Medadvisor AI Scribe Addendum

Thanks for using Medadvisor’s new AI Scribe function.  This Medadvisor AI Scribe Addendum (Addendum) describes your rights and responsibilities as a customer of Medadvisor. This Addendum forms part of the Pharmacy Licence Agreement (Licence Agreement) between MedAdvisor International Pty Ltd and the Pharmacy (being the entity you represent in accepting this Addendum or, if that does not apply, you individually).   

If you are accepting on behalf of your employer or another entity, you represent and warrant that: (i) you have full legal authority to bind your employer or such entity to this Addendum; (ii) you have read and understand these Terms; and (iii) you agree to these Terms on behalf of the party that you represent. If you don’t have the legal authority to bind your employer or the applicable entity, please do not click “I agree” (or similar button or checkbox) that is presented to you.  

PLEASE NOTE THAT IF YOU WILL BE DEEMED TO REPRESENT THE BUSINESS OR PERSON THAT HAS POSSESSION OF THE HARDWARE ON WHICH YOU ARE OPERATING MEDADVISOR ON, YOUR CLICK TO ACCEPT WILL BIND YOUR EMPLOYER OR THAT ENTITY TO THESE TERMS, AND THE WORDS “THE PHARMACY” IN THIS ADDENDUM WILL REFER TO YOUR EMPLOYER OR THAT ENTITY.

This Addendum is effective as of the date you first click “I agree” (or similar button or checkbox) or use or access Medadvisor Scribe after this notice, whichever is earlier. This Addendum does not have to be signed in order to be binding. You indicate your assent to these Terms by clicking “I agree” (or similar button or checkbox).

1. Definitions

AI Scribe means the audio capture, transcription, summarisation, text‑generation and related functionality made available through the Medadvisor platform using either Medadvisor’s in‑house engine or the Heidi Health AI Scribe solution.

Heidi Health means Heidi Health Trading Pty Ltd (ACN 649 783 871) or its Related Body Corporate.

Heidi Terms means the Heidi Scribe Terms of Use published by Heidi Health and updated from time to time.

Personnel means, in relation to a party, any employee, officer, agent or contractor of that party.

Pharmacy means the customer bound by the Licence Agreement and this Addendum.

Related Body Corporate has the meaning given to it in the Corporations Act 2001 (Cth).

Third Party Terms means any third-party terms that may apply in relation to the use of the AI Scribe by the Pharmacy.

2. Application of this Addendum

2.1. This Addendum applies to the Pharmacy’s use of AI Scribe.

2.2. If there is any inconsistency between this Addendum and the Licence Agreement, this Addendum prevails to the extent of the inconsistency.

3. Provisions of AI Scribe

3.1. Medadvisor may provide AI Scribe using:  

(a) Medadvisor’s in‑house AI scribe solution; and  

(b) the Heidi Health AI Scribe solution integrated via the Medadvisor platform.  

4. Permitted Use

4.1. The Pharmacy may use AI Scribe solely for lawful pharmacy‑related clinical documentation.

4.2. The Pharmacy must ensure that only authorised users access AI Scribe.

4.3. The Pharmacy must not: 

(a)  interfere with or attempt to circumvent technical restrictions, including audio retention and deletion controls;  

(b)  use AI Scribe for any unlawful, misleading, or non‑clinical purpose; or 

(c)  use AI Scribe in a manner inconsistent with the Heidi Terms when the Heidi engine is active. 

5. Data Capture and Handling

5.1. AI Scribe may capture audio and generate transcripts and summaries.

5.2. The Pharmacy acknowledges and agrees that:  

(a) audio and text data may be stored, processed or transmitted using third‑party providers selected by Medadvisor; 

(b) audio may be visible to authorised Medadvisor personnel for quality assurance purposes;  

(c) audio may be subject to automated deletion or archival based on system configuration; 

(d) while Medadvisor maintains multi‑tenant data separation, data may inadvertently be saved in different places; and  

(e) the Pharmacy is solely responsible for obtaining all required disclosures or consents from patients for the use of recorded material with the AI Scribe.  

5.3. Unless expressly agreed otherwise, patient identifiable data processed through AI Scribe will not be used to train foundation models. De-identified or aggregated data may be used for product improvement.  

