Copy the finished note
“I accept & copy text” puts the fully formatted note straight onto your clipboard, ready to paste into your organisation’s existing system, whatever that is.
Releasing to a small number of Australian organisations
Quality notes, on time, with ease.
Answer guided questions, by voice or by typing, and get a clean, strengths‑based case note that never loses sight of safety and the voices of children.
- Your data never leaves Australia: Sydney, encrypted in transit and at rest
- Always your data: never used to train anything, and never used for anything beyond the service we provide you
Family services
Social and emotional wellbeing
Family violence services
Alcohol & other drugs
Child safety
Out‑of‑home care
The new way to do admin
Capture. Formulate. Transfer.
A short sequence of prompts that adapts to the kind of interaction you just had, each one answerable out loud in a sentence or two.
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Capture
Who was there, when it happened, what you saw, what you did, what you agreed next. Speak your answer or type it. The mic is optional, never required. Sitting in the car afterwards is exactly the right time, on the fifth visit of the day as much as the first.
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Formulate
Your answers become a clean, structured, strengths‑based note while never losing sight of safety. Drafted on Australian‑resident AI. Nothing is sent overseas to write your note.
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Transfer
Read it, change anything you want, save it. Share it or copy it into your own system. You sign off on every line, and the accountability stays where it belongs.
Questions first, drafting second
The flow is where the quality comes from.
A quality note comes from having the right information and detail in it. The flow asks the questions that suit the interaction and who was involved, so that information is there. The drafting then takes all of it and formulates it into a structured note.
- The AI’s job is narrow. It tidies your grammar and structure. It doesn’t write the note for you.
- Some questions only appear when they’re relevant. The flow adapts to the kind of interaction it was, and a safety and wellbeing check is asked every time.
From the visit to your system.
Open the app
On the phone in the car, or at the desk afterwards.
Set up the note
Select the type of interaction, who was part of it, and the date and time.
Capture
The app guides you through a flow of questions, based on the type of interaction and who was there. Answer by voice or by text. The questions are built to bring out strengths and progress, and to make sure worries are noted if they are there. If children were part of the interaction, it asks how they are and about your interactions with them.
Formulate
The app takes everything and formulates it into a structured case note.
Transfer
Nothing leaves until you’re happy with it. Copy it across on your phone, or pick it up on your computer, which is usually where your organisation’s system lives, and paste it in from there.
More on exactly where it goesAfter: what’s there tomorrow
It’s there the moment you save it, on any device you’re signed into, and it stays while it’s still a draft. Seven days after you transfer the note, our copy is deleted automatically. A copy stays on your own device unless you turn that off.
Three ways to transfer
Into your case management system.
Or send it to yourself
The other option emails a link straight to your own verified address, never anyone else’s. It opens the note once, it stops working after an hour, and there’s no attachment left sitting in an inbox.
Opens where you’re already working
Open the link on your computer and the note is there in your browser. If you have the free desktop app installed, it opens there too, on that same note, ready to copy across.
The case for speaking it
Why voice.
Speaking isn’t just easier and faster, it means more detail ends up in the note, and it doesn’t ask a worker to be as good at writing as they are at the job itself.
- It comes out like it happened. Telling someone what happened tends to come out roughly how it happened. Typing invites reorganising it into something tidier, and tidier isn’t always truer.
- It takes less time than writing the same note. Speech runs about three times faster than typing. The note that would take ten minutes to type takes about three to say. Text entry by speech runs roughly three times faster than by keyboard, for English. Ruan, S., Wobbrock, J.O., Liou, K., Ng, A. & Landay, J.A. (2018), Stanford University.
- It produces more complete notes. In a controlled clinical study, dictated notes were longer, more complete, and scored higher for quality than the same information typed. Dictated notes were longer than typed notes, with a higher mean quality score and more complete information. Hodgson, T. et al. (2020), Applied Clinical Informatics.
- Type whenever you’d rather. Every prompt takes typed input too: open‑plan office, quiet house, a day where you don’t feel like talking. The flow is identical.
59%
of working time on paperwork
What children’s social workers in England reported spending on case‑related paperwork. MacAlister’s final report called it “a staggering misuse of the greatest asset the children’s social care system has: its social workers.”
