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 participant 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 session notes, assessments, therapy plans, progress reports and clinical documents. As new records come in, the Mini is updated automatically so it reflects the current state of the participant's history.
Can other people see my conversations with a participant's Mini?
No. Your conversations with a Mini are private to you. The participant'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 participant's Mini affect their records?
No. Conversations with a Mini do not write anything back to your client management system. If you use something Minikai has drafted, such as a session note or a progress report, 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 participants' Minis?
Access to individual Minis is controlled through Fine-grained Access. Staff only see the participants they have been given access to, so a therapist isn't automatically given access to every participant in the service. Your Workspace Admin manages these permissions. If you need access to a participant 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 client management system are generally not visible to the Mini. If you're unsure what the Mini can see for a particular participant, ask it directly and it will tell you.
How current is the information in a participant's Mini?
Minikai syncs with your client 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 participant's Mini?
Search by the participant'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 participant's Mini to be ready?
Once a new participant has been onboarded and their records are in your client 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. This is handy when you're working in the community or between visits. 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, such as a handwritten session note or a scanned assessment. 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 session note is the most reliable way to make sure it's captured in the participant's record.
Could information from one participant appear in another participant's Mini?
No. Each Mini is scoped strictly to a single participant's records. If something doesn't look right for a particular participant, it's most likely a record that was incorrectly filed against that person in your client system.
Can I ask a question across all of my participants at once?
Yes. The Minikai workspace agent lets you ask the same question across groups of participants' Minis. For example, you can ask, "Which participants have a progress report due in the next 30 days?", and get a consolidated response. If you don't have access, speak to your manager.
Can Minikai help me write a progress report?
Yes. You can ask a participant's Mini to pull together a draft progress report, drawing on their session notes, assessments and recorded goals. It is a starting point that saves you time gathering the history; you review and edit it, then submit it through your normal documentation workflow. Always check the draft against your clinical judgement before it goes to a plan manager, support coordinator or the NDIA.
Can Minikai help me track progress against a participant's goals?
Yes. If a participant's goals and session notes are synced into their Mini, you can ask how they are tracking against a specific goal over time, and Minikai will summarise the relevant records and point you to where the information came from. This is useful when preparing for a review or a family update.
Can Minikai help identify participants who may be approaching a plan reassessment?
Yes. You can work with an individual participant's Mini to review where they are up to, or use the Minikai workspace agent to look across groups of participants. Minikai draws on session notes, assessments and progress against goals to highlight where support needs may have changed since the last plan, which gives clinical and coordination teams a starting point for prioritising reviews and reports. The Mini needs to have access to the relevant data in your client management system for this to work effectively.
What happens to a participant's Mini when they exit the service or their plan ends?
The Mini remains in the system until it is archived or removed. This is intentional, because there are often administrative and reporting tasks to complete after a participant leaves, such as a final progress report or discharge summary.
How is Minikai different to chatbots like ChatGPT?
ChatGPT is a general-purpose AI without any connection to your participants, their records, or the context of how NDIS therapy works. Minikai is purpose-built for the disability sector, and each Mini is connected to a real participant's history, drawing from their actual records in your client 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 participant's full documented history, including session notes, assessments, therapy plans, progress reports and clinical documents accumulated over time. That depth of context means Minikai can support clinical documentation, goal tracking, progress reporting, and compliance work across the whole therapy team, not just a single session.