This feature will be available starting with Server version 8.2.9.2.
Before you start
Smart Notes must be enabled for your organisation. If you are unsure, speak to your system administrator.
You must have the Enable Smart Notes transcription for this form checkbox turned on in Form Settings for the form you want to optimise. The Run AI Readiness Check button will not appear until this is enabled.
You can run this on an existing form or a new form you have just started building.
Enable Smart Notes on your form
Open your form and go to Form Settings.
Find the Enable Smart Notes transcription for this form checkbox and turn it on.
The Run AI Readiness Check button will appear once this is enabled.
Run the AI Readiness Check
Click Run AI Readiness Check.
A progress bar will appear while the check runs. Do not close this dialog, the check may take several minutes depending on how many fields your form has.
Once complete, your results will appear automatically.
Review your results
Your results show three pieces of information:
AI Readiness Score - your form's current score out of 100
Projected points - the additional points your form could gain through optimisation
Score after optimisation - what your score would be once improvements are applied
Your score reflects how well your form is configured for voice transcription:
Score | Rating | What it means |
71 – 100 | Excellent | Your form is ready for Smart Notes |
41 – 70 | Moderate | Your form will work, but improvements are recommended |
0 – 40 | Low | Smart Notes accuracy will be poor — optimisation is strongly advised |
Below your score, the Fields with Gaps section lists every field where the AI has identified something that can be improved. You can expand each field to see the suggested update before applying it.
Note: A score of 71 or above is enough for Smart Notes to transcribe your form with high accuracy. Scores below 100 may reflect form design choices, such as the number of fields or field types, which are not changed by AI Optimisation.
Apply the AI Optimisation
Review the Fields with Gaps section. Expand any field to see what will be changed.
Click Apply AI Optimisation to apply all suggested improvements at once.
Note: AI Optimisation does not change the fields, layout, or questions that your healthcare assistants see when completing a form. It only affects how Smart Notes interprets their spoken responses.
Verify The Optimisation
Once the optimisation has been applied, you will see that the Smart Notes Metadata fields have been updated with the new information.
FAQ
Does AI Optimisation change the form that healthcare assistants see? No. AI Optimisation only affects how Smart Notes interprets voice input. The fields, layout, and questions on your form stay exactly the same.
Why doesn't my score reach 100 every time? Your score is made up of two parts. The first 30 points are based on whether your form's metadata is present, detailed enough, and distinct from your field instructions. The remaining 70 points are assessed by the AI, which evaluates the quality of each field's metadata across four criteria: clarity, specificity, completeness, and how well it handles edge cases. AI Optimisation writes or improves this metadata automatically. A score of 71 or above means Smart Notes will transcribe your form with high accuracy.
Can I undo the changes after applying? If you need to reverse any changes, you have the option to edit the metadata on any field you need to.
Do I need to re-run AI Optimisation if I edit the form later? Yes, if you add or change fields after running an optimisation, it is worth running the check again to make sure the new fields are also well configured for Smart Notes.
What if my form scores well already? A score of 71 or above means your form is already well configured. You can still apply improvements if you want to push the score higher, but it is not required.
The "Run AI Readiness Check" button isn't showing. Why? The button only appears once Enable Smart Notes transcription for this form is turned on in Form Settings. If you cannot see this option, check with your system administrator to confirm Smart Notes is enabled for your organisation.