AI Features

Part of the Anaya Care Handbook — the source of truth for how the product must behave. When the product needs to change, change this document first, then make the system match it.

What this covers

This page governs the platform's AI generation framework: drafting care plans, care provider tasks, meal plans, and engagement activities for a client; summarizing shifts and client profiles; helping staff write and dictate text; and an AI-assisted documentation helper that guides care providers as they record what they observe. AI in Anaya Care is an assistant, never a decision-maker — it produces drafts and suggestions that people review, and it must respect each business's privacy boundaries.

Three AI features have their own pages: the AI Chat Assistant (the general helper plus its safety gate), the Knowledge Base (the document library that grounds training generation), and Client Memory (the evolving per-client narrative that grounds generation for a client, replacing the old client profile summary). Related AI behaviors also live on their own pages: guided assessment intake on Assessment Mode, per-task step generation on AI-Generated Task Instruction Steps, and the AI-built report templates on Report Generation & Audience Management. Wound photo analysis is governed by Health Monitoring, the care readiness quiz by Scheduling & Shifts, daily motivational quotes by Daily Motivations, AI proposal content by Care Proposals, medication help by Medications, and job posting copy by Job Postings.

Key terms

• AI generation — a request where the AI drafts content (a care plan, tasks, meals, or activities) for a specific client, using that client's profile as context.
• Generation mode — the quality/speed setting for a generation: Fast, Standard, or Thorough. Thorough adds an automated quality review with refinement passes.
• Focus areas — optional topics the requester selects to steer what a generation emphasizes.
• Additional instructions — free-text guidance the requester can add to a generation request.
• Business AI defaults — per-business preferred AI settings that pre-fill every generation request for that business.
• Client memory — the evolving, AI-maintained per-client narrative that grounds generation for a client; it replaces the retired "client profile summary." Governed by Client Memory.
• Shift summary audience — the intended reader of a shift summary (for example family vs. staff); the summary's content is tailored and filtered per audience.
• AI-assisted documentation — a real-time helper that offers structured choices, guided prompts, and auto-suggestions as a care provider records an observation, so the finished note is complete and consistent.
• Keyword input — a single word or short phrase a care provider types as a starting point (for example "shouting", "fell", "not eating", "bleeding"); the helper accepts it as a valid start and builds the rest of the note through questions.

How it works

What the AI can create

For a chosen client, authorized staff can ask the AI to draft a care plan, a set of care provider tasks (aligned to the client's schedules, and de-duplicated against tasks that already exist), a meal plan (honoring dietary restrictions and ingredient preferences, optionally with a photo per meal), or engagement activities (matched to the client's interests and cognitive level, optionally with an illustration). The AI also produces shift summaries, maintains an evolving client memory (the per-client narrative that replaced the old client profile summary), runs guided question-and-answer flows that help staff fill in assessments and forms, and builds training content from the business's knowledge base.

How a generation runs

The requester picks a mode, optional focus areas, and optional additional instructions; the request form is pre-filled with the business's AI defaults. Generations run in the background — the requester sees live progress, gets notified in-app and by push notification when the generation finishes or fails, and can cancel a running generation at any time. Only one generation of a given type can run for a client at a time; asking again while one is running simply shows the one already in progress.

Generation modes

• Fast — quickest single-pass draft.
• Standard — the recommended single-pass draft.
• Thorough — the draft is automatically quality-reviewed and refined, up to three passes, before it is saved.

Writing and dictation helpers

Anywhere staff write longer text, the AI can improve or rewrite a draft, continue a sentence, or transform selected text on request. Staff can also dictate: voice recordings (up to 25 MB) are transcribed to text. These helpers act only on the text the user gives them.

AI-assisted documentation

While a care provider records what they observed, the AI helps them write a complete note in real time. It offers structured choices, guided prompts, and auto-suggestions drawn from whatever the care provider has entered so far, so important details are not missed. This helper is meant to be available across the places care providers document: shift notes and daily observations, change of condition reports, incident reports, symptom and side-effect logging, wound-care documentation in the Anaya Healing Ally, and outing documentation in Anaya Walk.

A care provider can begin with just a keyword. If they type a single word or a short phrase — "shouting", "fell", "not eating", "bleeding" — the helper treats that as a valid start. It first acknowledges what the care provider wrote, then asks targeted clarifying questions to build a complete observation: who was involved, when it happened, how long it lasted, what was happening at the time, and what was observed. The tone is always supportive; a care provider is never made to feel they did something wrong by entering a short input.

When a keyword suggests a possible emergency (for example "not moving" or "bleeding heavily"), the helper prompts an immediate safety check or 911 guidance before it continues with documentation — getting help comes before finishing the note.

