How to Personalize AI-Generated Notes in Colib ?

Colib's AI can write a session note for you from the audio of an online meeting or from a recording of an in-person session. Every clinic can decide when those notes are generated, what they contain and how they are written. All of this is configured in one place, and the settings apply to every note the AI generates for your clinic.

Where to find the settings

1. Go to Settings and open the Notes tab, or open https://www.colib.io/settings?show=notes directly.
2. Expand the AI-powered note generation settings panel.
3. Adjust the three sections described below, then click Save.

Only clinic administrators can change these settings. They apply to all practitioners of the clinic.

1. Automatic notes for Colib's online meetings

Turn on Generate a note automatically after each online meeting to have a draft note created in the client file after every video session held with Colib's videoconferencing tool. A note is generated as soon as at least 10 minutes of dialogue took place between the practitioner and one or more clients.

Once enabled, two additional options let you limit automatic generation:

• Available for all types of appointments: turn it off to pick the appointment types for which a note should be generated.
• Available for any practitioner: turn it off to pick the practitioners for whom a note should be generated.

The generated note is always saved as a draft. It is never signed for you: read it, edit it if needed, then sign it as you would any other note. AI-powered note generation is an add-on billed per note or by package; see How billing works for AI-powered notes. It remains free during your trial period.

2. Content of AI-generated notes

These options define what goes into the note. They apply whether the note comes from an online meeting or from an uploaded recording.

• Use templates: when enabled, the AI structures the note according to the template you select (SOAP, DAP, BIRP, GIRP and more) instead of writing a general summary. If an appointment type has its own template, that template takes precedence for appointments of that type.
• Include previous session history in AI note generation: when enabled, the notes of previous sessions with the same client are given to the AI as context. The new note still describes today's session only, but it can highlight progress, recurring themes or notable changes since the last sessions.

3. Writing style of AI-generated notes

These four settings control how the note is written. They apply to every note the AI generates, in addition to the selected template.

• Point of view: choose whether the note refers to you as "I" (first person), as "the practitioner" or as "the therapist" (third person).
• Writing style: pick the overall tone of the note.
  • Professional and inspiring: the default tone.
  • Clinical and objective: factual, neutral wording with observable statements and no value judgement.
  • Warm and empathetic: acknowledges the client's experience with kindness while staying professional.
• Text format: choose between bullet points (short items that are easy to scan) and full text (narrative paragraphs). If a template explicitly requires bullet points for a given section, that instruction takes precedence for that section.
• Level of detail: concise keeps only the key points, standard gives a balanced note, and detailed reports every clinically relevant element that was discussed. This setting also adjusts the maximum length of the note.

Default values

If you never change these settings, the AI writes in the first person, with a professional and inspiring tone, as bullet points, at a standard level of detail, using the SOAP template, with previous session history included. Automatic generation after online meetings is off until you turn it on.

Refining a note you wrote yourself

The writing style settings apply to notes generated by the AI. For a note you typed or dictated yourself, open it in the client file and use the AI actions available in the note editor to fix the grammar, polish the wording or restructure the text in SOAP format, without changing its content.

Good to know

• The AI only uses what was actually said during the session. It does not invent, infer or add recommendations.
• Client and practitioner first names are provided to the AI so they are spelled correctly in the note.
• A client can be excluded from AI note generation from their client file. No note is generated for their sessions, even when automatic generation is enabled.
• Processing is PIPEDA, PHIPA and HIPAA compliant, and your data stays on our servers in Canada.
• Changes to the settings apply to notes generated after you save them. Existing notes are not modified.