Introducing the Document Hub — One Place for Every Clinical Document You Write

The Problem the Document Hub Solves

Clinical documentation is not just the note you write at the end of a session. It is the GP referral letter, the school progress report, the discharge summary, the AHPRA-friendly insurance report, the NDIS plan-review summary, the supervision letter, the carer update. Most practitioners spend almost as much time on these "out-of-session" documents as they do on session notes themselves — and yet most documentation tools stop at the note and leave you to your word processor for everything else.

The result is familiar: you finish a session, write the note, then later that day (or that week, or that weekend) you open Word, paste in last month's outcome scores from memory, look up the GP's address from an old email, dig out the treatment plan, and rebuild the same document for the fourth time this year.

The Document Hub fixes this by treating the *client record* as the single source of truth — and the document as a structured output drawn from it.

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One Composer, Every Document Type

Open any client. Click New document. The composer can produce whatever you need:

• Progress reports — for GPs, schools, NDIS planners, family members, or yourself
• Clinical letters — referral, opinion, response, advocacy, support
• Discharge summaries — for handover, file closure, or end-of-funding-period
• Outcome reports — assessment-driven, with charted results and clinical interpretation
• Session summaries — a single-session document for clients, carers, or care teams
• Insurance reports — structured for WorkCover, CTP, life-insurer, and income-protection requirements
• Custom letters — when none of the above fits

The composer then asks a short series of plain-language questions — audience, purpose, funder, sections, how far back to look, and detail level — and drafts from your answers. No template hunting, no half-finished documents in five places, no "where did I save that letter to Dr Patel?" When you already know exactly the shape you want, you can still start straight from a ready document type and skip the questions.

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A Few Questions, Answered From the Record

Where the Document Hub earns its keep is the interview. Instead of fifteen blank fields, the composer asks a handful of plain-language questions — and reads the client record so most of the answers are already filled in:

• Who it's for — the audience picker surfaces the client's GP, paediatrician, school, NDIS planner, and care-team contacts already on file, and sets the tone to match. One tap instead of one search.
• What it's for, and any funder — say what the document needs to achieve, and flag any funder (NDIS, Medicare, WorkCover, WorkSafe, TAC) so the draft follows that funder's documentation requirements.
• How far back to look — 30, 60, or 120 days, or the full record. For a progress report the composer defaults to the period since your last report; you can widen or narrow it in a tap.
• Sections and source data — pick the sections to include, with sensible defaults pre-selected, and choose which sources to draw from: assessments, treatment goals, and session notes. Anything you exclude never appears in the draft.

A two-minute interview that used to be a ten-minute form, because the platform already knows the answers to most of the questions.

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AI Drafting That Stays Inside the Record

Once you have answered the questions, the AI does its work — but the discipline matters. The draft is built from:

1. The structured client record (problems, history, goals, assessment scores, medication, appointments).
2. The session notes within the date range you selected.
3. The assessment responses within that range, with longitudinal context where relevant.
4. The treatment plan, if one exists.
5. A profession-specific scaffold for the document type — so a paediatrician's progress report is structured like a paediatrician's progress report, not a psychologist's.

What the AI does *not* do is invent. Every quantitative claim in the draft is traceable to a source the platform already holds. If a section has no source data, the draft says so plainly rather than filling in plausible-sounding fiction.

The AI-drafted banner appears at the top of every document with AI-generated content. A draft cannot leave the Hub — saved, signed, or emailed — until you have explicitly acknowledged you have reviewed and edited the AI content. Edits do not implicitly acknowledge; the tick has to be deliberate. This is by design: AI accelerates the first draft; the practitioner owns the final version.

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Review and Send — In One Editor

Documents used to live across three different screens: a preview screen, a send screen, and a recipient picker. The new Review & Send step collapses all three into a single editor.

