This guide is to help account owners set up splose AI, and test out its features to see how splose AI can save your practice hours.
What is splose AI?
splose AI is a set of AI-powered features within splose that help you streamline clinical documentation and reduce administrative burden, saving you hours!
The splose AI window is accessible on the calendar, when writing a progress note and when creating a letter.
Data security
splose AI:
Never stores your data or uses it for training
Keeps all data in Australia
Complies with Australian privacy, NDIS standards
Important:
Practitioners must always obtain client consent before recording a session.
It is essential to always review AI output as splose AI can make mistakes.
Before You Start
Only account owners can subscribe to and activate splose AI
How to get the most out of splose AI:
Add your team to ensure they can access splose AI
Before using splose AI in your normal workflow with actual clients, we recommend you familiarise yourself with splose AI first by using it with a test client
Train your team up and check in with them as they use splose AI
Set up splose AI
1. Activate splose AI subscription
A splose AI subscription can only be activated by an account owner.
Go to Settings, then splose AI
Click the Subscribe to splose AI button
You’ll then be prompted to select practitioners to be added the subscription
When ready, click Start your free trial
2. Manage splose AI settings & preferences
splose AI settings & preferences can only be managed by an account owner.
If needed, you can set your preferences for the workspace availability of splose AI features:
Go to Settings, then splose AI
Here you can access and adjust your splose AI preferences.
This includes enabling or disabling access to splose AI in progress notes, the calendar, and the splose AI email assistant.
You can also set additional preferences:
For example, if your practice wants a copy of recorded sessions saved to each client's file, under ‘splose AI - progress notes’ toggle Save recording to client file ON.
OR for the calendar, set the Include cancelled appointment slots in splose AI for calendar toggle ON and cancelled appointments will show up as available session times.
3. Set staff access to splose AI’s settings & preferences
Access to splose AI’s settings and preferences is determined by access assigned to a role type.
Once this is set up, any team member assigned a role with access to splose AI’s setting’s & preferences will be able to save prompts and AI blocks to the library for themselves and others to use.
A benefit of this is that the user roles given access (especially practitioners) can then be responsible for refining saved prompts as they're using them, and achieve better outcomes over time.
To set access to splose AI settings & preferences:
Go to Settings > Permissions & roles
On the permissions & roles page, click the three dots (•••) in the Actions column and then Edit.
Then under ‘Settings’ tick splose AI
Test out splose AI
We highly recommend that you first test out splose AI and familiarise yourself with its features before using it in your workflow.
To test splose AI:
1. Create a test client
Once splose AI is set up in your account, we recommend you create a test client to use while familiarising yourself with what it can do.
Giving the client a brief treatment history will provide splose AI with more context to work with when you go to generate any documentation.
Alternatively, if you’re happy to do so and your workspace permissions allow, you can use a real client with an existing progress note history.
2. Transcribe a session with Voice to text
Test out voice-to-text by recording a dummy session with a client or dictating a quick summary of a session and see the recorded audio transcribed in seconds.
Click the purple microphone icon to see your transcription and dictation options, and start your recording.
See how to use voice-to-text here.
3. Use the Ask splose AI chat
Experiment with prompts to draw key information from the transcribed session, and any previous progress notes or uploaded files, to generate the information you need.
You might prompt the chat to help you catch up on your last session, surface a list of the appointments previously attended by your patient, or most commonly, draft clinical documentation. You can also upload documents via the paperclip icon.
Keep in mind Ask splose AI is a conversational thread and will often require more than one prompt to get the ideal result. Refining what it produces is part of the process.
Best practices for prompts:
Specify the section you're writing (e.g., "This is the Behaviour section of a BIRP note")
Mention your profession or discipline for context (e.g., "As a speech pathologist...")
Define the data sources you want AI to use (transcript, previous notes, client details)
Set clear boundaries about what to include and exclude
Specify the format (dot points, paragraphs, maximum length)
For more guidance, check out our splose AI Best Practice guide.
4. Test AI blocks (Beta)
This feature is currently in testing.
Another splose AI feature that can assist you with clinical documentation is AI blocks.
AI blocks are added to the body of a progress note, so that you can enter prompts to generate content directly inside the progress note. This way you avoid having to copy and paste notes from the Ask splose AI chat.
You can save an AI block to your AI block library for repeat use. To get the most out of AI blocks, you can also add them directly to your progress note templates, so that each time a practitioner selects the template to use for their session note the AI blocks are ready and waiting within the note content itself.
We recommend testing out AI blocks in a progress note first, before saving any AI block prompts or creating templates containing them.
Learn more about AI blocks in the Using AI Blocks in splose article.
What’s the difference between the Ask splose AI chat and AI blocks?
Ask splose AI chat
A conversational, AI powered chat accessible when editing a progress note. Use prompts to direct Ask splose AI to generate the content you need.
This could include asking the chat to remind you for a summary of the last session, to review an uploaded document, to provide a list of the patient's previous appointments, or to draft clinical documentation.
AI Blocks
Blocks that can be placed directly in a progress note, to which you can add prompts to generate the content you want within the note. This means you don’t have to generate the content in the Ask splose AI chat, then copy and paste it into the progress note. AI blocks can also be added to progress note templates.
Both Ask splose AI and AI blocks have access to all transcriptions and previous progress notes for the client and will draw from them as it responds to prompts. However only the Ask splose AI chat can analyse uploaded files.
5. Create a letter
You can also generate professional letters with splose AI. Go to the Letters tab in the test client’s profile and click the splose AI icon to access the Ask splose AI chat. Test out prompts to create the letter you typically write.
See how to use splose AI to create a letter here.
Next steps
What’s next once you’ve familiarised yourself with splose AI?
Here are some suggested next steps:
✅ Ensure your splose AI settings preferences are set
✅ If you want all your practitioners to be using uniform prompts in their Ask splose AI chats, set up some saved prompts for practitioners to start with
✅ If you want all the practitioners on your team to benefit from standardised progress note templates containing AI blocks go to Settings > Templates > Progress Notes and add AI blocks to a new or existing template
✅ Run a training session with your team on ways of working with splose AI, and ensure they have access to splose AI to experiment with using it themselves
✅ As you and your team gain more confidence using splose AI, continually improve your reusable AI prompts, whether they are saved in your splose AI Saved Prompts or as AI blocks in your templates.
Troubleshooting
Why can’t I access splose AI?
Why can’t I access splose AI?
If you are a practitioner, reach out to your account owner/admin to make sure you’ve been added to the splose AI subscription.
If you are an account owner but cannot see the option to subscribe to splose AI, reach out to our support team.
Frequently Asked Questions
My business prefers to not have the session recording saved to client files, can I opt out of this for my workspace?
My business prefers to not have the session recording saved to client files, can I opt out of this for my workspace?
Yes you can. Head to splose AI settings and toggle ‘Save recordings to client file’ OFF.
I want my staff to be able to access the transcript after the note has been finalised, how can I allow this?
I want my staff to be able to access the transcript after the note has been finalised, how can I allow this?
Currently, the session transcript is only accessible when the progress note is in draft status. Once the note is finalised, the transcript is no longer accessible.
If you'd like to access the transcript in future, we recommend that you copy your transcripts and save them as a separate document before uploading it to the Client Files.
Do AI Blocks and Ask AI chat talk to each other?
Do AI Blocks and Ask AI chat talk to each other?
No. AI Blocks and Ask AI chat operate independently. They don't share context or know what the other has generated, until you have ‘accepted’ AI Block content into your note. Until then, each tool works separately within your progress note.
See more AI Blocks FAQs here.