Template Creation: What we need from you!

To ensure Magic Notes works effectively for your team, we will create bespoke templates for assessments or meetings where the write up follows a specific structure. This ensures the Magic Notes summaries align with your required format, content and style. Beam will lead on this process, but there is some support we need from you:

1. Agree on the templates needed

• Identify the specific assessments or meeting types that require custom templates.
• These are typically cases where a form or structured write-up is needed, such as Care Act assessments.

Types of templates we offer:

• Standard (single source) template: a template which draws out the information from a single Magic Note recording (e.g. Care Assessment, Strategy Meeting, Supervision etc.)

• Report (multiple source) template: a template which draws on multiple sources - such as Word documents, pdfs, emails, previous assessments, meeting minutes, Magic Notes etc. Suitable for complex forms or reports like EHCP, C&F Assessment, Safeguarding Enquiries etc.

2. Assign a point of contact

• For each template, we need an assigned lead practitioner with extensive experience in conducting and writing up that assessment to a high quality.
• This person will be our point of contact to help ensure the template captures everything accurately.
• Please limit nominees to 2 people.

3. Provide 2 high-quality redacted examples

• Please share 2 high-quality examples of fully completed assessments or meeting write-ups for each template.
• If teams/practitioners fill out sections differently, choose examples that match your “gold standard” (the version you want everyone to follow).
• These examples help us understand the structure, tone, and key details required and help us build a great template for your team.
• These must be anonymised (no names or sensitive data), and follow this guidance.
• If you can, please also include any guidance around language used or terminology we should take into account.

(!) Additional examples we need from you for a Report (multi source) template:

In addition to 2 high-quality, anonymised examples of a completed form (e.g., a finalised EHCP), please also provide us with as many anonymised source documents as possible - these are sources you normally reference to complete the form. For example, these could be:

• Written reports or assessments
• Relevant emails or letters
• Meeting notes or minutes
• Existing Magic Notes

4. Book a call with one of our Prompt Engineers

• We’ll often reach out to arrange a quick online meeting with the lead practitioner to discuss how the team approaches the assessment, important details to capture, and how the form is typically filled out.

• If the meeting type is familiar to us, or we’re provided with all the information outlined below, we can fast track the process and review an initial draft during the call.
• Otherwise, we may require a follow-up call to gather feedback, and in some cases we may:
  • Request example recordings of meetings (if this is an assessment we are less familiar with or the summary is very different to work we have done previously) to test and refine the template.
  • Ask 1-2 practitioners to use the template in frontline meetings to ensure it works effectively before making it live for the whole team.

5. Timeline & Next Steps

• Once we have the redacted write-ups, this process typically takes around 2 weeks.
• This can take longer if there are delays in feedback or if the template requires additional refinement, but it can also be quicker if the meeting type is familiar to us, or we’re provided with all the information outlined below.
• We can work on multiple templates at once, and we usually stagger them in groups of two per partner for efficiency.