What is SmartPlans?
SmartPlans is an AI-powered tool designed to support initial care consultations, where a client’s needs are discussed and a new care plan is created. It records, transcribes and analyses conversations between the assessor and the client or their family using AI to help streamline the completion of initial client assessments.
SmartPlans can help to reduce manual note-taking, save time and improve care plan quality by ensuring relevant consultation details are captured and used to create suggestions to help you populate the client's assessment more quickly.
Please note: AI-generated transcripts and suggested answers may contain errors or omissions.
You should review and verify all suggestions before saving them to the care plan
SmartPlans should support your assessment process, not replace it
It is your responsibility to make sure that all answers in the client's profile and care plan are accurate. You should always check the generated content and ensure the care plan accurately reflects the client's needs.
When not to use SmartPlans
SmartPlans should not be used in the following situations:
Care plan reviews or updates to an existing care plan
Joint assessments where more than one client is being assessed at the same time (for example, a couple)
Complex care assessments that require specialist clinical judgement
Situations where participants cannot clearly communicate in English
When anyone in the room does not (or cannot) consent either (i) to being recorded, or (ii) to Birdie using the information for product improvement.
How to record SmartPlans
Before starting to record a conversation in the Birdie app, you must be logged into your Birdie app as an admin user. If you're not logged into the app as an admin, the microphone icon will not be visible in the top left-hand corner.
To start recording, tap on the microphone icon.
Getting consent
Before you start recording, the app will show a consent screen.
There are two types of consent you need to get before using SmartPlans.
1. Consent for Birdie to improve SmartPlans
We review a sample of recordings, transcripts and AI outputs to check the accuracy of SmartPlans and make it better. For this, Birdie is an independent data controller, so you need to get explicit consent from everyone at the meeting for this purpose.
You should read the on-screen prompt to everyone in the room and check they’re happy for you to continue. You must also provide everyone with either a link to, or a copy of, Birdie's SmartPlans Privacy Notice.
2. Consent to record for care delivery
This is your agency's responsibility. You should get this consent in the same way you normally would do, following your own policies.
Important things to remember
If anyone present does not consent to their data being used to improve SmartPlans then you should not use SmartPlans for that meeting. Please carry out the assessment in your usual way.
If the person does not have the capacity to consent, and there’s no representative to consent for them, you should not use SmartPlans for that meeting.
Anyone can withdraw their consent at a later date by contacting Birdie's DPO at [email protected].
You must also share the SmartPlans privacy notice with them.
You'll be asked to select the meeting type and search for your client in the client list.
Once you've selected your client name, tap 'next'.
Make sure you've selected the right client.
On this screen, the client's name, date of birth and address will appear so you can easily double check you've selected the right client.
If you need to change the client, you can go back in the app by using the back button and select the correct client.
When you're ready to proceed, tap confirm. Now you're ready to start recording!
Press start recording to record your conversation.
It's important that each speaker introduces themselves at the start of the recording, this is so the smart technology identifies each speaker and their role for the transcript.
During the recording, your phone screen will look like the image below. Place the phone near to the client, ensuring their voice is picked up. You can easily pause your recording at any time and when you have finished your conversation, you can save the recording.
Even if your phone locks or you background the Birdie app, the recording will continue.
Remember, it’s really important to conduct a round of introductions at the start of the recording, such as “I’m Charlotte and I’m the care coordinator”, or “I’m Joan, the client”.
After saving the recording, the recording will be uploaded in the background to the agency hub. If you are offline, you will need to open the app when you are online for the voice recording to upload.
How to access SmartPlans
Within the client profile and under the care plan tab, you will see transcripts. This is where all of the transcripts will be stored in the agency hub.
Head over to the transcripts area to access your recordings and transcripts. You'll find everything you need to stay organised, including assessment names, timestamps and uploader details. You can download, delete or view the transcripts from this screen.
Clicking into an assessment opens the full recording and download options.
Please note that the voice recordings are automatically deleted after 60 days, though the transcript stays indefinitely. If you wish to keep the recording for longer, you have the option to download it and store it.
You’ll find the transcript with integrated timestamps right under the recording too.
Writing client assessments
Once the transcript has successfully loaded into Birdie, AI suggestions will become available for your assessments.
Any assessments that have AI suggestions available are indicated by the tag "AI suggestions available" underneath each assessment name.
You can easily spot where AI suggestions have been made by the AI icon within the answer field, as well as the AI suggestion pop-up box on the left-hand side.
The pop-up box suggests free-text answers based on the transcript from the recording.
You can click to add the suggestions or dismiss them. You can get context from quotes linked to the question by clicking “view relevant quotes” button.
Once you have saved the assessment, the AI suggestions will no longer be available for the assessment.
What about high-risk clinical questions?
For high-risk clinical questions, SmartPlans will not generate a suggestion.
Instead, you will see the transcript to help you write your own answer and quotes are offered if the question was discussed. This ensures that clinical decisions are always made by you and not the AI.
There are also a number of assessments which are too clinically risky for us to suggests answers including:
Braden QD
Breathing
Condition specific
COSHH
Enteral feeding and medication
Mental capacity
MUST
Seizures
Waterlow
As a result, you might want to take some notes during the assessment to cover these areas.
Your clinical responsibility
SmartPlans is a support tool. It is not a medical or diagnostic device and must not be used as one.
As a reminder, SmartPlans is not designed for complex care clients or assessment reviews.
Every suggestion requires your review and confirmation before it is saved. You are responsible for the accuracy of the final care plan. If you are ever unsure about a suggestion, dismiss it and write your own answer based on your professional judgement and the transcript. We do not suggest answers into clinically significant questions but will provide quotes where the matter has ben discussed.
How can I track my SmartPlans usage?
Admins can track their SmartPlans usage directly from the agency hub
Click on your initials in the top right corner of the agency hub and select View SmartPlans billing
From here, you will be able to see your current billing period or a set a custom date range to track your usage. You can even see your reset date!
On our pay as you go plan? No problem! You can check your billing in the exact same place
Watch SmartPlans in action