Can I use this tool for this?

All 4 APIE StagesLens: Accountable Use & GovernanceAll 6 Nursing Fields

1. Which Tool?

Distinguishes approved clinical AI, work Microsoft Copilot, and personal/unknown chatbots.

2. Which Information?

Enforces the zero patient-identifiable data rule outside approved clinical systems.

3. Which Purpose?

Returns an instant Green / Amber / Red decision with next steps aligned to the NMC Code.

Answer three questions about the tool, the information and the purpose to get quick guidance. The helper is a starting point. Your organisation's policies come first, and if they say something different, follow them.

1. Which tool?

Microsoft Copilot (Chat or licensed) on my NHS or university work accountChatGPT Edu/Enterprise, Claude for Education/Enterprise, or Google Workspace Gemini provided by my university or employerAn AI tool my organisation approved for a specific clinical purpose (for example an AI scribe)ChatGPT, Claude, Gemini, NotebookLM, Perplexity or Copilot on a personal or free accountI'm not sure whether it's approved

2. What information will it see?

No personal information: general, published, synthetic or my own non-personal materialAnonymised or aggregated information (no names, no small numbers)Information that could identify a patient, service user or family memberInformation that could identify a colleague (for example HR, rotas, feedback)

3. What is it for?

Drafting, summarising or organising (emails, documents, templates)Learning, teaching, literature search or practising with synthetic scenariosInforming a decision about a real person's careRecording or transcribing a conversation with a patient or family

Answer all three questions to see the guidance.

How the helper decides

Green · Safe to Proceed with Checks

Work Copilot or Approved Tool + Non-Identifiable Data

• Drafting generic templates, study materials, or plain-English guides using public or fictional details.
• Using your work Microsoft 365 Copilot account for non-identifiable administrative work, checked line by line.

Amber · Pause & Check Governance

Unclear Tool Approval or Sensitive Context

• Check with your line manager, Practice Supervisor, or Information Governance (IG) team before proceeding.
• Verify whether a local DCB0160 safety case and DPIA exist for the specific clinical workflow.

Red · Stop Immediately

Patient Data in Unapproved Tools or Unassured Clinical Decisions

• Never type patient, family, or staff details into personal or free AI tools (even if names are removed).
• Never record conversations or make clinical/triage decisions with a general chatbot.

See also Guardrails for nurses and the safe use checklist.