Frequently Asked Questions

Kiroku uses AI-powered templates to help you write compliant dental notes 60% faster than static templates.

You can:

• Let Kiroku listen to your appointment and use the audio to generate structured notes.
• Summarise verbally after the patient leaves.
• Click through templates to record key details in seconds.

Kiroku speeds up your workflow by:

• Cutting out typing - just speak or click.
• Automatically adding actions (e.g. smoking advice if the patient smokes).
• Learning how you write notes and documents and tailoring itself to you.

Kiroku works with any practice system, and there’s nothing to install. It runs in any browser on any device. Just write your notes, click “Copy Notes” and paste them into your system. Documents from Kiroku Docs can be saved as Word or PDF files and uploaded to your records.

On a cloud-based system? Add our Chrome extension to see Kiroku and your records side by side. If you use Aerona, Dentally or Dental4Web, you can insert notes into the patient record in one click.

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Sign up for your free 14-day trial and follow the instructions. Then explore:

• the template library (inside Kiroku)
• template conversion (inside Kiroku)
• our Help Centre articles
• tutorial videos on YouTube

We also offer free onboarding calls and ongoing support. Get in touch, and we’ll help you get set up.

Static templates add generic text that needs heavy editing. Kiroku is different:

• It works the way you do. You can write notes with your voice, by clicking through templates, or with a mix of both. You can also switch from one patient to the next to suit the appointment.
• It writes patient-specific notes. Kiroku adapts your notes in real time and only adds what’s relevant to the patient. Notes are 60% faster to write than with static templates.
• It does the routine work for you. It adds actions automatically, for example, smoking advice if the patient smokes.
• It learns your style. It picks up how you write and tailors itself to you.
• It goes beyond notes. With Kiroku Docs, you can turn your notes into letters, referrals and consent forms. With Show & Tell, you can include patient explainer animations.

Kiroku is for anyone taking clinical notes: dentists, hygienists, therapists, nurses, or assistants. Each clinician should have their own account so that they can personalise their templates.

It works well in dental practices, community clinics, and hospitals. Teams often use it together: for example, dentists might record patient history while nurses or assistants add exam notes during the appointment.

Nurses and assistants can use a clinician account; no separate login is needed.

For the best results, we recommend a wireless lapel microphone that clips onto your scrubs. There are several options in our microphone blog.

Can’t use an external mic? Open Kiroku in your phone’s browser and use its built-in microphone. You can even keep the phone in your pocket. Save the note as a draft, then open it on your desktop to finish editing or copy it into your practice system. There’s a step-by-step guide in our voice notes blog.

Dental councils warn against generic templates that require lots of editing to make notes patient-specific. While templates can help with your workflow, static ones often add irrelevant or default text that needs heavy revision.

Kiroku solves this by using smart, dynamic templates combined with audio transcription and clickable options. It only adds details relevant to your patient, based on your conversation.

This means your notes are accurate, personalised, and much quicker to complete - on average 60% faster than static templates.

You can manage or cancel your trial or subscription anytime from your Kiroku account, in line with our Cancellation Policy.

Cancel within the 14-day trial period to avoid charges, we recommend not leaving it to the last minute!

Need help? Contact us via live chat, email, or WhatsApp.

Yes. Start with our library of 80+ ready-made templates and edit them however you like, as often as you like. To bring in your own templates, go to the Convert Templates page. Conversion is free.

• Paste as text: our AI creates your Kiroku template instantly.
• Upload a file (e.g. a document or image): our clinical team converts it for you.

No template? Use Freestyle mode to write your notes with just your voice.

There are three ways to use your voice in Kiroku:

• Co-Pilot: if you’re using a template, Co-Pilot listens during the appointment and fills in your notes.
• Freestyle: no template? Just speak, and Kiroku writes structured notes for you.
• Dictation: add details by voice instead of typing long sentences.

You always review and approve the note before it goes into the patient record.

Kiroku Docs turns your Kiroku Notes into ready-to-send patient letters, referrals, consent forms and reports in one click. You no longer have to write each document from scratch. You can also request and collect electronic signatures to track your consent process end-to-end.

There are over 25 Kiroku stock documents, written by our clinical team, that you can start using straight away. They include letters, referrals and consent forms.

You can edit any stock template or create a new one, from scratch or by using a previously sent document as a basis for a new template.

You can add pictures and video links, and request patient signatures.

You can send a Doc in two ways:

• As a Tracked Doc: you get read statuses and can collect electronic signatures, so there’s no need for a separate e-signature app. Make sure the “collect signature” option is turned on, either in the template or just before you finalise the Doc.
• As a PDF: for documents that don’t need tracking.

You can also save any Doc as a Word file or PDF to upload to your practice software, or print it for a manual signature.

Show & Tell is a library of short animated videos about common dental conditions and treatments. Play them to patients inside Kiroku to support education and consent.

After the appointment, you can send patients a link so they can watch again at home. Send it as a standalone link (for example, by SMS from your practice management system) or inside a Kiroku Doc.

Videos are grouped into collections such as prevention, tooth decay, gum disease, tooth wear, oral surgery and cosmetic treatment. We add new videos based on customer requests.

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Yes. Kiroku can record in your note that a video was shown, and you can add its explainer text to the Discussion section. Show & Tell works with clickable notes as well as our AI Voice notes (Freestyle and Co-Pilot), so you can show a video without interrupting your note-taking.

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On a Practice plan:

• each clinician (dentist, hygienist or therapist) has their own login, so they can personalise their templates
• billing is centralised as one subscription paid by the practice, and you choose where invoice emails go
• if you move over from an individual subscription, you keep your account, templates and previous work.