6. Accuracy and Reliance

6.1. AI Scribe outputs are machine‑generated and may contain inaccuracies, omissions or errors. 

6.2. The Pharmacy must:

(a) review and validate all AI output before relying on it;  

(b) not treat AI Scribe output as clinical advice; and  

(c) maintain its own clinical records as required by law.

6.3. AI Scribe is not a medical device. AI Scribe can make mistakes and pharmacists should verify its output. It is not intended for diagnosis or therapeutic decision-making. It does not replace pharmacist professional judgment.

6.4. Medadvisor gives no warranty regarding the accuracy, completeness or fitness for purpose of AI‑generated material.

7. Adverse Events

7.1. You must notify Medadvisor immediately if you become aware of:

(a) any problem, issue, or incident associated with Medadvisor that has caused, or could cause, harm to patients or any other third party; or  

(b) any deficiencies or potential deficiencies in safety, quality, efficacy, performance or presentation of Medadvisor.

8. Subscription Tiers and Engine Allocation 

8.1. Medadvisor may offer one or more AI Scribe subscription tiers from time to time. Each tier may differ in functionality, usage limits, pricing, support level, or underlying technology provider.

8.2. An AI Scribe subscription tier may be powered by:

(a) Medadvisor’s in-house AI Scribe solution;

(b) the Heidi Health AI Scribe solution; or

(c) a combination of both. 

8.3.The Pharmacy may, where made available by MedAdvisor, select a subscription tier. The underlying AI engine associated with a tier will be as specified by Medadvisor at the time of subscription.

8.4. Medadvisor reserves the right to:

(a) change the underlying AI engine associated with a tier;

(b) migrate the Pharmacy between engines; or

(c) modify the structure, features or availability of any tier,

(d) provided that Medadvisor gives reasonable notice where the change materially affects functionality or pricing.

8.5. The Pharmacy acknowledges that functionality, output style, performance characteristics and data handling processes may differ between engines and tiers.

9. Switching Between Providers

9.1. Medadvisor may, from time to time, switch the active provider between the Medadvisor engine and the Heidi engine.

9.2. The Pharmacy acknowledges that: 

(a) functionality, formatting and output may differ between providers;  

(b) provider availability may vary depending on configuration, maintenance, or third‑party updates; and  

(c) Medadvisor may need to update integrations to ensure compatibility with third‑party releases and APIs.

9.3. The Pharmacy must comply with the Third-Party Terms of the relevant engine provider, including, where the Heidi engine is active, Heidi Terms.

10.Updates and Availability

10.1. Medadvisor may update, modify or discontinue any component of AI Scribe at any time.

10.2. The Pharmacy acknowledges that:

(a) certain older versions of provider components may no longer be supported;

(b) Medadvisor may require the Pharmacy to install or accept updates to maintain functionality; and

(c) downtime may occur for maintenance or fault resolution.

11. Fees

11.1. Medadvisor may (at its sole discretion) offer AI Scribe to the Pharmacy at no charge during promotional or early‑access periods. 

11.2. When fees apply, the Pharmacy must pay the charges specified in Medadvisor’s pricing terms as updated from time to time. 

11.3. Medadvisor may apply minimum commitment periods for paid tiers where applicable. 

12. Liability

12.1. To the extent permitted by law, Medadvisor is not liable for:  

(a) clinical, professional, or operational decisions made by the Pharmacy;  

(b) the accuracy or quality of AI‑generated output; or 

(c) any act or omission of third‑party providers, including Heidi Health.

12.2. The Pharmacy indemnifies Medadvisor for any loss arising from improper, unlawful or unauthorised use of AI Scribe.

12.3. The Pharmacy indemnifies Medadvisor from any third party claims in relation to or as a result of the Pharmacy’s or its Personnel’s breach of clause 5.2(e).

12.4. Nothing in this Addendum excludes liability that cannot be limited under law.

13. Termination

13.1. Either party may discontinue the Pharmacy’s use of AI Scribe in accordance with the Licence Agreement.

13.2. On termination of AI Scribe access:  

(a) this Addendum ceases immediately; 

(b) the Pharmacy must pay any outstanding fees; and 

(c) clauses relating to privacy, confidentiality and record‑keeping continue to apply.