Talking to Clients About Rula Recap: A Guide to Informed Consent

At Rula, we know how precious your time can be and how impactful your presence with clients is on their therapy experience. That’s why we’re introducing Recap, a note-taking tool designed to lighten the documentation load, so you can stay more present in session and focus on what matters most: your client.

But before using this tool in session, it's essential to have a clear, compassionate, and ethical conversation with your clients about what the tool is, what it does, and how their information is protected. It is required to gain consent during your first use of the tool with a new client, and you should continuously check in with them regarding your use of the tool. This guide walks you through the why, how, and what to say, so you can approach this conversation with confidence and care.

Note: Rula Recap should be used with Chrome or Firefox web browsers. 

Why Informed Consent Matters

Informed consent is more than a formality; it’s a cornerstone of ethical, client-centered care. It:

  • Builds trust by giving clients choice and clarity
  • Models transparency in the use of technology
  • Ensures compliance with ethical and legal standards

When done well, this conversation invites collaboration and shows clients that their comfort and privacy remain your top priorities.

What to Cover in the Conversation

Here are the core elements to include when discussing Recap:

1. What the Recap does

Explain that it’s a HIPAA-compliant tool that securely generates a session summary to help streamline documentation after session.

2. How it protects privacy

Clarify that it doesn’t store audio, transcribe verbatim conversations, or share content outside of your private notes. All data is encrypted and protected in accordance with HIPAA.

3. Why you’re using it

Be honest and human here, but make sure to focus on the patient’s benefit. It’s OK to share that it helps you spend more time focused in session or reduce administrative burnout, and that you’re choosing to use this tool because your relationship with them is a top priority to you.

4. What choice they have

Clients can opt in or out, and their care will not be impacted if they choose not to use it. Patients will see a message in the Zoom waiting room letting them know you may utilize this tool, suggesting they speak with you if they have concerns. 

5. How to withdraw consent

Make sure clients know they can change their mind at any time. It’s as simple as turning the tool off.

Here’s a warm, collaborative way to open the conversation:

Example Script:

“I want to check in with you about something new I’m trying that could make our work together even more focused. Rula is offering a notetaking tool called Recap to help me write my session notes more efficiently. It uses a secure, HIPAA-compliant system that transcribes our session to generate the note draft.

Nothing changes about how I show up for you in session, and nothing is shared outside of your chart. You’re completely in control here- if you’re comfortable with it, I’d love to try it during our sessions. And if at any point you want to opt out, just let me know. It’s totally your call.”

How to Document Consent to Use This Tool

Once you’ve had the conversation and your client consents (verbally or in writing), be sure to note it clearly in your documentation.

Example documentation blurb:

“Discussed use of assisted note-taking tool (Rula’s Recap) with client, including purpose, data security, and option to opt out. Client provided verbal consent to use Recap during sessions and was informed they can withdraw consent at any time.”

If a client declines, you can document that as well. It is important to NOT use Recap if the client declines. 

Here’s an example of how to document this:

“Client declined use of AI-assisted notetaking tool (Rula’s Recap) tool after informed consent discussion. Will proceed without the tool.”

Navigating tech in therapy can feel like new territory, but you’re not expected to be perfect. What matters most is that you’re approaching it with intention, transparency, and care. Rula’s here to support you every step of the way.

 

Additional Resources

If you need help or have questions about using Recap with clients, please reach out to Rula’s Clinical Quality team, or check out our other help center articles:

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