User Guide

Welcome to CASEy. This AI-powered tool is designed to help you capture clinical sessions and automatically generate professional documentation.

Training Video: Please watch the CASEy training video for a complete demonstration of how to use this tool.

1. Getting Started

Log In: To begin, click the "Sign in with Google" button. You must be logged in with your Concentric account to use the application.
Log Out: Click the "Logout" button at the top right at any time to securely end your session.

2. Starting a New Session

Before you can record or generate a note, you must complete the setup steps:

Client Consent: Tick the checkbox labelled "I have obtained client consent..." This is mandatory for privacy compliance.
Select Your Discipline: Choose your role from the dropdown (e.g., Occupational Therapist, Psychologist, Positive Behaviour Support Practitioner).
*Note: Selecting "Psychology" or "PBS" will trigger specialised templates tailored to those standards.
Label Your Session: Enter a label (e.g., "Client Name - Initial Assessment"). This helps you find the note later in your history.

3. Choosing 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.

Create a Prompt: Click the ✨ Create Prompt button next to the Prompt dropdown. This opens the Prompt Builder.
Name Your Prompt: Give it a descriptive name (e.g., "Weekly Team Standup" or "Intake Assessment Notes").
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.
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.
Save: Click Save Prompt to store it. Your custom prompts are saved locally in your browser and 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.

Tip: When a custom prompt is active, the Discipline dropdown is dimmed because the custom prompt overrides the discipline-based template. The output tab label will also change from "Clinical Note" to "Notes" to reflect the flexible output format.

4. Capturing Your Session

Option A: Record Audio (Recommended)

There are two main ways to record a session.
Record your client speaking to you. Note you will need a quiet room. Do not record in areas where you might capture audio from others who have not provided consent.
After your appointment, dictate what happened in the appointment to CASEy.
Select the Record Audio tab.
Click Start Recording. A timer will start.
You can click Pause if you need to step out, and Resume when ready.
Click Stop Recording when finished. The audio will automatically upload and transcribe.

Option B: Paste a Transcript

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

Option C: Upload an Existing File

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

Important Processing Instructions: Whether you record, paste, or upload, it is critical that you do not shut down your computer, close the browser tab, or disconnect from the internet while CASEy is processing. The application requires an active connection to successfully generate and return your clinical notes. Please wait until the "Processing Your Notes..." screen disappears.

5. Reviewing Your Notes

Once processing is complete, the "Generated Notes" section will appear with two tabs:

Tab 1: Clinical Note / Notes: This is the formal documentation (SOAP note, Assessment, etc.) ready for your records system. When using a custom prompt, this tab is labelled "Notes".
Tab 2: Full Summary: This is 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.

Tip: You can click the Copy Active Tab button to instantly copy the visible text to your clipboard.

6. Managing History

Your sessions are saved locally in your browser's "My Notes" history sidebar.

View Past Notes: Click any item in the list to reload the note and summary.
Edit Label: Click the pencil icon (✏️) to rename a session.
Delete: Click the bin icon (🗑️) to permanently remove a note from your history.

7. Troubleshooting & Safety

Idle Timeout: For security, the app will log you out after 30 minutes of inactivity.
Upload Failures: If an upload fails (e.g., poor internet), a "Retry" bar will appear. Do not refresh the page until you have clicked Retry Upload.
Emergency Recovery: If the interface freezes, you can click the main "CASEy" logo at the top left. This triggers a manual check for any saved recordings that haven't been uploaded yet.