Disclaimers & Privacy

Medical Disclaimer

ReferralWriter AI is a productivity tool designed to assist registered healthcare professionals in drafting referral correspondence. It does not provide medical advice, diagnoses, or treatment recommendations. All letters generated by this platform must be reviewed, verified, and approved by the responsible clinician before being sent. The content produced by the AI is not a substitute for professional clinical judgment.

Accuracy of Information

While ReferralWriter AI strives to provide accurate and up-to-date practitioner directory information, we cannot guarantee the completeness or accuracy of any third-party data. Users are responsible for verifying recipient details before sending correspondence.

How Patient Information Is Handled

Patient details entered in the letter composer (name, date of birth, address and phone number) are stored only in your web browser's session storage. They are never saved to our database, and are cleared once the letter is sent or the browser session ends. Patient identifying information is only ever combined with the clinical content of a referral on your own device, and in the finished letter you choose to send to the recipient.

AI Services & Automatic Redaction

The optional AI Polish feature uses a third-party AI provider (Anthropic's Claude) to improve the wording of your letter. Only the body of the referral letter is sent — never the patient detail fields, recipient details, or your profile.

Before the body is sent, ReferralWriter AI automatically redacts it in your browser: the patient's name (including first, middle and surnames), date of birth, phone number and address, as entered in the Patient Information fields, are replaced with placeholders such as [PATIENT_FIRST_NAME]. The AI provider only ever sees these placeholders. When the polished text returns, your browser swaps the placeholders back for the real details.

Redaction relies on the details entered in the Patient Information fields. Other identifying information typed directly into the body (for example a relative's name or a Medicare number) is not detected, so please avoid including it. All AI output must be reviewed before sending.

Dictation

Dictation uses your web browser's built-in speech recognition. Depending on your browser, audio may be processed by the browser provider (for example, Google for Chrome) under that provider's own privacy terms. ReferralWriter AI does not receive or store any audio.

Address Lookup

To keep addresses accurate and speed up data entry, text typed into address fields (including the patient's address) is sent to Google's address lookup service to suggest matching addresses. Only the address text is sent. It is never sent with the patient's name, and is never linked to the referral letter or any medical information outside your browser.

Sending Letters by Email

When you send a referral, the email, PDF letter and any attachments are transmitted securely via TLS encryption to our email delivery provider (Resend), which delivers them to the recipient. Letter content and patient details are not stored in our database or written to our server logs. Delivery from our provider to the recipient's mail server uses the standard email security (TLS) supported by that server.

Privacy Statement

Information entered into ReferralWriter AI is collected and processed for the purpose of preparing and sending referral correspondence between healthcare practitioners, and is handled in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. [Company Name Pty Ltd] (ABN [ABN]) takes reasonable steps to protect patient information from misuse, interference, loss, and unauthorised access, modification or disclosure. All information is transmitted securely via TLS encryption.

Overseas Service Providers

Some of our service providers — including Anthropic (AI Polish), Resend (email delivery), Google (address lookup) and Firebase (account sign-in and signature storage) — may process information outside Australia. The information they receive is limited to what is described above: the redacted letter body, emails in transit, address text, and your account details.

Your Responsibilities

Users are responsible for ensuring their use of ReferralWriter AI complies with applicable privacy legislation, including the Australian Privacy Act 1988 and any state-based health records legislation. Patient identifiable information entered into the platform should be handled in accordance with your practice's privacy obligations and relevant professional standards.

Contact

For privacy questions or complaints, contact us at [contact email].