Key Takeaways
- Specificity is Critical: Vague requests lead to vague answers; specific details produce actionable results.
- Context Matters: Always tell Norma AI what role to adopt or which standards to apply.
- Iterative Process: If the first answer is not perfect, ask follow-up questions to refine the output.
- Safety First: Norma AI is secure, but you must always verify clinical outputs against your professional judgment.
Artificial intelligence is changing how aged care facilities operate. It offers a way to manage administrative burdens and improve access to critical information. However, the quality of the answers you receive depends entirely on the quality of the questions you ask.
These questions are called "prompts."
Norma AI is designed specifically for the Australian aged care sector. It understands the Strengthened Aged Care Quality Standards and your facility’s specific policies. To get the most value from this tool, you must learn how to structure your requests effectively.
This guide provides a clear framework for writing prompts that yield accurate, compliant, and useful responses.
Understanding the Role of Prompts in Health Care
A prompt is simply the instruction you give to the AI. Think of it as delegating a task to a junior staff member. If you give a junior nurse a vague instruction, they might miss important details. If you give them clear, step-by-step guidance, they will complete the task exactly as required.
When you interact with Norma AI, you are having a conversation with your facility’s data. You might be looking for:
- A summary of a resident’s recent progress notes.
- Clarification on a specific policy.
- Evidence requirements for an upcoming audit.
- Ideas for lifestyle activities based on a care plan.
The AI uses the words you type to search through vast amounts of information. Therefore, the words you choose determine the success of the outcome.
The Four Pillars of a Perfect Prompt
To consistently get high-quality responses, you should include four specific elements in your prompt. You do not need all four every time, but using them helps when the task is complex.
1. The Role (Who)
Tell Norma AI what perspective it should take. This helps tone and focus.
- Example: "Act as a Quality Manager..." or "As a Registered Nurse..."
2. The Task (What)
Clearly state what you want the AI to do. Use active verbs.
- Example: "Summarize the last three days of progress notes..." or "Draft a memo regarding..."
3. The Context (Why/How)
Provide background information or specific constraints. This is where you mention regulations.
- Example: "...focusing on changes in mobility and pain levels." or "...referencing Standard 3 of the Quality Standards."
4. The Format (Output)
Specify how you want the answer to look.
- Example: "...present this as a bulleted list." or "...create a table."
Examples of Weak vs. Strong AI Prompts
Seeing the difference between a poor prompt and a good one is the best way to learn. Below are scenarios common in aged care settings.
Scenario A: Checking Compliance
Weak Prompt:
"What does the policy say about falls?"
- Why it fails: It is too broad. It does not specify which policy version, which aspect of falls (prevention, reporting, post-fall), or who the information is for.
Strong Prompt:
"Summarize the immediate post-fall management protocol for a Registered Nurse. Reference our current Falls Prevention Policy and present the steps as a checklist."
- Why it works: It defines the user (RN), the specific phase (post-fall), and the desired format (checklist).
Scenario B: Clinical Summaries
Weak Prompt:
"Tell me about Resident Mrs. Smith."
- Why it fails: This could return anything from her diet preferences to her admission date. It lacks clinical focus.
Strong Prompt:
"Create a clinical summary for Mrs. Smith based on progress notes from the last 7 days. Focus specifically on her wound care progress and any reported behavioral incidents. Keep it under 200 words."
- Why it works: It sets a timeframe (7 days), a clinical focus (wound care/behavior), and a length constraint.
Scenario C: Audit Preparation
Weak Prompt:
"Help me with Standard 3."
- Why it fails: Standard 3 covers a wide range of personal care and clinical care requirements.
Strong Prompt:
"List the required evidence documents for Standard 3.2 regarding Antimicrobial Stewardship. Compare our current policy against the Strengthened Aged Care Quality Standards requirements."
- Why it works: It targets a specific sub-standard and asks for a comparison, which is a high-value task for AI.
Refining Your Requests for Better Clinical Outcomes
Sometimes, the first response you get might not be exactly what you needed. This is normal. You can "chat" with the system to improve the answer. You do not need to start over; simply ask a follow-up question.
Refining techniques include:
- Changing the Length: "That is too long. Please summarize it into three main points."
- Changing the Tone: "Rewrite this explanation so it is easy for a family member to understand."
- Adding Missing Info: "You missed the incident from yesterday. Please include that in the summary."
- Formatting Data: "Take that text and put it into a table with columns for Date, Incident Type, and Action Taken."
Using Follow-Up Prompts for Clarity
Prompting is often a multi-step process. If the AI provides a general answer, guide it toward the specific detail you need.
Step 1:
"What are the requirements for restrictive practices?"
Step 2 (The Follow-up):
"Focus specifically on chemical restraint. What are the authorization requirements for a prescriber?"
Step 3 (The Format):
"Turn those requirements into a compliance checklist for the nursing staff."
By breaking complex requests into smaller steps, you ensure accuracy and reduce the chance of the AI missing a key detail.
Best Practices for AI in Aged Care
When writing prompts for Norma AI, keep these industry-specific best practices in mind:
- Maintain Privacy: While Governa is secure, always follow your organization's protocols regarding resident privacy. Refer to residents in the manner your facility policy dictates.
- Verify Outputs: AI is a tool to assist, not replace. Always review the output. If Norma AI writes a care plan summary, check it against the source notes to ensure no critical clinical contradiction exists.
- Be Objective: Use neutral language in your prompts. Instead of asking "Why is this resident difficult?", ask "Summarize the behavioral incidents recorded for this resident."
- Reference Standards: The Australian aged care sector is heavily regulated. Frequently ask Norma to "align with the Strengthened Aged Care Quality Standards" in your prompts to ensure compliance is always front of mind.
Frequently Asked Questions
Can I ask Norma to write an email to a family member?
Yes. You can provide the key clinical facts and ask Norma to draft a professional email. However, you must review the draft carefully before sending it to ensure the tone is compassionate and the facts are accurate.
What should I do if the answer is incorrect?
If Norma provides an answer that seems wrong, correct it immediately in the chat. specific instructions like "That is incorrect, please refer to the policy updated in January 2025" will help the system locate the right information.
How long should a prompt be?
There is no strict limit, but clarity is more important than length. A two-sentence prompt that includes the Role, Task, and Context is usually sufficient. Avoid writing prompt paragraphs that drift into unrelated topics.
Can I copy and paste existing notes into the prompt?
You generally do not need to copy and paste notes if Norma is integrated with your care management system. You can simply ask Norma to "review the notes from [Date]." If you do need to paste text, ensure you are following your organization's data security policies.
Achieving Excellence in Documentation with Governa
Mastering the art of the prompt is a skill that will serve you well as technology continues to advance in the health care sector. By being specific, providing context, and asking for clear formats, you can transform Norma AI from a simple search tool into a powerful clinical assistant.
This approach ensures that your documentation is robust, your compliance is tight, and your time is spent where it matters most: delivering care to residents. Start practicing these prompt structures today to see immediate improvements in the quality of information you receive.
