Key points
- Florida requires all parties to consent before a conversation is recorded, under section 934.03, so every patient in the room agrees before an ambient scribe starts.2
- The Florida Information Protection Act counts medical history and health insurance numbers as personal information and sets 30 days to notify affected Floridians, with civil penalties of up to $500,000 for late notice.1
- Section 408.051(3) requires patient information held in certified electronic health record technology offsite to be physically maintained in the continental United States, its territories or Canada.3
- 24.8% of Palm Beach County residents are 65 or older, and 34.2% of residents aged five and over speak a language other than English at home.67
- wai hosts each clinic's records in its own country, under that country's rules. We set this up with your clinic. A clinician signs every note.
Summary
A West Palm Beach clinic can use AI for notes and the front desk in 2026, provided everyone agrees before a conversation is recorded, records stay in the continental United States and a clinician signs every note. Florida's all-party consent rule, FIPA and the record storage rule in section 408.051 sit on top of HIPAA.
West Palm Beach clinics confirm every visit with a deposit and answer every message the morning it arrives, whether it comes from a seasonal resident or a family down the road. Florida's rules for that work are specific on consent, storage and breach notice.
Part of the Joint Commission hub, with the framework explained, a readiness checklist and 8 guides.
Part of the AAAHC hub, with the framework explained, a readiness checklist and 7 guides.
See it in your clinicThirty minutes on your own patients and doctors.
Request a demoSee a Haitian Creole voice intake and a Spanish WhatsApp enquiry become approved, deposited bookings, in fifteen minutes with a clinician who uses wai daily.
| Body or law | Rule | What to ask | How wai meets it |
|---|---|---|---|
| Florida Statutes 934.03 | All parties consent before a conversation is recorded | Where is each patient's consent captured | Consent asked in intake and confirmed in the room before the scribe starts |
| Florida Statutes 408.051(3) | Offsite patient information kept in the continental US, its territories or Canada | Which country holds every copy, including backups | Records hosted in the clinic's own country, set up with the clinic |
| FIPA, Florida Statutes 501.171 | 30 days to notify individuals, and the Department of Legal Affairs at 500 or more | How fast can the vendor identify affected patients | Every message, draft, approval and signature is logged |
| Florida Board of Medicine | Licenses medical doctors, physician assistants and anesthesiologist assistants | Is every signing clinician licensed in Florida | Every note stays a draft until the licensed clinician signs it |
| HIPAA | Business associate agreement with vendors handling PHI | When is the BAA signed | For Checkout, a BAA is signed before go-live |
The private care market in West Palm Beach
West Palm Beach had 122,290 residents in the 2020 to 2024 American Community Survey, inside a Palm Beach County of 1,533,806.7 A quarter of county residents, 24.8%, are 65 or older, and 27.7% were born abroad.7
13.2% of the county's civilian noninstitutionalized population has no health insurance, rising to 15.2% in the city.7 Clear self-pay prices and a deposit taken at booking keep the diary full in every season.
The rules a West Palm Beach clinic works under
HIPAA sets the federal floor. Florida sets further rules of its own, and the Florida Board of Medicine licenses medical doctors, physician assistants and anesthesiologist assistants.5
Section 934.03(2)(d) makes interception lawful when all of the parties to the communication have given prior consent.2 An ambient scribe starts only after the patient and anyone with them have agreed, and the consent form template gives the wording.
Section 408.051(3), on security and storage of personal medical information, requires a provider using certified electronic health record technology to keep all patient information stored offsite, including with a cloud provider, physically in the continental United States or its territories or Canada.3
The Florida Information Protection Act, section 501.171, includes medical history, treatment or diagnosis and health insurance numbers in personal information.1 Notice to each affected Floridian is due within 30 days of determining a breach, and notice to the Department of Legal Affairs within 30 days where 500 or more Floridians are affected.1 Late notice carries civil penalties of up to $500,000 per breach, and notice given under a primary federal regulator's rules, with a copy sent to the department in time, is deemed compliant.1
Section 456.057 defines the records owner to include the practitioner who generates a record and the employer, such as a group practice, where the contract says so.4 wai hosts each clinic's records in its own country, under that country's rules. We set this up with your clinic. wai is compliant with these rules and built for clinics in West Palm Beach. Checkout starts only once the clinic and wai have signed a business associate agreement.8
The languages Palm Beach County patients write in
498,452 county residents aged five and over speak a language other than English at home, 34.2% of that population.6 Spanish leads with 293,113 speakers, or 20.1%, followed by French, Haitian or Cajun with 97,896, or 6.7%.6 In West Palm Beach itself, 31.3% speak a language other than English, with Spanish at 19.7% and French, Haitian or Cajun at 5.8%.6
wai works in any language.9 A patient can answer intake questions aloud in any language, and the clinician reads the answers in English.10
What a demo shows in West Palm Beach
The demo opens on a Spanish WhatsApp message sent at 8:50pm by a son booking a cardiology follow-up for his mother. The Spanish draft waits in the family's thread with two open times taken from the cardiologist's Google Calendar, Outlook or Apple Calendar, and the coordinator approves it first thing.
