Meeting & Case-Notes AI Assistant — Requirements Overview

Overview

From a recording to notes you can actually use

Building on your feedback, this is the full scope of the assistant: the core loop from record to export, the template system that shapes every recording into the documentation your team actually uses, and everything around it, records, review, users, and hosting. Deliberately no pricing or timelines here, this is purely about locking down what the system will do. The wider vision, a multi-provider platform you could resell, stays held for a later phase.

surfaces: a mobile app and a web platform

pre-built templates, plus build-your-own

per-use third-party AI fees

data kept in a UK region

How it works

The core loop

From the moment a session is recorded to a finished document in your records.

1 Record

A team member records a call, meeting, or supervision session, on their phone or from the browser, and picks the session type it belongs to.

2 Transcribe

The recording is transcribed to text automatically in the background.

3 Structure into your templatethe core

The AI populates the right template's fields from the transcript, an assessment, a keywork note, an MDT record, with the agenda and action items pulled out. Not generic minutes, your actual form.

4 Review with the assistant

The assistant flags anything it was unsure it heard correctly and asks you to confirm or correct it, then updates the document.

5 Save & export

The finished document is saved to your records and can be exported as PDF or Word.

1 · Capture & transcription

Getting audio in, and text out

Record audio in the mobile app (start, stop, pause, with a live duration) or from the web platform in any browser.
Import an existing audio file recorded elsewhere and process it the same way.
Offline capture on mobile: record with no signal, and it uploads automatically once back online.
The user chooses the session type / template for each recording.
Automatic transcription using self-hosted, open-source speech-to-text, so there are no per-use fees. It runs in the background with a clear processing / ready status, and handles longer recordings in UK English.

2 · The template system

Built around how you work

The essential requirement: pre-built templates for the full range of work you deliver, each fully editable, with the freedom to build entirely new forms yourselves.

Meetings

Intervention sessions

Mentoring

Assessments

Daily keywork sessions

Direct work

Review meetings

MDT meetings

Edit any template

Add, remove, rename and reorder fields, change labels, and set which fields are required, so each form matches exactly how your team documents.

Build your own

Create brand-new forms from scratch with a mix of field types, short text, long notes, dates, checklists, and single or multi-select options, so the system scales as your practice evolves, without needing us for every change.

Editing a template does not change documents already saved against the old version, past records stay exactly as they were finalised.

3 · AI structuring & review

The assistant does the writing, you stay in control

The AI reads the transcript and intelligently populates the template's named fields, pulling the right content into the right place (attendees, objectives, key points, actions, review dates), rather than just pasting the transcript in.
It extracts action items and the agenda / topics covered as structured items.
The models are self-hosted and open-source, so your audio is never sent to a third-party consumer AI service and there are no per-use fees.
Human-in-the-loop review: the assistant flags anything it was not confident about and asks you to confirm or correct it, the same back-and-forth you would have with a good note-taker.
You can directly edit any field before finalising.

4 · Records & export

A living record, not just a one-off document

Every finished document is saved in the app as a searchable record, not export-only.
Find past records by date, session type, subject / service-user, or keyword, organised so you can browse either by service-user or by session type.
Open, view, re-edit and re-export any past record.
Export the finished document as PDF or Word, formatted to match the template.

5 · Users, platforms & hosting

Who uses it, and where it runs

Multi-user: each team member logs in with their own account.
Basic roles: an admin who manages templates and settings, and staff who record and document.
Two surfaces: a mobile app for recording on the go, and a responsive web platform for recording, reviewing and finalising at a desk, both running off the same AI.
Hosting: cloud-hosted in a UK region for this build, with the self-hosted open-source AI running on our server for processing and storage.

Privacy & compliance

Honest about scope

Care documentation is personal and, in places, special-category health data. The system is built with privacy-by-design foundations: encryption in transit and at rest, access controls, and data kept in a UK region. To be clear, a first build on these foundations is not the same as formal certification. Full alignment with UK GDPR and Data Protection Act obligations is a dedicated workstream we would scope with you as the product matures, not something claimed as done in a first build.

Held for later

A clear line around this phase

Kept for a later phase, noted here only so the boundary is explicit.

Fully on-premise / local-only AI hosting.
Integrations with your existing systems.
Advanced AI features: automatic summaries, risk flags, speaker separation.
Reporting and analytics dashboards.
The multi-provider platform you could resell to other practices.
Formal compliance certification.

To confirm together

A few choices that shape the build

Everything above is the proposed scope. These few points are worth deciding together so it fits your practice exactly.

Platforms: launch the mobile app on iOS, Android, or both?
Team size to start: a single user, a small pilot team, or the whole practice from day one?
Records: organised primarily around the service-user, around the session type, or both?
Anything in the templates or workflow above you would add, remove, or change.

Next step

Let's finalise the scope first

The most useful thing now is to agree exactly what this build includes, then land on the right plan and price together.

Confirm the requirementsWalk through this together, decide the few open choices above, and lock what the build must include.

Agree the plan and a price that fits itWith the scope settled, we align on the approach and a price point that reflects the real work, no surprises on either side.

Begin the buildOnce scope and plan are agreed, development starts and we keep you updated through to a working system.