Did those visit notes just get pasted into ChatGPT?

If the tool is not covered by your same privacy rules, the chart did not stay in the chart.

Someone on your team used a free writing tool to make a recap “sound nicer.” The names came out. The dates stayed in. That is still patient information, and a consumer chatbot is not your EHR.

Assume a public tool will keep what you paste

If you did not sign a contract that covers health information, do not paste charts, intake forms, insurance IDs, or even “initials plus appointment time.”

Draft with made-up details. Put the real ones back in the record you already use at work.

• No names, dates of birth, phone numbers, or visit notes in public AI.
• No uploading intake PDFs to summarize them.
• One written rule, posted where scheduling actually happens.

Give the team a yes, not only a no

A ban with no alternative means people will keep doing it when they are behind. Approve one method for rewriting patient-facing copy: a private tool under contract, or a human editor, or a template in the EHR.

Marketing captions and anonymous education posts are a different pile. Charts are not marketing.