Report T5 AI V3 Verified

AI EXTRACTION PROMPT: OT Assessment Report → Tier Classification

YOUR TASK

Extract PRODUCT recommendations ONLY from the assessment document and classify them using the tier database provided.

SCOPE: This prompt handles PRODUCTS only. Services (physiotherapy, nursing, etc.) are out of scope and will be handled separately.

CRITICAL: You MUST search the tier database and cite the exact row you matched. No guessing allowed.

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INPUT

You will receive:

1. An assessment document (OT report, quote, or amendment)
2. A tier classification database (CSV or table format)

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OUTPUT

Return a simple JSON array of items:

[
  {
    "item_name": "Product or service name",
    "item_type": "product | service",
    "quantity": 1,
    "price": 250.00,
    "tier_code": "12 06 06",
    "tier_description": "Rollators",
    "prescription_requirement": "Prescribed | Under advice | Low risk",
    "confidence": "high | medium | low",
    "database_match": "Exact match to 'Rollators' in tier database",
    "notes": "Any relevant context or uncertainty"
  }
]

Field Rules:

• item_name: Clean product name (e.g., “Shower chair” NOT “Buy Shower Chair Online - ILS (ilsau.com.au)”)
• item_type: Always “product” (services are out of scope)
• quantity: Integer (use 1 if not specified)
• price: Number or null if not mentioned
• tier_code: Tier-5 code - MUST come from database (products always use Tier-5, never Tier-3 or Tier-4)
• tier_description: Copy exactly from the “Tier 5 (Item)” column in database
• prescription_requirement: Copy exactly from “Prescription requirement” column in database
• confidence: “high” = exact match, “medium” = semantic match, “low” = best guess from database
• database_match: REQUIRED - Explain which row/term you matched in the tier database
• notes: Optional - only if there’s something important to flag

Installation & Home Modifications:

• If a product requires installation (e.g., grab rails, ramps), the Tier-5 code includes both product and installation (materials + labor)
• Prefer specific equipment Tier-5 codes (e.g., 18 18 10 for grab rails) over generic HM codes
• Only use HM (Home Modification) codes when there is NO specific equipment tier code available or when the recommendation is purely structural modification (not equipment)

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CLASSIFICATION RULES

STEP 1: Extract Items from Document

Read the entire document first, then extract items systematically:

1. Primary source: Look for “Recommendations” or “Product” sections first

   • These contain the specific items being prescribed
   • Prefer specific product names over generic descriptions

2. Avoid duplicates:

   • If the same item appears multiple times (e.g., mentioned generically in narrative, then listed specifically in recommendations), extract it only once
   • Use the most specific product name available (e.g., “Ellipse Super Lite Rollator Medium” not “rollator walker”)
   • Use the most complete information (quantity, price, supplier if available)

3. When to extract separately:

   • Different products that happen to serve the same function (e.g., “Non-slip shower mat” + “Peak Shower Deluxe Mat” are both bath mats but are separate recommendations)
   • Explicitly numbered/listed items (e.g., “1. Product A” and “2. Product B”)
   • Items for different locations (e.g., “Grabrail for front patio” vs “Grabrail for shower”)

Example - Avoid This Duplication:

Report says:
"Client requires a shower chair for safe transfers...
Product: Drive Medical Shower Chair"

❌ Don't extract both:
- "Shower chair" (generic)
- "Drive Medical Shower Chair" (specific)

✅ Extract once:
- "Drive Medical Shower Chair"

Example - Extract Both (Not Duplicates):

Report says:
"Replace existing non-slip mat...
Product: Peak Shower Deluxe Mat"

✅ Extract both (different items):
- "Replacement anti-slip bathmat" (generic recommendation)
- "Peak Shower Deluxe Mat" (specific product)

STEP 2: Search Tier Database for Each Item

For each extracted item, you MUST search the tier database using these strategies:

Strategy A: Exact Name Match

• Search the “Tier 5 (Item)” column for exact or near-exact matches
• Example: “Rollator” in document → Search database → Find “Rollators” in Tier 5 column

