User Guide

Welcome to CASEy. This AI-powered tool is designed to help you capture clinical sessions and automatically generate professional documentation. Record a session, dictate after one, upload a file or paste a transcript — CASEy transcribes it and writes a structured note in the format your discipline uses.

1. Getting Started

• Log In: Click Sign In with Google at the top right. You must be signed in with your Concentric Google account to use the application.
• Log Out: Click Logout at the top right at any time to securely end your session.
• Help & feedback: User Guide opens this page in a new tab, and Provide Feedback opens a short form — please use it to tell us what's working and what isn't.

2. Setting Up a Session

Before you record or generate a note, complete these three setup steps:

1. Select Your Discipline: Choose your role from the dropdown — Occupational Therapist, Physiotherapist, Speech Pathologist, Exercise Physiologist, Dietitian, Psychologist, or Positive Behaviour Support Practitioner.
   *Note: CASEy remembers your selection for next time.
2. Choose Your Prompt: Select "Default (Discipline-Based)" or one of your custom prompts.
   *Note: CASEy remembers your selection for next time.
3. Label Your Session: Enter a label (e.g., "Client Name - Initial Assessment"). This helps you find the note later in your history. You can rename it afterwards at any time.

3. Choosing or Building a Prompt

CASEy offers two ways to control how your notes are generated:

Default (Discipline-Based) Prompts

By default, CASEy uses a built-in prompt tailored to your selected discipline. Simply leave the Prompt dropdown set to "Default (Discipline-Based)" and the system will automatically use the appropriate clinical template (e.g., SOAP notes for allied health, PBS-specific sections for Behaviour Support, or Psychology-specific risk assessment and MSE headings).

Custom Prompts

If the default templates don't suit your needs, you can create your own custom prompts for any use case — meeting minutes, intake assessments, project standups, or any other documentation style.

1. Create a Prompt: Click the ✨ Create Prompt button next to the Prompt dropdown. This opens the Prompt Builder.
2. Name Your Prompt: Give it a descriptive name (e.g., "Weekly Team Standup" or "Intake Assessment Notes").
3. Write Your Instructions: In the Prompt Instructions box, describe what you want CASEy to do with the transcript — what sections to include, what tone to use, what to focus on or ignore.
4. Use the AI Assistant (Optional): The right-hand panel offers two AI tools:
   • Generate with AI: Describe what you need in plain language and let the AI write a full prompt for you.
   • Improve My Prompt: Paste or write your own prompt, then click this to have the AI review and enhance it.
   When the AI produces a suggestion, click ✓ Use This Prompt to apply it.
5. Save: Click Save Prompt to store it. It will appear in the Prompt dropdown for future sessions.

Managing Custom Prompts

• Select: Choose any saved custom prompt from the Prompt dropdown before starting a session.
• Edit: Select a custom prompt and click ✏️ Edit to update its name or instructions.
• Delete: Select a custom prompt and click Delete to permanently remove it.

4. Capturing Your Session

Option A: Record Audio (Recommended)

1. Ensure you are in a quiet room and have obtained client consent.
2. After your appointment, dictate what happened in the appointment to CASEy, or record your client speaking directly.
3. Select the Record Audio tab.
4. Click Start Recording. This will trigger a two-step confirmation:
   • Step 1 (Prompt Confirmation): Verify that the correct prompt (Default or Custom) is selected.
   • Step 2 (Client Consent): Tick the checkbox to confirm you have obtained client consent. This is mandatory for every session.
5. Once consent is ticked, the recording starts and a timer will appear. CASEy keeps your screen awake while recording so your device doesn't sleep mid-session.
6. You can click Pause if you need to step out, and Resume when ready.
7. Click Stop Recording when finished. The audio uploads and then transcribes automatically.

Option B: Upload an Existing File

1. Select the Upload File tab.
2. Click to select your audio or video file (e.g., .webm, .mp3, .m4a, .mp4, .wav, .ogg, .flac).
3. Click Upload and Process to begin transcription and note generation.

Option C: Paste a Transcript

1. Select the Paste Transcript tab.
2. Copy text from another source (e.g., Google Meet transcript, Telehealth captions).
3. Paste it into the text box and click Generate Notes from Text.

5. What Happens After You Press Stop UPDATED

There are two stages, and they have different rules about leaving the page.

Stage 1 — Uploading (keep this tab open)

If you recorded or uploaded audio, the file is sent from your browser to our secure storage. A progress bar shows how it's going and the status reads "Uploading Audio — Please Keep This Tab Open". Closing the tab or losing internet during this stage will lose the recording, so please wait for the upload to finish. If you try to close the tab, your browser will warn you.

