Bulletproof Privacy & Security
Privacy and security are of the utmost importance when it comes to handling sensitive patient information. That’s why we’ve built our platform with a “Private by Design” philosophy, ensuring that your data remains confidential and protected at all times.
Apollo Notes is built for HIPAA-compliant workflows, with the safeguards required by the Health Insurance Portability and Accountability Act. Apollo Notes is a US company, and all client data is stored and processed on secure servers in the United States. All data stored or transmitted through Apollo Notes is encrypted, providing an extra layer of security.
You can choose to automatically remove any Personally Identifiable Information (PII) from notes, giving you peace of mind that your clients’ confidential information remains just that – confidential. We provide a signed Business Associate Agreement (BAA) to all of our users, ready to download when you set up your account.
Notes secured with AES-256 encryption
Your clinical notes should be as private as your sessions. Every note you create is kept as a private draft in your account until you save or delete it, so nothing is lost if you step away. Saved notes can be linked to a client, which lets future notes and Ask Apollo build on that client’s history.
We use AES-256 encryption – the same level of security used by major financial institutions – to lock down your notes and transcripts. But we don’t stop there. We’ve implemented a triple-layer protection system:
Your notes are encrypted
Our entire database is separately encrypted
All data transmissions are encrypted
This means that from the moment you hit ‘save’ to the second you retrieve your note, it’s wrapped in multiple layers of advanced security. Only you can see your notes in Apollo.
Automatically remove personally identifiable information (PII)
You can opt to automatically remove any PII, including names and other personal details, from the transcript of your note, before it’s processed by our AI. This can help ensure patient details always remain between you and the patient.
Record the session or summarize it afterward
You can use Apollo Notes in two ways: record a session as it happens, or dictate a summary once the session is over. For telehealth sessions, Apollo can capture the session audio from your browser.
If you record a session, Apollo uses the audio to create a transcript and draft your note. The audio is deleted as soon as it has been transcribed. The transcript is encrypted and kept with your note, so you can check the note against it and Ask Apollo can refer back to it. Deleting the note deletes its transcript. If one recording produced notes for several clients, the transcript is deleted with the last of those notes.
Your session information is never used to train AI models. Before recording, make sure everyone in the session knows about it and agrees.
New notes stay as drafts until you save them. All notes and transcripts in Apollo are encrypted.
- Session recording or dictation
- Audio transcribed
- Audio deleted
Transcripts and notes are encrypted with AES-256 and stay in your account until you delete them.
Samuel
MS, LPC
★★★★★
Apollo Notes has been a game-changer for my productivity. Now I can easily share session info from my time with clients without struggling to type everything out. It helps me prioritize time for both my client's mental wellbeing and my own.
Jennifer S.
LMSW
★★★★★
I have to say this is going to be game changing for my practice. I love how easy it is to write my notes now.
Jessica D.
LPC
★★★★★
I used to procrastinate about writing notes, but now it's a breeze. The dictation feature helps me finish my notes much quicker than before, thank you!
