ScribeMic AI & HIPAA Compliance

A guide for medical professionals and healthcare organizations.

At Sydneil Technologies LLC, we understand that protecting Protected Health Information (PHI) is the highest priority for medical professionals. ScribeMic AI was designed from the ground up to support the stringent privacy requirements of the healthcare industry.

100% Local Processing

Unlike traditional cloud-based dictation services that transmit your voice recordings to remote servers for processing, ScribeMic AI features 100% offline dictation. The private dictation happens 100% on your local computer hardware.

• Zero Cloud Transmission: Your voice data, patient notes, and generated transcripts are never sent over the internet to our servers.
• Zero Cloud Storage: We do not store, host, or have access to any of your audio files or text.
• Zero AI Training: Your private medical dictations are never used to train our AI models.

No Business Associate Agreement (BAA) Required

Under the Health Insurance Portability and Accountability Act (HIPAA), a Business Associate Agreement (BAA) is required when a third party "creates, receives, maintains, or transmits" PHI on behalf of a Covered Entity.

Because ScribeMic AI operates entirely locally on your device and our servers never receive, maintain, or transmit your dictation data, Sydneil Technologies LLC does not act as a Business Associate. Therefore, a BAA is not required to use our software. You can simply install ScribeMic and begin dictating immediately.

User Responsibilities Under HIPAA

While ScribeMic AI provides a private, localized environment for dictation, the overall HIPAA compliance of your workstation remains your responsibility. Because the data resides on your local machine, you must ensure that your physical hardware is properly secured. We recommend:

• Hardware Encryption: Unlike traditional dictation tools that save background copies of your recordings, ScribeMic processes your speech and instantly vanishes it. No audio files are ever created, saved, or left behind on your computer. However, as a baseline medical security practice, we still recommend utilizing full-disk encryption (such as Windows BitLocker) on your workstation.
• Access Controls: Implementing strong password protection and automatic screen-lock protocols on your device.
• Destination Compliance: Because ScribeMic acts as a seamless, real-time typing agent that inputs text directly wherever you want — whether into an online EMR or a Word document — you must ensure the destination application itself is a secure, HIPAA-compliant environment.

Disclaimer: This page is provided for informational purposes only and does not constitute legal advice. Healthcare providers should consult with their own legal or compliance teams to ensure their use of local software meets their specific organizational requirements.