idea

Idea Brief — ASS1: Assessment Intake, AI Extraction & Recommendation Workflow

Problem Statement (What)

Support at Home (SAH) requires Assistive Technology & Home Modifications (ATHM) items to be assessed, mapped to Tier-5 codes, and backed by verifiable evidence before they can be funded.

Today this information arrives as unstructured documents (PDFs, emails, quotes), leading to:

Inconsistent Tier-5 classification
Inability to surface structured recommendation data inside the budget
Bill processors lacking the information needed to match invoices
Avoidable invoice-on-hold delays
Fragmented and unreliable documentation storage

The business requires a mechanism for assessors to submit evidence, for the system to extract structured data from that evidence, and for care partners to confirm recommendations so that structured objects can be used downstream.

Possible Solution (How)

Create the Assessment Intake & Recommendation Module (ASS1) that:

Enables Care Partners to create Assessment Requests on packages, selecting assessment type and onboarded supplier (for OT assessments)
Provides secure link for assessors to log in using existing Portal credentials and upload documents
Extracts key data from documents using AI, including product/modification details and Tier-3→4→5 mapping
Presents assessors with a correction & confirmation UI, ensuring a mandatory human-in-the-loop validation step
Produces structured Recommendation records containing Tier-5 codes, mapped evidence, and metadata
Allows Care Partners to accept recommendations (no reject - can ignore instead), which silently creates backend-only Inclusion Seeds for Advice and Prescribed pathways only
Enables accepted Recommendations to pre-populate Service Plan items with terminal tier value only (Tier-5 for products, Tier-3 for services)
Stores all evidence and extracted data centrally to enable accurate invoice matching

Benefits (Why)

Category	Expected Benefit
Regulatory Compliance	Ensures ATHM assessments are captured, mapped, validated, and consistently linked to Tier-5 codes to meet SAH requirements
Operational Efficiency	Reduces manual document review, decreases assessment-to-budget cycle time, and improves coordination between assessors and care partners
Invoice Accuracy	Provides structured data that AI can later use to cross-reference invoices, reducing “on hold” volume in ASS2
Data Quality	Creates a single structured repository for assessment evidence and recommendation data for budgeting and future inclusion workflows
Scalability	Supports high document volume and assessor variability without manual processing bottlenecks

Owner & Stakeholders

Team:

BA/Requirements: David
Product Owner/SME: Romi
Design Lead: Beth
Tech Lead: Khoa
Data Lead: Katja

Stakeholders: To be completed.

Assumptions, Dependencies, Risks

Assumptions

Assessors can authenticate and upload evidence through the Portal
AI extraction achieves sufficient accuracy to reduce manual workload
Tier-5 canonical dataset is available and maintained

Dependencies

Assessor authentication via existing Portal credentials
AI extraction & mapping service
Backend Inclusion Seed object (no UI/lifecycle in ASS1)
Service Plan “Add Service” capability to accept recommendations
Tier-5 canonical dataset (internally maintained)
Full assessment type schema (pending from Romi)
Document type enum (pending from Romi)
Tier-5 pathway requirements (pending from Romi)

Risks

Variability of assessor reports impacting extraction accuracy
Assessors failing to complete human-in-loop confirmation
High-volume ingestion stressing document-processing workflows

Estimated Effort

To be determined (high-level indication: several sprints across design, backend, and AI extraction).

Scope Boundaries

ASS1 includes:

CP creates Assessment Request, selects type and supplier (for OT)
Assessor authentication via existing Portal credentials
Assessment document upload by logged-in assessors
AI extraction and Tier-5 mapping with confidence scores
Human-in-the-loop correction & confirmation (mandatory)
Recommendation objects (structured records)
CP acceptance workflow (no reject - only accept or ignore)
Backend-only Inclusion Seeds created on acceptance (for Advice/Prescribed pathways only)
Service Plan prepopulation with terminal tier value only (Tier-5 or Tier-3)
Billing visibility: Tier values on Service Plan items and invoices for manual matching context

ASS2 will handle (explicitly out of scope for ASS1):

Inclusion lifecycle and UI
Inclusion index/list views
Needs modelling or editing
Funding pathway or eligibility rules
Invoice auto-hold/auto-release logic
Multi-assessment consolidation logic
Action Plans
Claims processing
CSV ingestion
Services Australia API integrations
Supplier procurement workflows

Proceed to PRD?

Yes.