Responsibility and Limitation
This is a reference page. It describes Actera's role, limitations, and responsibilities in the use of artificial intelligence (AI) in dental practices. The text is written to be used as a public point of reference for clarifications within the clinic, for patients, in dialogue with suppliers, and in response to questions from the media or oversight bodies.
Version: 1.1
Date: January 12, 2026
Date: January 12, 2026
1. Purpose
The purpose of this page is to:
- clarify what Actera delivers and what Actera does not deliver
- clarify where responsibility lies in the use of AI in the dental clinic
- reduce the risk of misunderstandings, blurred responsibilities, and unrealistic expectations
- establish a common language for what "governance" and "documentation" mean in practice
Actera is established to provide dental clinics with structure, oversight, and documentation around AI usage. Actera does not take on clinical, legal, or operational responsibility within the clinic. Actera functions as a governance and documentation layer around the clinic's own practice so that responsibility can be clearly placed and explained consistently.
2. Actera’s Role
Actera provides governance, frameworks, and documentation related to the use of AI in dental practices. Our role is to assist the clinic in precisely describing their AI use: what is used, where it is used, who is responsible, and what boundaries apply.
In practice, Actera's deliveries typically include:
- mapping how AI is actually used in the clinic's clinical, administrative, and commercial work
- structuring AI use in an overview that is decision and management-focused (not a technical specification)
- establishing clear roles, lines of responsibility, and decision flows related to AI use
- developing guidelines for what AI can and cannot be used for, including requirements for human oversight
- principles and routines for human oversight, intervention, escalation, and halting of AI use in case of uncertainty
- documentation structure that can be reviewed and explained when questions arise from patients, media, or oversight bodies
- guidelines for patient communication that is honest, understandable, and consistent with the clinic’s practice
Actera is independent of suppliers and does not deliver, sell, or operate AI tools. Actera does not take on the role of "approver" of tools, and Actera's documentation should not be understood as a recommendation of specific technologies.
3. What Actera Does Not Deliver
To avoid ambiguity, the following is always outside of Actera's delivery and responsibility:
- clinical assessments or treatment decisions
- diagnostics, interpretation of X-rays, or medical data
- approval, validation, or recommendation of clinical AI tools
- replacement of the dentist's professional judgment
- legal assessments, interpretation of laws, or legal assistance
- technical implementation, operation, development, or integration of AI systems
- modifications to patient records or clinical systems
- receipt of patient records or processing of patient-identifiable health information as a main rule
Actera delivers governance and documentation – not treatment, technology, or legal services. Where Actera describes requirements, boundaries, and responsibilities, these are formulated as practice-oriented guidelines, not as legal conclusions.
4. Clinic's Responsibility
The clinic is at all times responsible for:
- all clinical decisions and treatment outcomes
- correct use of AI tools in practice, including assessing when AI should not be used
- internal training, compliance, and quality assurance of practice and routines
- compliance with applicable laws and internal guidelines
- final approval of guidelines, procedures, and operational practice
- patient communication and information duty where relevant
- selection and use of third-party suppliers, including agreements, settings, and access management
AI is a support tool. Clinical responsibility cannot be transferred to a tool – and is not taken over by Actera. Even when AI is used for decision support, the final professional judgment lies with the treating dentist and clinic.
5. No Guarantees
Actera provides no guarantees for:
- clinical results or treatment outcomes
- absence of errors, deviations, or incidents related to AI tools
- that the clinic will not receive questions, complaints, or oversight
- that the clinic’s practice will always be evaluated the same way by all stakeholders (patient, media, oversight, supplier)
- how third-party AI tools function, are updated, trained, classified, or used
Actera's deliveries provide the clinic with structure and documented oversight, but cannot eliminate risk, replace clinical judgment, or ensure specific outcomes. Documentation is a tool for clarity and traceability – not a guarantee that incidents will never occur.
6. Role and Limitation of Documentation
Actera's documentation is designed to be:
- understandable for management and staff
- traceable over time
- suitable for explaining practice when questioned by patients, media, or oversight bodies
- clear on roles, responsibilities, boundaries, and decision lines
Documentation is a description of frameworks and practice at a given time, based on information shared by the clinic and decisions the clinic makes. It is not a confirmation of legality, medical quality, or technical correctness, and does not replace the clinic's own judgments.
Where the documentation refers to "control," this means organizational control: clear lines of responsibility, human oversight, and documented practice. It does not mean that technology is infallible or that deviations cannot occur.
7. Information and Data Minimization
Actera's main principle is not to process patient-identifiable health information. Deliveries can normally be carried out based on:
- descriptions of workflows and routines
- overview of AI tools and usage areas
- anonymized or generic examples when needed
The clinic is responsible for assessing what information is shared and for anonymizing information before sharing if necessary. Any deviations from this (e.g., where Actera under special agreement must process personal data) must be clearly agreed upon in writing in advance.
8. Limitation of Liability
Actera cannot be held responsible for:
- clinical errors, treatment outcomes, or patient injuries
- errors or shortcomings in third-party AI tools, including updates, model changes, or supplier practices
- misuse of AI tools in the clinic
- non-compliance with guidelines after deliveries have been handed over
- decisions made by the clinic based on its own judgment or practice
- changes in regulations, supervisory practices, or technological developments after delivery
- consequences of incomplete, incorrect, or insufficient information provided to Actera as the basis for documentation
Actera's responsibility is limited to what is explicitly stated in the agreed delivery. Where Actera delivers suggestions for structure or wording, the clinic is responsible for the final approval and actual implementation.
9. Updates and Changes
AI usage, roles, and systems change over time. If the clinic:
- adopts new AI tools or changes the use of existing tools
- changes work processes, patient flow, or documentation routines
- changes roles, lines of responsibility, or decision authority, the clinic must ensure that its own documentation and practice remain correct and relevant. Documentation that is not updated with actual changes will gradually lose value as a basis for governance.
With active membership, changes are managed within agreed frameworks, ensuring that structure and responsibility do not become diluted as the clinic evolves.
10. Contact for Clarification
If the clinic is uncertain about what is included in Actera's delivery or where the boundaries of responsibility lie, this should be clarified in writing. Clear clarifications early reduce the risk of unrealistic expectations and contribute to consistent practice over time.
Actera
Governance and documentation for responsible AI use in oral health
Governance and documentation for responsible AI use in oral health