Shift summaries and audiences

The AI writes shift summaries tailored to the intended audience. A family-facing summary must only contain sections appropriate for families — alarming internal caregiver notes are removed and only the most important health warnings are kept — while staff-facing summaries can include the full picture. The audience filter is a fixed product rule, not an AI judgment, and it is applied both when the summary is written and again before it is shown.

Rules

• AI-1 — Access to AI generation tools must be controlled by a dedicated business permission; only users granted it can run generations or change AI settings.
• AI-2 — Each business can set its own AI defaults (preferred setup, mode, and standing instructions). These defaults must apply to every generation request made for that business, regardless of how the request is made.
• AI-3 — Every generation request must offer three modes — Fast, Standard, and Thorough — and Thorough must always include an automated quality review with up to three refinement passes before the draft is saved.
• AI-4 — Every AI generation for a client must use that client's own current profile (details, medications, schedules, and assessments) as its context, and never another client's information.
• AI-5 — Only one generation of a given type can run for a client at a time. A duplicate request must not start a second run; it must surface the run already in progress.
• AI-6 — A requester must be able to cancel a running generation, and cancellation must stop the work promptly.
• AI-7 — The requester must be notified of generation progress, completion, and failure, both inside the app and by push notification.
• AI-8 — All AI-generated content (care plans, tasks, meals, activities, training material, summaries) is a draft. It must be reviewed by a qualified person before it directs anyone's care.
• AI-9 — When a generation fails, the failure must be clearly reported. The system must never present incomplete or fallback output as if it were a normal, finished result.
• AI-16 — Family-facing shift summaries must exclude staff-only content. The audience filter is a fixed rule applied to every summary, both when it is written and before it is shown.
• AI-17 — Client information sent to outside AI services must be the minimum needed for the task, and such services may only be used under agreements that properly cover personal health information.
• AI-18 — Free-text instructions a user adds to an AI request must not be able to override the product's safety rules, audience filters, or privacy boundaries.
• AI-19 — Voice transcription must enforce its limits: recordings up to 25 MB, with a cap on how often a user can transcribe per minute.
• AI-20 — Each business's client information, knowledge base, and AI conversations are isolated to that business. AI features must never mix one business's data into another's results.
• AI-21 — AI-assisted documentation must be available in real time wherever care providers record observations — shift notes and daily observations, change of condition, incident reports, symptom and side-effect logging, wound-care documentation (Healing Ally), and outing documentation (Anaya Walk) — offering structured choices, guided prompts, and auto-suggestions drawn from what the care provider has already entered. (🚧 Spec only)
• AI-22 — The documentation helper must accept a single word or short phrase as a valid starting point, acknowledge the care provider's input first, and then ask targeted clarifying questions (who, when, how long, what was happening, what was observed) to complete the observation. (🚧 Spec only)
• AI-23 — When a care provider's input indicates a possible emergency, the documentation helper must prompt an immediate safety check or 911 guidance before continuing with documentation. (🚧 Spec only)
• AI-24 — The documentation helper must never make a care provider feel they did something wrong for submitting a short or incomplete input; its prompts must stay supportive. (🚧 Spec only)

Note: Rules AI-10 – AI-13 were retired and live on as CHAT-1 – CHAT-4 on AI Chat Assistant; AI-14 → KB-1 on Knowledge Base; AI-15 → TRAIN-11 on Trainings. IDs are never reused.

Note: The client profile summary — a one-shot AI blurb regenerated from scratch — has been replaced by the evolving Client Memory (rule prefix MEM). AI-4's client-scoped-context and AI-8's draft-review rules continue to apply to what the AI drafts from that memory.

Who can do what

Decisions needed

• Should a business's AI defaults be binding or just convenient? Today they pre-fill the request form. Options: enforce them on every request server-side; keep them as form defaults only; or make enforcement a per-business choice.
• What should Standard mode actually do? Today only Thorough runs the quality review, leaving Fast and Standard nearly identical. Options: give Standard a single quality-review pass; merge Fast and Standard into one mode; or keep three modes and differentiate them some other way.
• What should happen when a care plan generation fails partway? Options: save nothing and report a clear failure; save a clearly-labeled partial draft that cannot be treated as complete; or keep saving a minimal fallback (current behavior) but flag it loudly for review.
• Should every generation feature offer the same options? Engagement activity generation offers fewer choices than care plans, tasks, and meals. Options: align all generation features on one consistent set of options, or accept per-feature differences deliberately.
• How should the documentation helper decide that an input means a possible emergency (AI-23)? Options: a maintained keyword list, a model classification step, or a combination — and the helper still needs a clear, agreed line on which phrases trigger the safety check or 911 guidance versus normal documentation.
• Where should the AI-assisted documentation helper live across surfaces (AI-21)? It must reach shift notes, change of condition, incident reports, symptom and side-effect logs, Healing Ally wound-care docs, and Anaya Walk outing docs — but whether these share one helper component or each surface embeds its own is not yet decided.