Strategy B: Keyword Search in Tier 5 Column

• Search for key terms from the item name
• Example: “Digital Calendar Clock” → Search database for “clock” → Find “Clocks and timepieces”

Strategy C: Category Search via Tier 4

• If no Tier 5 match, search the “tier_4” column for functional category
• Example: “Grab rails” → Search tier_4 for “grab” or “rail” → Find “Supporting handrails and grab bars”

Strategy D: Use “Other” Category as Last Resort

• If no match found in A-C, find the most relevant Tier 4 category and use its “OTH” code
• Example: “Kettle tipper” → No exact match → Use “15 03 OTH” (Other - Preparing food and drink)

STEP 3: Copy Data from Matched Row

Once you’ve found the matching row in the database:

1. Copy the t5_code (Tier-5 code) - e.g., “12 06 06”
2. Copy the Tier 5 (Item) description - e.g., “Rollators”
3. Copy the Prescription requirement - e.g., “Prescribed”
4. Document your match in database_match field

Products → Tier-5

Products must be classified to Tier-5 (the most specific code from the t5_code column).

Services → Tier-3

Services have no Tier-4 or Tier-5. Only classify to Tier-3 (t3_code column).

If You Truly Can’t Find a Match

Only if the database has NO relevant category at all:

• Set tier_code: null
• Set tier_description: "No match found"
• Set prescription_requirement: null
• Set confidence: "low"
• Set database_match: "No suitable category found in tier database"

---

EXAMPLES

Example 1: Exact Match

Item from Report: “Four-wheeled rollator with seat - $285”

Database Search Process:

1. Search “Tier 5 (Item)” column for “rollator”
2. Find exact match: “Rollators” with code “12 06 06”
3. Check prescription requirement: “Prescribed”

Output:

{
  "item_name": "Four-wheeled rollator with seat",
  "item_type": "product",
  "quantity": 1,
  "price": 285.00,
  "tier_code": "12 06 06",
  "tier_description": "Rollators",
  "prescription_requirement": "Prescribed",
  "confidence": "high",
  "database_match": "Exact match to 'Rollators' (12 06 06) in tier database",
  "notes": null
}

Example 2: Keyword Match

Item from Report: “Digital Calendar Clock Large”

Database Search Process:

1. Search “Tier 5 (Item)” for “calendar clock” - no exact match
2. Search for “clock” - find “Clocks and timepieces” with code “22 28 03”
3. Check prescription requirement: “Prescribed”

Output:

{
  "item_name": "Digital Calendar Clock Large",
  "item_type": "product",
  "quantity": 1,
  "price": null,
  "tier_code": "22 28 03",
  "tier_description": "Clocks and timepieces",
  "prescription_requirement": "Prescribed",
  "confidence": "medium",
  "database_match": "Keyword match: 'clock' matched to 'Clocks and timepieces' (22 28 03)",
  "notes": null
}

Example 3: Category Match

Item from Report: “Grab rails”

Database Search Process:

1. Search “Tier 5 (Item)” for “grab rails” - no exact match
2. Search tier_4 column for “grab” - find “Supporting handrails and grab bars”
3. Find Tier 5 item: “Removable grab rails and hand grips” with code “18 18 10”
4. Check prescription requirement: “Prescribed”

Output:

{
  "item_name": "Grab rails",
  "item_type": "product",
  "quantity": 1,
  "price": null,
  "tier_code": "18 18 10",
  "tier_description": "Removable grab rails and hand grips",
  "prescription_requirement": "Prescribed",
  "confidence": "high",
  "database_match": "Found 'Removable grab rails and hand grips' (18 18 10) under 'Supporting handrails and grab bars' category",
  "notes": null
}

Example 4: Using “Other” Category

Item from Report: “Uccello Tipping Kettle”

Database Search Process:

1. Search “Tier 5 (Item)” for “kettle” - no match
2. Search tier_4 for “kettle” - no match
3. Determine functional category: food/drink preparation
4. Find tier_4 “Preparing food and drink” (15 03)
5. Use “Other” code: “15 03 OTH”
6. Check prescription requirement for that tier_4 category

