How do I enable the AI Summarization features in Neoserra
Neoserra offers a number of AI-powered summarization features:
The AI features are currently provided at no additional charge. However, OutreachSystems reserves the right to modify, suspend, or discontinue these features, or to introduce fees for their use, at its discretion and based on factors such as the costs associated with providing and maintaining the AI functionality. Because of cost considerations, all AI Sumaries are limited to a certain number of words. Any applicable fees or changes to the availability of these features will be communicated to users well in advance before the fees are applied.
Both features can be enabled independently, or together, by Database Administrators. And because you are in control, both features are turned off by default. You decide whether and when to make them available to your users. Simply log in as a database administrator and go to Administration|Configuration|AI:
On the AI page, you can select to turn on one, or both features:
We want to assure you that OutreachSystems' implementation of AI is completely secure. We use a variety of different Large Language Models (LLMs) inside our private, highly secure Amazon Web Services (AWS) account. Data travels across private internal wires, never on the open public internet.
OutreachSystems will use appropriate precautions and will not intentionally submit your Neoserra information to AI services that use it for public-model training. The AI receives the prompt request for a summary, gives you an answer, and immediately forgets it. Your data is not stored or saved in the AI's memory.
Safety and protection of personal information is our number one concern. If we see any indication where the data is being misused, we will disable these features.
FAQ AI Summarization
The FAQ AI Summarization feature is displayed within your Neoserra top banner bar by way of a green question mark:
Get quick, helpful answers using the existing Neoserra FAQs as the foundation. Let AI help find the answers you need. Just type in your question in the box provided (see orange highlight below) and the answer will be provided below:
Of course, OutreachSystems does not know if the answer provided by AI is correct. If you doubt the answer, then we recommend that you find the appropriate FAQ created by OutreachSystems for additional details, or you are more than welcome to contact our Customer Services team, which consists of knowledgeable humans.
And, while we have added this functionality in Neoserra, in all honesty, a regular Google query probably provides a better result. Simply go to Google, preface your question with "In Neoserra,..." and Google will provide you with near perfect answers and reference the FAQ from which it deduced this information.
Client, Counselor and Narrative AI Summarizations
Neoserra offers four different client, counselor and narrative Summarizations:
- Client Notes AI Summarization
- Client Intake AI Assessment
- Counselor Notes AI Summarization
- Narrative AI Summarization
Client Notes AI Summarization
The Client Notes AI Summarization is displayed as a link at the top of the client's data stream:
Clicking the icon will provide you with a concise overview of a client's existing session notes, making it easier to quickly understand their history and key interactions at a glance. For cost considerations the summary is limited to 300 words. Keep in mind that your filter will determine the sessions to be taken into consideration for the AI Summary. Thus, if you client filter is limited to the last 30 days, then the AI Summary will be based upon the last 30 days. Similarly, your permissions may limit the sessions included in the filter. If a client is counseled by two centers, but you only have permissions to see the sessions under one center, then only the notes entered under the center to which you have permissions will be included in the AI Summary.
The Client AI Summarization, for clients only, is broken down into four sections:
- Key discussion points: This section summarizes the client client notes
- Customer sentiment: The section looks for the client's participation and engagement
- Action items: This section looks for outstanding items
- Possible future impact: This section looks for impact such as job growth; sales growth; business start; capital infusion; contract awards; socioeconomic certifications; business plan; federal or state registrations; and cybersecurity certifications, among others.
No AI Summarization is offered on the pre-client record, unless they are a new intake request as described below.
Client Intake AI Assessment
As noted above, the "AI Summary" icon is not offered on existing pre-clients in your database. However, Neoserra offers a custom "Client Intake AI Assessment" for new intakes only.
The Intake Assessment's goal is to provide a quick summary of the client's current status in 200 words or less, as entered into their client record. If the client responded to your intake survey then their answers will also be included in the assessment. The AI Assessment is designed to identify the client's immediate needs and it does not take counseling notes into consideration. Additionally, the assessment verifies that the client completed the agreement page and provided a complete address, and it will try to determine what future economic impact this client may have:
Some sections may not appear, if they do not apply. Furthermore, the Intake AI Assessment icon will disappear once the client has been accepted into Neoserra as either a client or pre-client. If they were accepted as a pre-client, then no AI link is offered until they become a client; if they were accepted as a client then you will see the AI Summary link, which will provide a summary of counseling session notes.
Counselor Notes AI Summarization
The Counselor Notes AI Summarization is displayed as an icon at the top of the counselor's data stream:
Again, the AI Summarizations will be based upon the records included in your filter. However, for the Counselor AI Summarization, Neoserra will only consider the first 500 records. If there are less than 500 records in your filter, then all records will be taken into consideration. If your filter generates more than 500 records, then you should be aware that Neoserra, for cost consideration reasons, will only analyze the top 500 records, and the summary itself is limited to 300 words.
Clicking the icon will provide you with a summary of the counselor's activity from a top level perspective. Since the counselor will have talked to many different clients regarding many different topics, the breakdown is a little different from the Client AI Summarization:
- Counseling areas: This section will provide you with the five primary areas of assistance provided by this counselor.
- Time: The section will provide you with this counselor's average time per session and it will highlight the outliers (most/least amount of time)
- Communication method: This section shows how this counselor most commonly meets with their clients (in-person/online/phone/etc.)
- Impact areas: This section shows the top three areas of impact that this counselor has focused on.
Narratives AI Summarization
The Narratives AI Summarization is based upon the Narratives module in Neoserra that is primarily used by SBA-funded programs. The summarization is intended to take all the narratives related to one Narrative Type and summarize it, while highlighting the center(s) who entered the narratives.
It is important to realize that the Narrative module in Neoserra defaults in list view, and the AI Summary functionality is only offered on the data stream view. Thus, when you select Activity|Narratives the default view will not show the AI icon. You should first select to go into the data stream view by clicking on the data stream icon:
Once you are looking at the Narrative data stream then you will see the AI Summary icon:
The Narrative AI Summarization is similar but slightly different from the client or counselor summarizations. First of all, it is important to know that for cost considerations, it is limited to 500 words of output. Secondly, the goal of the Narrative AI Summarization is to summarize by Narrative Type:
Since the summarization is limited to 1000 words, it is possible that not every Narrative Type will be summarized. You may want to adjust your filter to just one center, or one counselor or perhaps to just your top Narrative Types to get a complete summarization of all your activity.
Want more? Browse our extensive list of Neoserra FAQs.