How is Minikai kept secure?
Minikai is built to meet the security and compliance standards expected in healthcare. We hold ISO 27001 certification (information security) and ISO 42001 certification (AI management). All data is stored in secure Australian data centres that meet Australian and New Zealand privacy requirements. Data is encrypted in transit and at rest, and resident information is never used to train AI models.
Where does the information in a Mini come from?
The information in a Mini comes from the records and systems your organisation has approved to sync with Minikai, including progress notes, assessments, care plans, incident reports and clinical documents. As new records come in, the Mini is updated automatically so it reflects the current state of the resident's history.
Can other people see my conversations with a resident's Mini?
No. Your conversations with a Mini are private to you. The resident's Timeline, which is the records and documents that make up their Mini, is visible to other users who have been given access, but your chat history is yours alone.
Do my conversations with a resident's Mini affect their records?
No. Conversations with a Mini do not write anything back to your care management system. If you use something Minikai has drafted, such as a progress note or a GP review letter, you submit that through your normal documentation workflow. Minikai supports the work; your team remains responsible for what goes on the record.
Who can see which residents' Minis?
Access to individual Minis is controlled through Fine-grained Access. Staff only see the residents they have been given access to, so a care worker isn't automatically given access to every resident in the facility. Your Workspace Admin manages these permissions. If you need access to a resident you can't currently see, speak to your manager or admin.
Can the Mini see sensitive or restricted notes?
Minikai only accesses records it has been given permission to see through your organisation's integration setup. Notes that are restricted in your care management system are generally not visible to the Mini. If you're unsure what the Mini can see for a particular resident, ask it directly and it will tell you.
How current is the information in a resident's Mini?
Minikai syncs with your care management system regularly, as frequently as every few minutes. If you're asking about something that happened very recently and the Mini doesn't appear to have it yet, the record may not have synced through. Try again shortly.
How do I find a specific resident's Mini?
Search by the resident's name in the Minikai search bar. If they don't appear, try their surname alone first.
How long does it take for a new resident's Mini to be ready?
Once a new resident has been admitted and their records are in your care management system, their Mini is typically ready within 24 hours.
Can I use Minikai on my mobile device?
Yes. Minikai works on mobile, tablet, and desktop. As long as your device is approved for work use, sign in with your work email address, and you won't need a separate password or account.
Can Minikai read handwritten notes or scanned documents?
Yes. Minikai can read handwritten notes and scanned documents. How accurately it picks up the content depends on the quality of the scan and the legibility of the handwriting. If important information isn't coming through as expected, typing a brief summary into a progress note is the most reliable way to make sure it's captured in the resident's record.
Could information from one resident appear in another resident's Mini?
No. Each Mini is scoped strictly to a single resident's records. If something doesn't look right for a particular resident, it's most likely a record that was incorrectly filed against that person in your care system.
Can I ask a question across all of my residents at once?
Yes. The Minikai workspace agent lets you ask the same question across groups of residents' Minis. For example, you can ask, "Which residents have had a fall in the last 30 days?", and get a consolidated response. If you don't have access, speak to your manager.
Can Minikai help identify residents who may need an AN-ACC reclassification?
Yes. You can work with an individual resident's Mini to review their classification, or use the Minikai workspace agent to look across groups of residents. Minikai draws on progress notes and assessments to identify where care needs may have changed since the last classification, which gives clinical and quality teams a starting point for prioritising reviews. The Mini needs to have access to the relevant clinical data in your care management system for this to work effectively.
What happens to a resident's Mini when they pass away or are discharged?
The Mini remains in the system until it is archived or removed. This is intentional, because there are often administrative and compliance tasks to complete after a departure.
How is Minikai different to chatbots like ChatGPT?
ChatGPT is a general-purpose AI without any connection to your residents, their records, or the context of how residential aged care works. Minikai is purpose-built for aged care, and each Mini is connected to a real resident's history, drawing from their actual records in your care management system. Responses reference the specific documents the information came from.
How is Minikai different to scribes like Heidi Health?
Heidi Health is designed primarily for clinicians working from a single consultation or session transcript. Minikai is built around a resident's full documented history, including progress notes, assessments, care plans, incident reports and clinical documents accumulated over time. That depth of context means Minikai can support clinical documentation, care planning, quality reviews, and compliance work across the whole care team, not just a single clinical encounter.