Output:

{
  "item_name": "Uccello Tipping Kettle",
  "item_type": "product",
  "quantity": 1,
  "price": null,
  "tier_code": "15 03 OTH",
  "tier_description": "Other",
  "prescription_requirement": "Low risk",
  "confidence": "low",
  "database_match": "No exact match - classified under 'Other' (15 03 OTH) for 'Preparing food and drink' category",
  "notes": "No specific kettle/tipper category in database"
}

Example 5: Bundled Items - Extract Separately

Item from Report: “Bidet with 3-in-1 arms and toilet seat raiser”

Database Search Process: Separate into individual items, then search each:

1. “Bidet” - no match in database
2. “3-in-1 arms” (toilet arms) - search for “toilet arm” → find “Toilet arm supports and toilet back supports, free-standing” (09 12 25)
3. “Toilet seat raiser” - search for “raised toilet seat” → find “Raised toilet seats, detachable” (09 12 15)

Output:

[
  {
    "item_name": "Bidet",
    "item_type": "product",
    "quantity": 1,
    "price": null,
    "tier_code": null,
    "tier_description": "No match found",
    "prescription_requirement": null,
    "confidence": "low",
    "database_match": "No bidet category found in tier database",
    "notes": "Home modification referral form mentioned"
  },
  {
    "item_name": "3-in-1 toilet arms",
    "item_type": "product",
    "quantity": 1,
    "price": null,
    "tier_code": "09 12 25",
    "tier_description": "Toilet arm supports and toilet back supports, free-standing",
    "prescription_requirement": "Low risk",
    "confidence": "medium",
    "database_match": "Matched 'toilet arms' to 'Toilet arm supports and toilet back supports, free-standing' (09 12 25)",
    "notes": "Part of bidet with 3-in-1 arms recommendation"
  },
  {
    "item_name": "Toilet seat raiser",
    "item_type": "product",
    "quantity": 1,
    "price": null,
    "tier_code": "09 12 15",
    "tier_description": "Raised toilet seats, detachable",
    "prescription_requirement": "Prescribed",
    "confidence": "high",
    "database_match": "Matched 'toilet seat raiser' to 'Raised toilet seats, detachable' (09 12 15)",
    "notes": "Part of bidet with 3-in-1 arms recommendation"
  }
]

---

COMMON PRODUCT MAPPINGS (Reference Only)

Use these as hints, but always verify against the actual tier database:

Common Item	Search Term	Likely Tier-5 Code
Rollator / Walker	”Rollators”	12 06 06
Shower chair	”Shower chairs”	09 33 07
Grab rails	”grab rails”	18 18 10
Non-slip mat	”non-slip” or “mat”	09 33 06
Commode chair (with wheels)	“Commode chairs”	09 12 03
Raised toilet seat	”Raised toilet seats”	09 12 15 or 09 12 12
Over-bed table	”Bed tables”	18 03 15
Electric bed (hi-lo)	“powered adjustment”	18 12 10
Jar/bottle opener	”Container openers”	24 06 03
Reacher / Pick-up tool	”Manual gripping tongs”	24 21 03
Swivel cushion	”Turntables”	12 31 06
Chair lift / Lift chair	”Chair lifts and chair transporters”	18 09 24
Clock (calendar/orientation)	“Clocks and timepieces”	22 28 03

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IMPORTANT REMINDERS

1. You MUST search the tier database - Do not guess tier codes
2. Always document your database match - Explain which row you used
3. Extract every product/service mentioned - Even if bundled together, separate them
4. Always classify products to Tier-5 (t5_code column)
5. Always classify services to Tier-3 only (t3_code column)
6. Copy prescription requirement from the database - Don’t infer it
7. If uncertain, use “Other” category - Better than null
8. Work methodically - Extract → Search → Match → Document

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START NOW

Extract items from the document and return the JSON array with verified database matches.