Collecting Participant Consent (in person)

This guide is designed to assist you in obtaining consent from HCPs to record in-person meetings. The recordings will be used for training, development purposes, and to improve the services organisations provide to HCPs.

An essential part of KAI projects is the collection of the recordings with healthcare professionals (HCPs). The first part of collecting any recording is to capture the HCP consent to be recorded.

We have global projects with both Top 20 Pharma and the NHS using recorded conversations. Recording conversations is becoming more frequent and refusal rate to consent to recording is extremely low as an industry and mostly dependent on the buy-in from the field teams.

For In-Person meetings, you will be capturing consent and recording on the KAI Recording App (Guide to using the recording app is available in your service desk).

You will be capturing ‘verbal consent’ from the HCP and confirming this by clicking a button in the KAI Recording App.

:note: End-to-End Process for Recording Meetings

Preparation: Before the meeting, ensure your recording device (mobile app) is fully functional and that you are familiar with its operation.
Notification & Consent: At the beginning of the meeting, inform the HCP of the intention to record the conversation, following the provided consent statement guidelines.

Prior to your meeting, HCPs would have received a communication email from your organisation updating them on the amends to your privacy policy and explaining the purpose for recording conversations. You can reference this email when capturing consent if you wish.

Recording:

If HCP Consent is verbally given	If HCP Consent is not provided
Begin recording Click the ‘Consent’ box on the recording app. Ensure the device is placed in a position that captures clear audio At the end of your meeting. Click ‘Stop Recording’ and upload your conversation when convenient.	Do not record continue with your meeting as you normally would.

Storage & Privacy: After the meeting, the recording will be securely stored and accessed only by authorized personnel. All recordings will be handled in compliance with privacy laws and regulations.
Feedback: Optional follow up with the HCP to provide a summary of the discussion and address any further questions they might have.

📝 Consent Statement

Below are some best practice examples of ways to ask a HCP for verbal consent to begin your recording.

Primary Consent statement:

“Before we begin, would it be okay to record our conversation for training and quality improvement purposes. Is that okay with you?"

Variations of Consent Statement:

"With your permission, could I record our meeting today to help improve our training programs and service delivery. May I proceed with the recording?"

“We’re asking our HCPs before we start if it would be alright if we record the call for training and development purposes. Would I be able to record this call with you?”

“Would it be alright if we recorded today’s call for training and development purposes?”

A HCP must audibly confirm that they are happy to continue, before the recording can be started.

HCP Consent FAQs

Q1: Why do you need to record our meeting?

A1: Recording the meeting is a useful way that allows us to review it for our training and find ways to continually improve the service we provide to healthcare professionals like yourself.

Q2: Who will have access to this recording?

A2: The recording will not be accessible by anyone in our organisation. The recording is uploaded to a platform. Once it arrives in the platform, all personal identifiable information is removed. Immediately after processing the recording is then deleted from the site.

Q3: How will the recording be stored and for how long?

A3: The recordings are stored securely on encrypted servers and will be kept only as long as necessary whilst in processing, after which they will be securely deleted.

Q4: Can I request the recording to be stopped at any time?

A4: Absolutely, you can request to pause or stop the recording at any point during our meeting. We fully respect your decision and privacy.

Q5: What happens if I do not consent to recording?

A5: If you prefer not to be recorded, we will continue the conversation without recording. It will not impact the nature or quality of the service and discussion we are here to provide today and it is completely up to you.

Q6: May I have a copy of the recording?

A6: I will not be able to send this I'm afraid. Once I upload the recording, it is processed and deleted so no one has access. The insights I receive are totally redacted, there is no recording media or personal identifiable information available”.