What you see in this step:

• The document body in a rich-text editor — headings, lists, tables, bold, links — formatted exactly as it will appear in the PDF and the email.
• A signature block with your name, profession, registration number, and practice details, configurable per-document.
• An envelope panel on the right: recipient name, recipient email, subject line, and the cover-email body — also fully editable.
• Footer actions: Save draft, Download PDF, Sign & send. The signature applies to both the PDF and the document record.

The point of the Review & Send step is to make editing the AI draft genuinely fast. If the language is too clinical for a school audience, you fix it in place. If the recommendations need a sentence about the parent's preferred contact method, you add it in place. There is no separate "edit in Word" detour, no re-uploading, no formatting drift between the version you see and the version the recipient sees.

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Longitudinal vs Session — The AI Tells You Which You Are Getting

Two of the document types — progress reports and outcome reports — work best when the AI has context across many sessions, not just the most recent one. The other types — session summaries, single-event referrals — work best from a single session.

The composer makes this explicit by asking how far back to look — 30, 60, or 120 days, or the whole record — so you set the scope up front. The AI never silently summarises one session when you wanted six months; you choose the window, and the draw is bounded to it.

This matters because the most common documentation complaint about generic AI tools is "it summarised one session when I wanted six months". The Hub closes that gap with a visible, configurable contract.

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Recommendations That Learn Your Practice

Alongside the interview is a Recommendations picker that surfaces the most-used frameworks, audiences, and source-data combinations for the document type you are writing. The recommendations are ranked by what you and your organisation have used recently — so if you typically include outcome scores in NDIS progress reports but not in GP referrals, the picker reflects that.

The recommendations are not prescriptive. You can ignore them, override them, or pin alternatives. But for the eighty percent case — the document you write five times a week — they cut the interview down to a glance and a click.

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How the Workflow Actually Changes

A real example. End of week. You have four documents to write: two GP letters, one school progress report, and an NDIS plan-review summary. Previously this is a two-hour task — opening Word, finding templates, copying scores from one screen to another, drafting four cover emails, signing each PDF, attaching, sending.

With the Document Hub:

1. Open the first client. New document, and tell the composer it is a GP letter for the client's GP. It pre-fills the GP from the referral record, sets a medical tone, and pulls the recent history. The AI returns a structured one-page referral in fifteen seconds. You edit two sentences, hit Sign & send.
2. Repeat for the second GP letter — ninety seconds.
3. Open the third client. New document → Progress report → School. Slightly more editing needed because school progress reports use plain-language guidance, but the AI has already pulled the relevant assessment trends. Five minutes from open to send.
4. The NDIS plan-review summary takes the longest — ten minutes, because it needs care over goals and unmet needs — but the AI surfaces the goal-by-goal evidence from the treatment plan and saves you the cross-referencing.

Twenty-five minutes instead of two hours, and the documents are more consistent because the underlying data is the same across all four.

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What Stays the Same — and What Does Not

Two things have not changed and will not:

• You are the clinician. Every document is a draft until you sign it. The AI accelerates the first pass; your clinical judgement decides what goes out.
• The record is the source of truth. Documents do not invent data. They reflect what is in the client record. If the record is wrong, the document will be wrong — fix the record, regenerate the document.

What has changed: the gap between "I need to write this document" and "the document is sent" used to be measured in hours, often spread across an evening. It is now measured in minutes, inside the same screen as the rest of your client work.

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Getting Started

Three steps:

1. Open a client whose record has at least one finalised session and a recent assessment or goal.
2. Click New document in the Documents tab.
3. Answer the composer's questions — who it's for, what it's for, how far back to look — review the draft, then sign and send. Most practitioners produce their first signed document in under five minutes.

You can build and preview documents on any plan; AI composition and email delivery are included on Core and above, with usage matched to your existing plan limits.

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*Grounded Scribe is a documentation tool. All AI-generated documents are drafts that require practitioner review, editing, and explicit acknowledgement before being signed, sent, or saved as final. The practitioner is responsible for the accuracy of all finalised documentation.*

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