AI & Clinic Operations

Overview

Villa Nova Medical Clinic uses modern digital tools — including artificial intelligence (AI)–supported systems — to enhance documentation quality, improve efficiency, and support coordinated patient care. These technologies are used only under clinician supervision, comply with privacy legislation, and do not replace clinical judgment.

This page outlines how AI is used in clinic operations, how communication workflows differ by provider, and what patients can expect when interacting with our digital systems.

Use of AI-Assisted Clinical Documentation

Villa Nova Medical Clinic uses approved, PHIA-compliant AI scribing tools (e.g., Mikata, Tali, Scribebuddy, or similar) to assist physicians in generating high-quality clinical documentation.

How AI Scribing Works

  • During your visit, your physician may use a microphone or device to securely capture conversation audio in real time.

  • The audio is processed instantly to create a draft medical note.

  • Recordings are not saved by the AI vendor.

  • Your physician reviews, edits, and approves the final note before it becomes part of your medical record.

What AI Does Not Do

  • Does not make diagnoses

  • Does not provide treatment decisions

  • Does not replace the clinician’s professional judgment

  • Does not store your audio or use your PHI to train AI models

Privacy, Security & Data Handling

All AI tools used at Villa Nova Medical Clinic follow:

  • PHIA (Newfoundland & Labrador)

  • PIPEDA (Canada)

  • Industry-standard encryption and privacy safeguards

Some tools may temporarily process data on secure servers outside Canada (e.g., USA). Vendors are selected based on strict security standards, and no audio or PHI is retained by the vendor beyond producing a draft note.

Patients must provide explicit consent to AI scribing, consistent with the OceanMD intake form.

Digital Communication in Clinic Operations

Different providers at Villa Nova use different communication pathways.
This section clearly outlines how to reach each physician and what channels are approved for care.

Communication Workflows:

Each physician at Villa Nova Medical Clinic uses a different communication method. Please follow the instructions below for your specific provider.

Dr. Eslier Aguilar

  • All communication for Dr. Aguilar’s patients is routed through his MOA (Lillian) using the main clinic phone number (709 834-2131).

  • Secure messaging (OceanMD) may be used for PHI-related communication when appropriate.

  • The MOA manages:

    • Appointment scheduling

    • Administrative messages

    • Day-to-day communication

    • Pap test scheduling and RN (Michelle Aguilar) clinic coordination

Dr. Martin Hurley

  • Dr. Hurley does not use the general clinic phone number.

  • He uses a private clinic phone number for:

    • Appointment inquiries

    • Non-urgent questions

    • Fast-track appointment requests

    • Administrative matters

  • Dr. Hurley does not use Dr. Aguilar’s MOA (Lillian) for patient communication.

  • Patients should expect direct communication with Dr. Hurley’s office only through his designated number or secure messaging (if applicable).

Important:
Dr. Hurley does not have a medical office assistant. Patients must use the correct communication channel to avoid delays in care.

Dr. Keihan Power

  • Dr. Power does not use an MOA or the clinic phone number.

  • He communicates exclusively through OceanMD secure messaging for all patient interactions.

  • Administrative reminders (non-PHI) may still be sent by automated SMS/email via OceanMD.

Patients must check their secure messages regularly, as this is the primary method of receiving care instructions and follow-up information.

 

You can find complete contact details for all providers using the link below

Expectations & Limitations of Digital Communication

No Real-Time Monitoring

Email, secure messages, and voicemail are not monitored continuously.
Patients should not expect immediate replies.

Not for Urgent or Emergency Concerns

Digital tools (email, voicemail, secure messages, eForms) are not appropriate for urgent issues.
For urgent or time-sensitive concerns, patients must:

  • Call 911

  • Go to the nearest Emergency Department, or

  • Visit a walk-in or urgent care clinic

When eForms Are Reviewed

OceanMD eForms are reviewed only at the time of your scheduled appointment unless otherwise specified.

Automated Appointment Reminders

Villa Nova uses OceanMD to send appointment reminders by email and/or SMS.
These reminders do not contain PHI and require explicit consent via the intake form.

Clinic Use of AI & Digital Tools in Decision-Making

AI tools assist with:

  • Documentation

  • Workflow efficiency

  • Secure communication

  • Form processing

AI tools do not:

  • Replace clinical judgment

  • Determine medical treatment

  • Override provider decision-making

How These Systems Improve Care

The use of AI and digital operations helps us:

  • Reduce documentation burden

  • Improve physician availability

  • Enhance accuracy of clinical notes

  • Support coordinated communication

  • Ensure secure handling of sensitive information