MacAlister, J. (2022). Independent Review of Children’s Social Care: Final Report. England. Read the report
37%
and climbing, in Australia
A longitudinal time‑and‑motion study of Australian community aged care case managers found documentation rising from 29.4% to 37.0% of office time across the study period, driven largely by time spent recording information.
Prgomet, M., Walter, S., Jorgensen, M., Georgiou, A. & Westbrook, J. (2020). Australian Health Review 44(6), 853–861. View the study
51.9%38.8%
burnout, after 30 days
Measured across 263 clinicians in six US health systems, before and after introducing ambient AI scribes. Across the literature, the wellbeing effect is consistently more robust than the time‑saving effect.
Use of Ambient AI Scribes to Reduce Administrative Burden and Professional Burnout (2025). Quality improvement study, six US health systems. View the study
The admin is taking over.
These are the numbers from the published research: not our estimates, and not our customers’.
The time you get back goes here.
Not lost to a pile of other tasks. Change happens through relationship, and relationship needs someone who is actually in the room.
One flow, six shapes
It adapts to the kind of interaction.
A home visit, a phone call, a supervised contact and a knock at a door nobody answered aren’t the same conversation, so they shouldn’t be the same set of questions.
- Home visit At the family’s home
- Office visit At your workplace
- Phone call Phone or video
- Outing In the community
- Supervised visit Observed family contact
- Attempted contact Could not reach them
Plus a general case note for anything that doesn’t fit a tile.
The answers your procurement checklist needs
Your data. Always yours.
Written for the person in your organisation whose job is to ask the hard questions before anything gets signed.
It never leaves Australia
Notes, transcripts and the AI drafting itself all stay on Australian servers, in Sydney. Encrypted in transit and at rest. Crash reporting and email delivery use named overseas providers that never receive client content.
See where every piece of data livesNothing leaves the app until you send it
A drafted note stays inside CaseFlow Note while you’re working on it. Nothing goes to your organisation’s system until you approve the record and actively put it there. Change your mind, and nothing has been filed.
Nothing is used for anything but your service
Your notes are never used to train AI models, never sold, never shared, and never used for any purpose beyond delivering the service to your organisation. We’re the custodian. It’s your data, not ours.
The recording is never kept
Voice audio is transcribed, then thrown away straight after: there is no audio file on the phone or on our servers. That deletion is itself logged, so there’s a record that it happened.
Built to the Australian Privacy Principles: APP 11 and APP 12 mapped, documented, and available for review. Request the compliance brief
For the person who rolls it out
For your organisation.
Are you an organisation wanting to make sure your client notes include what they need to, while keeping your people doing the work that actually changes lives?
Every practitioner gets asked the same questions.
Consistent records across the team, whoever wrote them and however late in the day it was.
A safety and wellbeing check on every record.
Not just the notes where someone remembered to include it.
Children’s voices, every note.
Practitioners are asked about the children in the interaction every time, so they end up in the record as people rather than behaviour categories.
Records specific enough to show progress.
In either direction. Vague notes can’t show change. Specific ones can.
Fewer good workers leaving due to burnout and admin.
The paperwork is the part of the job practitioners dread. It is also the reason a lot of them leave.
How it works for the team.
Nobody reads anyone else’s notes.
A note’s content is visible only to the practitioner who wrote it. There is no supervisor view and no admin view into someone else’s note.
Your system stays the record.
A note is a draft while it’s in CaseFlow Note. It becomes the organisation’s record when a practitioner reviews it and puts it into the system you already use and already govern. You are not taking on a second place where records live.
Seats that keep up with the team.
An admin invites practitioners by email, or brings a whole team on at once with a QR code valid for 15 minutes. No IT ticket needed. When someone leaves, their access can be switched off straight away, and whatever they’d already transferred into your system stays exactly where it is.
See seat pricing and bandsPriced per seat. It drops as the team grows.
Annual licences, priced per seat. No surprise add‑ons. We set up every seat with you: the app itself is sign‑in only.
Individual
$18/user / month
Billed annually · GST inclusive
One seat, from the day you subscribe. Right for a solo practitioner, or a first look before the wider team signs on.
