Purpose
AI Form Summarization fills matching form fields from spoken, typed, or uploaded audio input. Suggestions appear directly on the form, remain clearly marked, and are not saved until you choose a save action.
Where It Is Available
Client Profile > Care Assessment
Client Profile > Forms (Web Forms)
Caregiver Profile > Forms (Web Forms)
Prospective Client > Assessment and Forms
Custom Web Forms created by your agency
Not available yet Caregiver Web Portal and Caregiver Mobile App.
Before You Begin
Your role must have the appropriate AI Form Summarization access under Settings > Roles for the area you are using. Available permission levels are Full Access, Read Only, and No Access.
Open the form you want to complete.
For voice dictation, allow microphone access in your browser or device settings.
For audio upload, prepare an MP3, M4A (AAC), WAV, AMR, 3GP, OGG, or WEBM file no larger than 100 MB. Uploaded audio is used to create the transcript and is not stored afterward.
Open Fill Form with AI
Open a supported form.
Select Fill with AI in the form footer.
Choose Record/Dictate or Upload Audio. Record/Dictate is selected by default.
If you switch modes after adding content, confirm the change. Switching modes discards the content in the other mode.
Option 1: Record, Dictate, or Type
On the Record/Dictate tab, select Start Recording and begin speaking. Your words appear in the text box. You can also type directly into the box.
Edit the text at any time before, during, or after recording. The text box supports up to 50,000 characters.
To stop, select the recording button. Recording also stops automatically after about eight seconds of silence.
Move between form sections if needed. Recording can continue while you work in another section.
When the input is ready, select Generate Suggestions.
Clear Text Clear Text immediately removes all text from the input box and cannot be undone.
If Voice Dictation Is Unavailable
If the browser does not support voice dictation, the microphone option is hidden and the panel displays an explanation. If microphone access is denied, allow access in browser or device settings. You can still type into the Record/Dictate box or use Upload Audio.
Option 2: Upload Audio
Select Upload Audio.
Select Choose an audio file and choose a supported file.
Wait for the upload to finish. For larger files, monitor the upload progress.
To select a different file, select Change. To remove the file, select Remove.
Choose one of the following: select Send for Transcription to review a read-only transcript first, or select Generate Suggestions to transcribe in the background and continue directly to suggestions.
If you transcribe first and need to correct the transcript, select Copy, paste the text into Record/Dictate, and edit it there.
Select Generate Suggestions.
Generate and Review Suggestions
Select Generate Suggestions. A progress bar appears while AI processes the input.
You may minimize or close the panel while processing continues. The form does not change until processing is complete.
Review the suggestions directly on the form. AI-filled fields have a purple outline and a sparkle icon beside the label.
Use the number displayed on each section tab to identify sections that contain suggestions.
Select the sparkle icon or field label to switch between the AI suggestion and your original value. When your value is displayed, the purple outline is removed and a restore icon appears.
Edit AI-filled fields as needed. The AI suggestion remains available for selection.
Review suggestions across every section before saving.
Regenerate or Remove Suggestions
Select Regenerate with AI to reopen the panel, add more input, and generate suggestions across the entire form. All input provided during the session is used.
Select Remove Suggestions to remove all AI suggestions and restore the original values. Confirm the removal when prompted.
Save the Form
Back and Next move through the form but do not save it.
Finish Later and Summary save the form. If AI suggestions are pending, confirm that they should become part of the saved data.
If you leave with unsaved changes or pending suggestions, respond to the confirmation prompt.
Not Supported in This Release
Goals and Medication tabs in the standard assessment
Address, Contact, and Phone tables
Photos
Signatures
PDF Forms
Input that does not match a supported field on the form
Best Practices
Speak or type specific, organized details that correspond to fields in the form.
Review every purple-outlined field before saving.
Use section suggestion counts as a review checklist.
Transcribe first when you want to inspect an audio recording before creating suggestions.
Use Regenerate with AI after adding information that was missing from the first input.
Save with Finish Later or Summary before leaving the form.
Advantages and Considerations
Advantages | Considerations |
Accepts live dictation, typed notes, or an audio file. | AI can make mistakes and requires review. |
Applies one input across the whole form. | Some tabs, tables, and content types are not supported. |
Lets users switch between AI and original values. | Switching input modes can discard content. |
Audio uploads are not stored after transcription. | Only supported file formats up to 100 MB can be uploaded. |
Common Scenarios
Dictating assessment information directly while completing a client form.
Uploading a call recording and reviewing the transcript before generating suggestions.
Using one recording to populate matching fields across several form sections.
Regenerating suggestions after adding more details.
Removing all suggestions and returning to the original form values.
Troubleshooting
The microphone is not shown: The browser may not support voice dictation. Type in the box or use Upload Audio.
Microphone access is denied: Allow microphone access in browser or device settings, or use typed input or Upload Audio.
Nothing matched: Add more detail or try a different recording, then generate suggestions again.
Something went wrong: Try generating suggestions again.
The transcript contains an error: Select Copy, paste the text into Record/Dictate, and edit it.
A field was not populated: Confirm the field is supported and that the input clearly includes matching information. Enter the value manually if needed.
Suggestions are missing after leaving the form: Back and Next do not save. Use Finish Later or Summary to save.