Magic Notes by Beam

We use an AI (artificial intelligence) tool called Magic Notes by Beam. Magic Notes is a web-based tool and it will be on social care practitioners' mobile phones that are provided by Stockport Council.

Social care practitioners will use Magic Notes to record conversations with residents, carers, provider staff and others involved in the delivery of services to residents.

The conversations will be transcribed by Magic Notes using a large language model (computer program) and, based on built-in prompts agreed with the council, it will create a summary of the conversation and a list of actions. The prompts are designed to extract relevant parts of the conversation, depending on the nature of the meeting.

The use of Magic Notes will:

  • reduce manual typing up of conversation notes
  • improve the recording of notes
  • deliver better reviews and creation of care plans in a timely way
  • improve data quality and security by removing paper transportation between social care practitioners’ homes and the office

Magic Notes involves the processing of personal information, health information and care needs. This will depend on what you say in the meeting. Once the social care practitioner has checked the outputs from Magic Notes, the data will be stored on existing case management systems.

The original recording and transcript will be held for 12 weeks. After this it is deleted by Beam.

How you'll be informed when Magic Notes is used, and how to object

You'll be told at the start of a meeting (whether an in-person visit or phone call) if it's being recorded using Magic Notes.

While the legal basis is not consent, the legal basis of public task allows an objection to be made.

If you, or anyone else present or on the call, objects to the use of Magic Notes at the start of the meeting then it will not be used.

If anyone makes an objection once a recording is already in progress, the recording will stop at that point. However, the recording made up to that point will still be used, otherwise the meeting will have been ineffective.