- Every visit type and prompt flow
- Australian‑hosted AI drafting
- Full source trail and audit history
Organisation licence
$15/user / month, from 50 seats
Banded by team size, billed annually · GST inclusive
The more seats, the lower the per‑seat rate. Admin invites, shared prompt templates and org‑wide settings included at every band.
| Seats | Per user / month |
|---|---|
| 1–9 | $18 |
| 10–49 | $16 |
| 50–99 | $15 |
| 100+ | Tailored: talk to us |
All prices in AUD and GST inclusive, billed annually. Onboarding is scheduled directly with us once you get in touch, with a start date that suits your team.
FAQ
What happens to the data, and where does it live?
Every server we operate is in Australia. Case notes, transcripts
and AI drafting stay on Australian‑hosted infrastructure:
Supabase in Sydney (ap‑southeast‑2),
with drafting pinned to Vertex AI Sydney or Azure OpenAI
Australia East. Speech is transcribed on your device where your
phone or tablet supports it, and otherwise by your device
platform’s own speech service (Apple’s or
Google’s). The recording is discarded straight after
transcription, and the audio itself is never sent to Flow
Outcomes.
Is my data used to train AI models?
No. Not your notes, not your transcripts, not your clients’ information — not by us, and not by the AI providers we use.
That isn’t just our policy; it’s a term of the contracts we hold. Drafting runs on Google Vertex AI (Gemini) in Sydney, and on Microsoft Azure OpenAI in Australia East where an organisation enables it. Both are the paid enterprise services, which matters: the free and consumer versions of these same products do learn from what you type, and the enterprise ones are contractually barred from it. Google’s Training Restriction in its Cloud Service Specific Terms prohibits using customer data to train its models. Microsoft’s Azure OpenAI terms state that your data is never shared with OpenAI and is never used to train foundation models. We hold a Data Processing Addendum with each provider and can share both on request.
What does happen: a provider may hold a request briefly for safety and abuse monitoring under its own terms — Microsoft for up to 30 days where content is flagged, Google in a short‑lived cache. Your note is not kept as part of any permanent record, and it is never sold, never shared, and never used for any purpose beyond producing your draft. Where an organisation prefers, drafting can run entirely on the device instead, and then the note never leaves the phone at all.
Who can read my notes?
Only you, the practitioner who wrote it. By default, a supervisor or admin can’t open another practitioner’s note, and can’t even see that it exists. Org‑wide note visibility is an optional setting for organisations that want it; it is off for every customer today, and turning it on would show the full note, not just a summary.
Does it work with no signal?
Yes. Capture doesn’t need a connection: the guided prompts, typing and the note itself all work offline, saved to your phone as you go. If AI drafting can’t reach the network the moment you finish, the request queues and sends automatically once you’re back online, retrying on a backoff for up to six hours. Nothing is lost; you’re just not stuck watching a spinner in the car park.
What if the draft gets something wrong?
You review it. Every line on the draft is editable before anything is copied or sent, and nothing leaves the app until you actively accept it. Underneath that, a background cross‑check compares the draft against what you actually said and flags anything that doesn’t line up, before you see the note, not after.
Does it change my words?
It organises what you said rather than rewriting it. Hedges and quotes stay exactly as spoken: “seemed” and “appeared” are never inflated into certainty, and “Mum” never becomes “the mother”. The AI shapes your answers into the note’s structure, not your choice of words.
What does rollout look like?
We onboard every organisation directly. Training, setup and your team’s first sign‑in happen together, in the room, not emailed over and left with you.
There is not much to learn on the practitioner side: the whole flow is answering questions.
What happens when someone leaves the team?
Their access can be switched off straight away, and the seat reassigned. Whatever they’d already transferred into your case‑management system stays exactly where it is, because that system, not CaseFlow Note, is the record.
First release
Try it on the next visit.
We’re releasing CaseFlow Note to a small number of Australian organisations. Email us and someone replies directly, not an autoresponder: a short call, then we find a start date that works for your team.
Thanks, that has reached us.
A person reads these, so the reply will come from a person. If it is urgent, email us directly.
A real person reads every message:
[email protected]
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- Family services
- Social and emotional wellbeing
- Family violence services
- Alcohol & other drugs
- Child safety
- Out‑of‑home care