, not everything you say word-for-word, and it helps me focus more on being present with you during our time together."
"Your privacy and comfort are really important to me, so I wanted to check in with you about how that feels. Would it be okay if I used this tool? And of course, if you ever change your mind or have questions, we can talk about that anytime."
Responding to Client Concerns
Clients may have questions or hesitations. That’s a good thing- it shows they’re thinking critically about their care. Here are a few common concerns and ways you might respond:
Concern: “Is it recording everything I say?”
"That's a great question. The tool captures what was discussed during our session to assist with my note-taking. Once the note is generated, the transcript is permanently deleted."
Concern: “Can we not use it today?”
"Absolutely. We don’t have to use it at all, or we can pause it for certain sessions- whatever feels right for you. My goal is always to make this space feel safe and supportive."
Concern: “I don’t think I’m comfortable with the notetaking tool anymore. Can we stop using it?”
“Thank you for letting me know! Yes, you’re welcome to change your mind at any time. Can we explore what’s shifted so I can understand your concerns? I’m curious to understand where you are coming from so I can best support you.”
Framing the Benefit in Client-Centered Terms
Consider sharing why you’re using the tool in a way that ties back to their care. For example:
"This tool helps me spend less time after sessions writing notes, which means I can stay more focused on our work and be more present during our time together."
Or even:
"Similar to Measurement-informed care surveys, this tool supports me in tracking patterns and progress more clearly, so I can better support you in reaching your goals."
When we frame the tool as a support, not a replacement, for our clinical attention, we reinforce our commitment to the therapeutic relationship.
As with any new clinical tool, it’s okay to have questions yourself. Rula is here to support you every step of the way. If you’re ever unsure how to talk about the tool with a client or if a client has questions you can’t answer, please reach out to the Clinical Quality team or check the help center for resources.
At the end of the day, Rula’s Recap is here to support you and the work you do with your clients. When introduced with care and consent, it can be a quiet partner in the background, helping you focus more fully on the work that matters most.
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