The problem with dictation apps and AI note-takers
The new generation of "AI scribe" tools for clinicians is convenient, and almost all of it works the same way: the session audio is uploaded, processed on the vendor's servers, and a note comes back. That puts a third party between you and your client's words. Under HIPAA that vendor is a business associate; under GDPR a processor; under your professional code, someone you must be able to justify to the client.
Local transcription removes the third party. The recording is processed by a model running on your laptop. There is no upload, no vendor account holding sessions, and nothing to explain beyond "I record sessions and the recording stays on my computer".
A session workflow that stays local
- Consent. Explain that the session is recorded and processed on your own computer, and that nothing is uploaded. Most clients find that easier to accept than a cloud service.
- Record. In the room with a phone or recorder, or a telehealth call via system audio. Keep the original file.
- Transcribe. Drop the file into Scrieb. Transcription and speaker identification run offline; a 50-minute session takes a few minutes with a GPU.
- Write the note. Use the local summary as a draft, quote what matters, export DOCX into your notes system.
- Delete or retain according to your policy. Deleting in Scrieb removes the transcript and, if you choose, the audio.
What therapists use it for
Progress notes
Quote the client accurately instead of reconstructing from memory an hour later.
Supervision
Bring a transcript with speaker labels rather than a recording that has to be played back.
Intake and assessment
Long first sessions captured fully, so the assessment is written from what was said.
Group sessions
Speaker identification handles several participants, as long as people do not constantly talk over each other.
Where the data lives
Recordings, transcripts, summaries and notes are stored in a folder you choose on your own disk. Enable database encryption in Settings and use FileVault or BitLocker, and the session data sits under the same protection as the rest of your practice files. What our backend receives is your email address, a device identifier and a usage counter, never content. The full breakdown, with subprocessors and retention, is on the Data Protection & Security page.
Pricing
Flat price, no per-minute billing, so a full caseload costs the same as one client. Free trial first.
Questions therapists ask
- Is it safe to record therapy sessions with transcription software?
- It depends on where the audio goes. With cloud services the recording is uploaded to a vendor, which means a business associate agreement under HIPAA or a data processing agreement under GDPR, and a third party holding your clients' words. With Scrieb the recording stays on your computer and is never transmitted, so the question of vendor access does not arise. You still need the client's consent to record.
- Does the transcript separate me from the client?
- Yes. Speaker identification runs locally and labels each passage, so a session reads as a dialogue. That is what makes the transcript usable for notes and supervision.
- Can I get a summary of the session?
- Yes, and it is generated on your device. No text is sent to a cloud AI service. Use it as a starting point for your note, not as the note itself.
- How do I delete a session afterwards?
- Delete the recording in Scrieb. That removes the transcript, timecodes and notes, and optionally the audio file from disk. Keep what your retention policy requires and delete the rest.
- Does it work on both Mac and Windows?
- Yes. One licence covers both, so a practice with mixed machines uses one tool.
- What about telehealth sessions?
- Scrieb records system audio, so a video call can be recorded on your computer without any bot joining, and transcribed locally afterwards. Tell the client, as you would for any recording.