Preceptor emails, consent, and how to object

With your spoken consent, a resident recorded your verbal feedback, reviewed the note DebriefMD drafted from it, and sent you a copy. That is the only reason DebriefMD ever emails a preceptor, and the only kind of email we send: the finished coaching note, from a debrief you were part of. We do not email preceptors when an assessment is generated, only when the resident sends the note.

Two things. The finished coaching note as a PDF, which is a structured version of your own words. And the de-identified transcript of the conversation, with patient identifiers already removed. It never carries the audio, and never the resident’s private self-ratings. The resident reviewed and approved every line before it was sent.

The resident consents at capture, on a consent screen shown before every recording. Your verbal consent to being recorded is asked by the resident before recording starts, and their attestation of it is documented with the debrief, and the email’s footer says so. The preceptor, having no account, never had a consent screen, which is exactly why the email carries a privacy notice and a way to object, rather than assuming silence means yes.

Every email to a preceptor carries a Stop sending DebriefMD email to this address link in its footer. One click, no account, no sign-in, and no waiting for us: the address goes on a suppression list that every DebriefMD email is checked against before it is sent. Because the coaching note is the only email DebriefMD sends preceptors, that one click stops all of it. The page tells you what will stop before you press anything. It shows nothing about the resident or the debrief, so a forwarded email gives nothing away.

Beside it is a Report a problem link, for the cases that need a person rather than a switch: you didn’t work with this resident, or something about the email concerns you. A person reads every report and follows up. Reporting a problem does not by itself stop the emails. The link above does that.

You can also write to hello@debriefmd.ca directly, or see the privacy policy for the full picture of how DebriefMD handles personal information.

Your preceptor sees only what you send them: the note you reviewed and approved, with the de-identified transcript. They are not told when an assessment is generated, they have no account, and they cannot open your session. Your self-ratings, if you chose to enter them, are private to you and are never exported or emailed to anyone.