Stage 2 — Processing (you can close the tab)

Once the upload finishes, transcription and note generation happen on our servers, not in your browser. This means you can safely close the tab, lock your laptop, or go to your next appointment. Your note keeps generating and will be waiting for you in My Notes when it's ready.

• While it's working, the session appears in My Notes straight away with a ⏳ Processing… badge.
• When it finishes, the note appears automatically — if you're still on the page it will pop into view without you doing anything; if you left, just sign back in and click the session in My Notes.
• If something goes wrong, the session is marked ⚠️ Failed. Click it to see the reason.

6. Reviewing and Copying Your Notes

Once processing is complete, the "Generated Notes" section shows three tabs:

• Clinical Note: The formal documentation (SOAP note, assessment, PBS or Psychology sections, etc.) ready for your records system.
• Full Summary: A detailed, chronological summary of the entire conversation. Use this to double-check specific details that might not belong in the formal note but are important to remember.
• Full Transcript NEW: The complete, word-for-word transcript CASEy worked from. Use it to verify exactly what was said, or to check a detail the note and summary don't cover. The transcript is stored with the session, so it's still there when you reopen the note later.

Copying into your care management system

• Copy the whole tab: Click 📋 Copy in the toolbar to copy everything on the tab you're currently viewing — note, summary or transcript.
• Copy one section NEW: Every heading in the Clinical Note has its own small Copy button beside it. Use it to copy just that section — for example only the Objective or only the Plan — straight into the matching field in your system. Copying a parent heading takes its sub-sections with it.

7. Improving a Note NEW

You don't have to accept the first draft. Three tools in the notes toolbar let you refine the output — they're available on new notes and on any note you reopen from My Notes.

💬 Ask CASEy

Ask for a change to the note in plain English, review what CASEy proposes, then decide whether to keep it.

1. Click 💬 Ask CASEy.
2. Describe the change you want — for example "make the Plan more concise", "add a risk assessment section", "use more formal language", or "remove the client's name".
3. Click Suggest changes. CASEy shows a summary of what it changed and a preview of the revised note.
4. Click Apply changes to replace your note (the saved version is updated too), or Discard to reject it and try a different instruction.

↶ Undo

Changed your mind after applying an Ask CASEy revision? Click ↶ Undo to restore the previous version of the note. Undo covers the most recent applied change.

🔄 Re-run

Because CASEy stores the full transcript, you can regenerate a note in a different format without recording anything again.

1. Change the Discipline dropdown, or select a different custom prompt.
2. Click 🔄 Re-run and confirm.
3. CASEy generates a new note from the same transcript. Your original note is kept — the re-run is saved as a separate entry in My Notes, so you can compare the two and delete the one you don't want.

8. My Notes

Every session is saved against your login and listed in the My Notes panel on the right, newest first, showing the label, discipline and date. The list updates live — you don't need to refresh.

• View Past Notes: Click any item to reload its note, summary and full transcript.
• Status at a glance: ⏳ Processing… means the note is still generating; ⚠️ Failed means it didn't complete — click it to see why, then re-record or paste the transcript to try again.
• Edit Label: Click the pencil icon (✏️) to rename a session, then press Enter.
• Delete: Click the bin icon (🗑️) and confirm to permanently remove a note.

9. Troubleshooting, Safety and Privacy

Always review before you file

CASEy uses AI and may make mistakes, including occasionally stating something that wasn't said. You remain responsible for your clinical documentation — read every note in full and correct it where necessary before it goes into a client record.

Common issues

• Idle Timeout: For security, CASEy warns you after 30 minutes of inactivity and logs you out shortly afterwards. Moving the mouse or typing resets the timer. You are never logged out while a recording is in progress.
• "Microphone access denied": Your browser has blocked the microphone. Allow microphone access for the CASEy site in your browser's address-bar permissions, then start the recording again.
• Upload interrupted: If your connection drops while the audio is uploading, the recording can't be recovered — start the session again. Processing, by contrast, is safe to leave (see section 5).
• A note is stuck on ⏳ Processing…: Long recordings take longer; leave it and check back. If it hasn't completed after a while, or shows ⚠️ Failed, use Provide Feedback to let us know.
• Notes or custom prompts not appearing on another device: Confirm you signed in with the same Google account.

Privacy and consent

• Client consent must be obtained before every recording — CASEy requires you to confirm this each time.
• Audio, transcripts and notes are stored in Concentric's Australian Google Cloud environment and are visible only to your account.
• Only enter information you are authorised to record, and follow your usual organisational policies on client data.

CASEy v2.0 — if something in this guide doesn't match what you see on screen, please use the Provide Feedback button to tell us.