Clinical records on your computer
ProvenTherapy stores the clinical record in an encrypted local database on your Windows PC or Mac. The desktop workspace is designed around your primary practice computer, giving you direct control of the core record without a vendor-hosted clinical account.
Core clinical records and on-device dictation work offline. Internet access is needed for initial downloads, occasional licence verification, updates and optional external services. Operational connections do not transmit your local clinical database.
Connect the services you choose
Email delivery, external assessments and consent forms, calendar connections, and AI note polishing can send the information required for that service outside the computer. Relevant settings, practitioner action and, where applicable, recorded client consent are required. Local-only mode prevents external AI requests.
External assessment and consent responses are imported when the app is open and online. Scheduled email reminders depend on the app running, the computer being awake and connectivity at the relevant sending time.
On-device dictation and optional AI
Scribe Premium and Elite include dictation processed on the device. Optional AI note polishing and Reflection use OpenAI through ProvenTherapy’s service. No personal ChatGPT subscription or API key is needed. Monthly allowances apply; review every draft for facts, negation, uncertainty and clinical meaning. Manual editing and local dictation remain available if AI allowances are exhausted.
Protect your practice history with encrypted recovery
The phrase unlocks the records; it does not contain them. A phrase alone cannot restore a practice. ProvenTherapy cannot recreate a lost phrase or reconstruct records without a valid backup.
Standard Vault includes manual encrypted backup and restore. Premium and Elite add automatic daily backups and copying encrypted backups to a configured external path. A backup kept only on the same computer may not survive loss, theft or damage. Maintain a recoverable copy outside that computer and store the phrase separately and securely.
To restore on another computer, choose Restore your practice from a backup on the login screen. Password reset on an existing installation is a separate action. An external-path backup copy is not live multi-device synchronisation.
Tools that support your professional responsibilities
Consent records, audit logs, record export, Subject Access Request export and erasure-support workflows help you manage records. Use them alongside your lawful basis, privacy notices, professional obligations and secure device configuration. GDPR compliance depends on your practice’s overall arrangements, as well as the tools you use.
A focused workspace, with services chosen by you
Keep your core clinical workspace local, manage appointments directly and choose separate booking, video or payment services to suit your practice. A client portal, self-booking, video consultations, card processing and US insurance claim filing are not built in. Discuss your workflow and any proposed import with support to plan your setup.
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