Template
Healthcare AI Tool Approval Request Template
The form your staff complete before they use a new AI tool, and the criteria you assess it against once they do.
We do not send a generic PDF.
That is why we ask for your job title and your company. Every resource is tailored dynamically around both, so what reaches you speaks to the decisions your role actually owns, inside an organisation like yours.
Generated around your role, then checked by us before it goes out. That is what the 48 hours is for.
Request your copy
Four fields. Your job title and company shape the document you get back, within 48 hours.
What you get
- The request form itself, ready to drop into your intranet or your ticketing system.
- Assessment criteria covering data residency, whether the vendor trains on your inputs, clinical risk, and the audit trail.
- A scoring approach that separates a same day approval from a request that needs full review.
- Two worked examples: a note taking tool that passes, and a general purpose chatbot that does not.
Who it is for
Built for the person who keeps getting asked whether a tool is allowed, and has nothing to point at when they answer.
Questions this raises
Does an AI scribe need TGA approval?
It depends on whether it interprets. On 30 January 2026 the TGA clarified that a scribe which only transcribes and translates a consultation is not a medical device, while one that analyses or interprets the conversation, for example by generating a diagnosis, differential diagnosis or treatment recommendation the practitioner did not state, is a medical device and must be included in the ARTG (Source: TGA, digital scribes guidance, 30 January 2026).
What happens if the tool changes after we approve it?
The classification can change with it. The TGA has flagged scope creep, where a software update starts generating differential diagnoses and moves a product that was not a medical device into medical device territory (Source: TGA, digital scribes guidance, 30 January 2026). An approval process that checks once at purchase and never again will miss it.
What if a supplier says their tool does not need to be listed?
Ask them to state the intended purpose in writing and check the ARTG yourself. The TGA has said digital scribes that meet the medical device definition but are not ARTG-listed are being supplied illegally, and has flagged enforcement action against non-compliant suppliers (Source: TGA, digital scribes guidance, 30 January 2026).
Still scrolling? The form is at the top of the page.