Before you start
Smart Notes is a voice-to-text tool built into the Access Care Planning mobile app. It records a conversation, converts the spoken words into text, and uses that to help fill in a care form.
You review everything before it is submitted. Nothing is saved without your approval.
For a full overview of how Smart Notes works, see the Smart Notes guide.
Confirm consent in the app
You must confirm the client's consent before any recording begins. The app prompts you to do this before the recording starts.
If the client would prefer not to be recorded, you complete the form manually as normal. There is no pressure and no consequence for declining.
Introduce Smart Notes to a client
Keep it simple. You do not need to use technical language.
Here is a suggested way to bring it up:
"I'd like to use a voice-to-text tool on my phone today while we chat. It listens to our conversation and helps me fill in your care notes. I check everything before anything is saved. Are you happy with that?"
Answer common Client questions
"Will anyone else hear the recording?"
No. The recording is processed securely and then deleted once the care form has been filled in. No one outside your care provider's authorised team can access it.
"Where does the recording go?"
It uploads securely, the written notes are generated, and the recording is then permanently deleted. Only the completed care form remains.
"Is it stored somewhere?"
No. Once the form is submitted, the audio is deleted automatically and cannot be accessed again.
"Who can see what was said?"
Only the healthcare assistant who made the recording and your care provider's authorised team can see the completed form. This is the same access they have to all care records.
"I don't want to be recorded."
That is absolutely fine. The form will be completed manually instead, and care continues exactly as normal.
Support a client who is unsure
Some clients may want time to think about it. Complete the form manually and give them the space to revisit it on a future visit if they choose.
You can reassure them:
It is their choice on every visit, with no pressure either way.
They can change their mind at any time.
Saying no does not affect the care they receive.
A note on the word "AI"
Some clients feel uncertain when they hear the word "AI." You do not need to use it. "Voice-to-text" or "voice notes" describes what Smart Notes does just as accurately and tends to feel more familiar in conversation.
What Smart Notes does not do
It does not make any decisions about care.
It does not contact a GP, hospital, or any external organisation.
It does not keep a copy of the recording after the form is completed.
It does not share client information with third parties.
It does not use client data to train AI systems.
For more on data security, see the Smart Notes FAQ.
Key points to remember
Consent is confirmed in the app before every recording.
Declining is always an option, with no consequence for the client.
The recording is deleted once the form is filled in.
Only the completed care form is kept.
You review and approve everything before submitting.