How we use artificial intelligence to enhance your documentation
Effective Date: June 15, 2025
Last Updated: June 01, 2026
Sparks Scribe may include optional AI-assisted features to help support workers document their work more efficiently. These features are tools to assist your documentation — they are never automatic, never compulsory, and do not replace your professional judgement.
You choose whether to use AI assistance. Your records can be created and managed entirely without it.
• Note formatting assistance — if you choose to use it, AI may help structure and improve the clarity of your shift notes while preserving your original content and observations.
• SOAPIE formatting — optional formatting into professional SOAPIE structure (Subjective, Objective, Assessment, Plan, Implementation, Evaluation).
• Documentation suggestions — optional prompts to help ensure your notes are comprehensive.
The availability of AI features may vary by subscription tier and may change over time.
If you choose to use an AI-assisted feature:
• The text you are working with may be sent to our AI provider (OpenAI) for processing.
• Before any text is sent, participant identifiers — such as names and NDIS numbers — are removed.
• Your data is not stored in AI training datasets and is not used to train AI models.
• No Scribe staff or OpenAI staff review your notes or participant information.
• AI processing occurs over an encrypted connection.
If you choose to use AI-assisted features in Sparks Scribe:
• You are responsible for reviewing and approving all AI-assisted content before saving it.
• You are responsible for the accuracy, appropriateness, and completeness of all documentation saved under your account, whether or not AI assistance was used.
• AI assistance does not reduce your professional, legal, or regulatory obligations.
• An AI-assisted note is your note. The content is your responsibility.
AI suggestions in Sparks Scribe are tools to assist your documentation. You maintain full control over all content at all times. You can edit, replace, or discard any AI-generated suggestion. Professional judgement should always guide your final documentation decisions.
Where AI-assisted features are available, they are clearly indicated. You can choose to use them or not. AI is never applied automatically to your records.
Contact info@sparksacademy.com.au or visit www.sparkscribe.ai.