Templates can be shared with other Kiroku users.

Yes, you can try Kiroku for free for 14 days. Your card details are required, but you will only be charged when your free trial ends.

You can cancel at any time during your trial and you will not be charged. The date when your subscription starts and when payment will be taken will be displayed as part of the account creation process.

The Essential plan helps you write dental notes 60% faster with editable or ready-made templates, AI audits, and an AI Editor. You can use your voice or click to write your notes.

The Pro plan includes everything in Essential plus Kiroku Docs - create documents and send digital consents with e-signatures.

Yes.

• Undergraduates: dental, therapy and hygiene students get free access while studying. Contact us with proof of your student status.
• New graduates in the UK or Ireland (including international dental graduates): see our New Grads page.
• New graduates in Australia and New Zealand: see our graduates page.

Yes! If a friend or colleague uses Kiroku, ask them to send you their referral code. They'll need to be signed into their Kiroku account to access this.

You'll need to use this when you create your Kiroku account to get a free 30 day trial (normally 14 days). Your friend will get credit added to their account as thanks.

Yes, practice plans are paid for centrally by the practice as one subscription. You can choose where to receive invoice emails.

Yes. Kiroku is built by dentists with security and ethics at its core. We comply with UK GDPR and support HIPAA compliance for US customers. We’ve also completed the NHS England Data Security and Protection Toolkit, and we use software to monitor our compliance in real time.

Audio is deleted immediately after transcription. Your data is never shared without consent and isn’t used to train third-party AI. You’ll find more detail on our Trust Centre.

Yes, Kiroku can be used by NHS clinicians in practice, community settings and dental hospital departments.

Kiroku is compliant with GDPR, Cyber Essentials, and several NHS accreditations such as Digital Technology Assessment Criteria (DTAC), DCB0129, and the Data Security and Protection (DSP) Toolkit. We are also self-certified on the NHS England Ambient Voice Technology (AVT) Registry. More details on our Compliance page.

Yes. We work with large enterprise providers such as Google and OpenAI. All data is encrypted, and your data is never used to train third-party models. You can find out more on our Trust Centre.

Very little.

• Audio: deleted immediately after transcription. We only store the written transcript, which Kiroku uses to write your note. Transcripts are kept in line with our Privacy Policy and don’t form part of the patient record. Your practice management system remains the official record.
• Patient details: you don’t need to enter patient names or other identifiable information, so in most cases we don’t store any patient PII. Occasionally clinicians do enter names, which is why we follow UK GDPR and support HIPAA compliance for US customers.

You still need to tell patients you’re using an AI scribe. See “Do I need patient consent to use AI note-taking software?”

• Location: we store and process data on Google Cloud in London. Some AI processing takes place in the EU or globally. Our sub-processors and their locations are listed on our Trust Centre. For Australian customers, notes and Docs data are stored in Australia, in line with the Australian Privacy Principles.
• Retention: we keep user data for 11 years, in line with the NHS Records Management Code of Practice for dental records. When data is deleted, every copy is securely erased, and we don’t keep anything on paper. See our Privacy Policy for details.
• Availability: we have a disaster recovery plan, reviewed every year, and 99.993% uptime over the last 12 months. If data is ever lost, we can restore it in full from a backup without alteration.
• Your data: you can request a complete, secure copy of your data at any time.

• Encryption: all data is encrypted at rest and in transit using 256-bit AES. Emails are encrypted in transit using TLS. Our staff follow documented guidance on encryption and pseudonymisation.
• Access: our Access Control Policy sets out what data each team member can access. User logins are handled by Google Firebase Authentication.
• IT security: we run penetration testing every year. Our team uses Apple Macs with built-in antivirus and the Microsoft Defender Chrome extension. Google sign-in uses two-factor authentication, which is required for anyone with admin rights.
• Staff training: every new starter is trained on data protection and GDPR, including subject access requests and breach notification. Everyone completes refresher training each year, and our onboarding and offboarding process includes reviewing all policies.

Yes. DCB0129 is the NHS’s mandatory clinical risk management standard for manufacturers of health IT systems, and it’s a legal requirement for products used in health and social care in England. Meeting it means we’ve shown that we can identify and manage clinical risk, and that Kiroku is safe to use from a clinical perspective.

Our Clinical Safety Officer is Dr Hannah Burrow (GDC 251928), a practising dentist and Kiroku’s Co-Founder. She’s a suitably qualified clinician with a current registration and experience in clinical risk management.

Kiroku is registered with the MHRA as a Class I medical device, which means it is a low-risk device that has a minimal potential to cause harm to the user.

MHRA guidance (29 July 2026) sets out which AI scribe functions are regulated as medical devices. Kiroku can summarise medical information, write communications and provide feedback and recommendations on medical conversations. Kiroku’s notes are always reviewed and approved by the clinician.

Ambient voice technology (AVT), sometimes called an AI scribe, turns a clinical conversation into structured documentation such as notes and letters. Kiroku does this for dental appointments. It produces a draft note for the clinician to review, which can then be used to create letters.

Kiroku Ltd is a self-certified supplier on the NHS England AVT Registry. The registry is a national list, published by NHS England, that helps NHS organisations understand the capabilities, features and readiness of AVT products as they plan to adopt them. You can view the list of suppliers on the NHS England website.

NHS England's guidance says explicit consent isn't needed for direct care, but patients must be told at the start of each appointment and given a clear chance to object. If they do, carry on without Kiroku's voice notes (you can use Kiroku's clickable notes). This applies even though Kiroku deletes audio after transcription.