Meet Me

Learn about Maica's Meet Me functionality, an AI summary driven that sits on the Participant Profile

Meet Me is an AI-powered summary that appears on the Participant record page. It reads across the Participant's recent Notes, Appointments, Goals, Delivery Activity, and Service Agreements, and generates a short, plain-English overview - written like a handover note from another care worker.

The goal is to give you enough context to walk into a service informed, without opening multiple records first.

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How it Works

When you open a Participant's record, Meet Me starts generating a summary automatically. A loading state is shown while it runs - this typically takes 5 to 15 seconds.

The summary is displayed as plain prose. In the Detailed view (the default), it is broken into labelled sections based on the data available.

Section	What it covers
Recent Notes	Key themes from recent Participant Notes
Appointments	Upcoming and recent Appointments, status, and cancellations
Goals	Active Goals and current progress
Delivery Activity	Recent service delivery activity
Service Agreements	Active Service Agreement status, Support Categories, and high-level budget
Custom sections	Any additional data your organisation has configured (e.g. Medications, Risk Assessments)

Sections with no data in the selected date range are omitted rather than shown empty.

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Setting your Filters

The COG icon on the Meet Me card opens a settings panel where you can control what the summary includes. Settings are saved per device and persist across sessions.

Setting	Options	Default	What it does
Summary type	Short, Detailed	Detailed	Short gives a 2 to 3 sentence overview. Detailed gives the full section-by-section summary
Date range	7, 14, 30, or 60 days	30 days	How far back to look for related records
Data sections	Toggle each section on or off	All on	Controls which standard data types are included

Custom object sections (e.g. Medications, Risk Assessments) are controlled by your administrator and cannot be toggled from the settings panel. If they are active, they will always appear when relevant data exists.

If the Participant's records have been updated and you want a fresh summary, click the refresh button on the Meet Me card. Each generation creates a new summary from the current data.

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What is Included

The following standard Maica data is used in summaries:

Data type	What's included	Volume limit
Participant Notes	Most recent Notes within the date range	Up to 5 Notes, 500 characters each
Appointments	Upcoming and recent Appointments, status, cancellation reasons	Up to 20
Goals	Active Goals, stage, and progress notes	Up to 10
Delivery Activity	Recent direct Delivery Activity records	Up to 20
Schedule	Schedule records linked to Appointments	Included with Appointments
Service Agreements	Active and recent Service Agreements, Support Categories	Up to 5
Agreement Items	Key Agreement Item line items	Up to 10
Custom objects	Configured by your administrator	Up to 10 types, default 10 records per type

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What is Never Included

Some information is excluded from the summary by design, to reduce privacy risk:

• Participant name

• NDIS number

• Date of birth

• Phone number

• Email address

• Documents and file attachments

• Historical data beyond the selected date range (for standard data types)

These exclusions are enforced in the system and cannot be overridden.

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Privacy

When a summary is generated, a structured text payload is sent to Google's Gemini AI to produce the summary text. Direct identifiers (name, NDIS number, date of birth, phone, email) are stripped out before the payload leaves Maica.

How Meet Me is used within your organisation, including whether Participants are informed that their care information is processed by a third-party AI service, is the responsibility of your organisation and its administrators. If you have questions about how Meet Me is configured where you work, contact your Maica administrator.

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Troubleshooting

Problem	What to check
Summary seems incomplete	Check that the relevant sections are toggled on in the COG panel, and that the date range is wide enough
Summary doesn't match what you expect	The AI only sees what is in Maica. Check the record dates against your selected date range
Config error shown	Meet Me is not currently enabled for your organisation or setup is incomplete. Contact your administrator
Error shown	A technical issue occurred during generation. Refresh the page or regenerate after a short wait. Contact your administrator if it persists
Empty data message	The Participant has no relevant records in the selected date range. Broaden the date range in the COG panel to look further back

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Frequently Asked Questions

Does Meet Me work on mobile?

Yes. Meet Me is available in the Maica mobile app. The same summary is generated regardless of device, with the display optimised for smaller screens.

Can I save or share the summary?

The summary is displayed on screen only. It is not saved to the Participant's record and is regenerated each time you open the page. You can copy the text manually if needed.

How long does generation take?

Typically 5 to 15 seconds, depending on the volume of data and network conditions. A loading indicator is shown throughout.

Why is the wording different each time?

Meet Me uses a generative AI model, so phrasing varies between generations even when the underlying data is unchanged. The content should be substantively the same.