AI by NicheJob 3 of 7ChatGPTGemini
Lay out a blank log for amendment requests on your reports, which you complete yourself, with no report content in it
An OT practice owner describes the “emails back-and-forth with amendments made on reports”. When a school, solicitor or local authority asks for changes to a report, the risk is that a request to change wording becomes a change to your clinical finding without anyone noticing, or that two versions are in circulation. A simple log of who asked, what kind of change it was, what you decided and which version went out keeps the trail. AI lays out the blank table only. You decide every amendment, you make every change in your own document and system, and the AI never sees a request, a report or a version.
Time: About 10 minutes to lay out; a couple of minutes per request afterwardsTool cost: you can start with a free AI tool
Steps
- Decide your own version-numbering rule (for example v1, v2) and where each report version is stored in your records, and write it as one line.
- Decide your own categories for an amendment request, in your own words, for example: typing or format error, factual detail you can verify from your own records, request that would change a clinical statement or recommendation, or request you decline. Write them in a short list yourself.
- Ask the AI for a blank table with these columns: date received; who asked (role only, such as school, solicitor, local authority or parent); how received; type of change (your categories); your decision; date reply sent; version issued; where the new version is saved; notes by you. Add a header with your version rule.
- Copy the table into your own secure spreadsheet. Log each request on the day it arrives; the log holds no child name or report text, only the job reference you already use.
- Review the log monthly. Any request that would change a clinical statement is decided by you alone, and you note when and why.
The exact prompt
I am a private-practice paediatric therapist in the UK. Below is my version-numbering rule and my own categories for amendment requests on reports. Task: lay out a blank table for my own spreadsheet to log amendment requests. Columns: Date received; Who asked (role only); How received; Type of change (my categories as a dropdown list); My decision; Date reply sent; Version issued; Where the new version is saved; Notes (mine). Above the table, a header block with my version-numbering rule exactly as I give it and a line "Job reference only: no names, no report text". Ten blank rows. Do not add any example row, do not suggest what any decision should be, and do not comment on any amendment or report. RULES FOR THIS CHAT: Do not give any child’s or family’s name, date of birth, school, address, diagnosis, scores, session notes, voice or video. I have not included any and will not. I will give you only my own text, headings, dates and figures that I have typed in. Use the blanks [CHILD A], [PARENT], [SCHOOL] and [REFERRER] only. Do not ask for them and do not invent any. You must not give or suggest any clinical judgement: no view on any child’s needs, diagnosis, progress, provision, goals or recommendations, and no view on what any assessment, report, clinical note, plan or letter about a child should say. Do not write, edit, summarise or check any clinical note, assessment, report, EHCP content or letter about a child. Where a clinical fact or decision is needed, write [PRACTITIONER TO COMPLETE]. Everything you write is a blank layout or a draft that I, the registered practitioner, will read, complete and approve myself, and I stay accountable for it. MY VERSION RULE AND CATEGORIES: [PASTE]
✓ Check before you send
- The log is blank and holds a job reference only: no child name, initials, report text or finding is anywhere in it.
- Your own categories include one for any request that would change a clinical statement or recommendation, and that category is decided by you alone.
- Every request is logged on the day it arrives, with the version issued and where it is saved, so one version is clearly the current one.
- The log is stored securely, as HCPC’s standards require for records, and the AI was never shown a request or a report.
- If you ever used AI to help produce a record or report, RCOT’s standard 11.1.12 and your own body’s rules on documenting that have been followed; this log does not replace that.
UK notes extra
- No child or family information goes into any AI tool on this page. In their own words: the RCSLT’s AI principles say “Identifiable client information — including names, case details, speech samples, transcripts, audio recordings, video recordings, assessment data or personal details, must not be entered into AI tools unless the system has been formally approved for secure clinical use in line with organisational information-governance requirements”; RCOT’s standards (7.1.12) say “You do not input personal, identifiable or sensitive information into AI tools unless they meet your organisation’s security and privacy requirements”; BPS guidance written for BPS Qualifications says “No confidential client or identifiable personal data may be entered into AI tools unless an approved, compliant system is in place and a DPIA has been completed”. HCPC has published no AI information for registrants yet (it said in July 2026 that it would this autumn), so this page does not say what HCPC requires about AI. RCSLT: Artificial intelligence (AI): principles for safe and ethical practice in speech and language therapy (PDF, May 2026; guidance for SLTs, not a replacement for HCPC or RCSLT standards). RCOT: Professional standards for occupational therapy practice (PDF, final, July 2026; occupational therapists). BPS: Qualifications guidance on the responsible use of AI (1 April 2026; written for BPS Qualifications trainees, supervisors and assessors, not a standard for all psychologists in practice). HCPC news, 23 July 2026: new research into the use of artificial intelligence within health and care professions (says AI information for registrants is due “this autumn”).
- HCPC’s standards say: “You must keep records secure by protecting them from loss, damage or inappropriate access.” (10.3). Keep the log in the same secure place as your other records. HCPC: Standards of conduct, performance and ethics (PDF, effective from 1 September 2024; UK).
- RCOT’s standards (11.1.12) say: “If using AI to support record keeping, you review, validate and take full responsibility for all AI-generated content before use or distribution. You clearly document when AI has been used in creating records, assessments, reports or intervention plans.” This job does not use AI for any record or report. RCOT: Professional standards for occupational therapy practice (PDF, final, July 2026; occupational therapists).
- RCSLT’s AI principles say: “SLTs remain accountable for all clinical decisions. AI may support clinical thinking but must not replace SLT clinical judgement, diagnostic interpretation or therapeutic decision making.” Deciding an amendment that changes a finding is a clinical decision. RCSLT: Artificial intelligence (AI): principles for safe and ethical practice in speech and language therapy (PDF, May 2026; guidance for SLTs, not a replacement for HCPC or RCSLT standards).
- England: for an EHC needs assessment the local authority must seek “psychological advice and information from an educational psychologist”; an EP’s advice for the statutory process is the EP’s own, so any log entry about it records your decision and is not drafted by AI. legislation.gov.uk: Special Educational Needs and Disability Regulations 2014, regulation 6 (England).
- Practitioner voice, attributed: an OT practice owner’s LinkedIn post (4 September 2025) mentions “emails back-and-forth with amendments made on reports”. It is one owner’s account. Aaron Craven (OT4life), LinkedIn post: “From job to OT practice in 2 years”, 4 September 2025 (an OT practice owner’s own post; LinkedIn may ask you to sign in).
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