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 shift notes, progress notes, support plans, behaviour support plans and incident reports. 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 shift note or an incident summary, 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 support worker isn't automatically given access to every participant your organisation supports. 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, such as a note from earlier in the shift, 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 moved in 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, which is useful when you're working in the house or out in the community with a participant. 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 shift note or a scanned support plan. 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 shift 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. This matters in a shared house, where several participants live together. 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 Minikai help me prepare for a shift handover?
Yes. You can ask a participant's Mini to summarise what has happened recently, such as any incidents, changes in support needs or things to watch for, so you start your shift with the full picture. It is a starting point you review and use alongside your normal handover process, not a replacement for it.
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, which is helpful when you support a whole house. For example, you can ask, "Which participants have had an incident in the last 30 days?", and get a consolidated response. If you don't have access, speak to your manager.
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 shift notes, progress notes and incident reports to highlight where support needs may have changed since the last plan, which gives coordination and quality 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 move out 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 summary or handover to a new provider.
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 Supported Independent Living 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 shift notes, progress notes, support plans, behaviour support plans and incident reports accumulated over time. That depth of context means Minikai can support handovers, documentation, support planning, and compliance work across the whole support team, not just a single shift.