Platform and compatibility
What platforms does Smart Notes support?
Smart Notes is available on ACP Mobile for iOS and Android only. Web/server support is not available.
Can I use Smart Notes on the web portal or the server version of ACP?
No. Smart Notes is exclusively available on Access Care Planning Mobile (iOS and Android). The voice recording functionality requires mobile device capabilities and is not supported in web browsers or server environments. Forms created with smart notes on mobile can be viewed and edited on the web portal after submission, but the initial voice recording must be done through the mobile app.
Is Smart Notes the same technology used in Rio EPR (Electronic Patient Record) System?
Yes. We use the same secure, ambient voice platform technology as Rio.
Can I use Smart Notes offline?
No. Smart Notes v1 requires an active internet connection for all functionality:
You cannot start recording without internet (you'll see an error message)
If the connection drops during recording, you can finish, but cannot upload/transcribe.
Without internet after recording, the audio cannot be processed and may be lost if the app closes.
If the upload fails due to a poor connection:
Do not force-close the app.
Keep the app running in the background (device can be locked).
Upload will resume when the connection returns.
A 10-minute recording uses approximately 1-2 MB. We recommend Wi-Fi where possible.
Offline support is planned for a future release.
Setup and enablement
How is Smart Notes enabled for my site?
Contact your Account Manager or Customer Success Manager to request enablement.
Smart Notes is enabled at the tenant level by Access for all forms.
Form-level controls will be available with ACP 8.2.4 (mid-August 2025.)
I've requested Smart Notes, but can't see the recording option on mobile. Why?
Ensure Access has confirmed enablement is complete.
Update to the latest ACP mobile version.
Perform a regular sync (no clean sync required.)
How can I tell if a form is Smart Notes enabled?
If enabled at the tenant level, all forms will display a teal "Create Voice Recording" button at the top when opened in ACP Mobile.
Recording and draft behaviour
Can I use Smart Notes for any form?
Smart Notes is best suited for longer or more complex forms such as assessments. It's not recommended for very short or simple daily logs
However, enabling the voice-to-text functionality on your device's keyboard may allow you to dictate notes instead of typing on shorter forms, if preferred.
Can Smart Notes process more than one form at a time?
No. Smart Notes currently supports one recording per form.
Can I record a form before Smart Notes is enabled on it?
No. The feature must be enabled on the form before recording begins.
Can I still use a draft if Smart Notes wasn't enabled at the time of recording?
No. Audio is only processed if the form was Smart Notes-enabled when the recording started.
What happens if I navigate away from the app during recording?
The recording will pause automatically.
You can resume when returning to the form screen.
Does the mobile app need to stay open while uploading?
Yes. The app must remain open (or running in the background). If it's force-closed, the upload will fail and the audio may be lost.
Can I access the audio after submitting the form?
No. Audio recordings are deleted once the form is submitted and cannot be replayed or reused.
Data, reliability and uploads
What happens if my upload or transcription fails due to poor connection?
Do not close the app or form.
You can lock your device, but keep the app running.
If the app is force-closed, the recording may be lost.
How much mobile data does Smart Notes use?
A 10-minute audio file is around 1-2 MB. Longer recordings may use more. We recommend using Wi-Fi when possible.
Is the data secure?
Yes. All audio and summaries are encrypted and stored in UK-based data centres. Smart Notes is fully GDPR compliant.
Can Smart Notes translate recordings from other languages into English?
No. Smart Notes only supports English audio. We don't support translation as the output can't be reliably verified if the reviewer doesn't speak the original language. This helps reduce the risk of errors in care records.
How long can I record using Smart Notes?
Current recording limits are:
iOS (version 7.7.1+): Up to 60 minutes.
Android (version 7.7.0+): Up to 60 minutes.
⚠️Important: You cannot save a recording and start a new one on the same form. Each form supports only one recording, and closing the app will lose any unsaved recording. Plan your sessions accordingly.
Future versions will support longer recording durations.