A deposit is paid by card or Apple Pay at booking and settles in the clinic's own Stripe account, with the clinic as merchant of record.8 A WhatsApp link and a QR code at the front desk let seasonal patients book the same way.8 A patient answers the intake by voice in their own language, and the clinician reads the answers in English.10
In the room, the clinician confirms everyone's consent, then signs the drafted note and letter once edited. Bring last month's busiest Monday and see how it would have run.
For health systems, employers and insurers in Palm Beach County
Concierge networks and health plans in Palm Beach County can put booking, intake, notes and follow-up for one pathway on wai under their own name. Data, configuration and model rights sit in the contract, with the method set out on the organisations page.
Where to start
First, add an all-party consent line to the intake form and a short script for the consult room.2 Second, ask in writing where each copy of patient information is physically stored, to meet section 408.051(3), and file the answer with the data residency checklist.3
Third, put the 30-day FIPA deadlines into the breach plan.1 Fourth, count last month's enquiries by language and season, so the demo runs on the clinic's real mix. The page reflects Florida statutes as read on 15 October 2026 and is general information, so the clinic's lawyer should confirm how it applies.
Send us last month's enquiries by language, and we show the season's diary they would have filled.
Frequently asked questions
Is Florida a one-party or all-party consent state for recording?
All-party. Section 934.03 makes interception lawful when all of the parties to the communication have given prior consent.2
Can a Florida clinic's records be stored outside the United States?
Patient information held offsite in certified electronic health record technology must be physically maintained in the continental United States, its territories or Canada.3
How quickly must a Florida clinic report a data breach?
Within 30 days of determining the breach for affected individuals, and to the Department of Legal Affairs within 30 days when 500 or more Floridians are affected.1
Does FIPA apply to a clinic already following HIPAA?
FIPA deems notice given under the rules of a primary federal regulator to be compliant, provided a copy reaches the Department of Legal Affairs in time.1
Who licenses physicians in Florida?
The Florida Board of Medicine licenses medical doctors, physician assistants and anesthesiologist assistants.5
Sources
- 1Florida Legislature, 2026Florida Statutes section 501.171, security of confidential personal informationRead 15 October 2026Read source
- 2Florida Legislature, 2026Florida Statutes section 934.03, interception and disclosure of wire, oral, or electronic communications prohibitedRead 15 October 2026Read source
- 3Florida Legislature, 2026Florida Statutes section 408.051, Florida Electronic Health Records Exchange ActRead 15 October 2026Read source
- 4Florida Legislature, 2026Florida Statutes section 456.057, ownership and control of patient recordsRead 15 October 2026Read source
- 5Florida Department of Health, 2026Florida Board of MedicineRead 15 October 2026Read source
- 6US Census Bureau, 2025American Community Survey 2020 to 2024 5-year estimates, tables S1601 and C16001, language spoken at home, Palm Beach County and West Palm Beach cityRead 15 October 2026Read source
- 7US Census Bureau, 2025American Community Survey 2020 to 2024 5-year estimates, tables DP05, DP02 and S2701, Palm Beach County and West Palm Beach cityRead 15 October 2026Read source
- 8wai, 2026wai CheckoutRead 15 October 2026Read source
- 9wai, 2026wai changelog, intake answered by voice in any languageRead 15 October 2026Read source
- 10wai, 2026ChangelogRead 15 October 2026Read source
Every West Palm Beach visit confirmed, deposit taken, by morning.
Fifteen minutes with a clinician who uses wai daily, on your own enquiries and diary. We reply within one working day.
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