Reflection Assistant

How it works

Open a form in the ePortfolio and open the assistant's side panel. Paste your rough notes and answer a short multiple-choice interview. The assistant writes a first draft into the form for you.

The draft is example text built from your notes. Read it and edit it in the form. Nothing is saved or submitted for you. You save the form yourself, once you approve of the text.

Some fields must be filled by hand, for example search fields such as Key Skill, Assessor and Supervisor, and tick boxes. The panel lists them. Every other field gets example text, assessor and email fields included; an invented email is always an example.com address.

Which forms work

The assistant reads whichever form you have open on training.rcog.org.uk. These nine forms have been tested:

• Reflective practice
• Other evidence
• Procedure log
• Case-based discussion (CBD)
• Mini-CEX
• NOTSS
• OSATS (formative)
• OSATS (summative)
• Self team observation (Self-TO1)

Other forms on training.rcog.org.uk may work, but they are unproven. If one does not work, use Report a problem in the panel.

Install the extension

1. Unzip the zip you were given into a permanent folder. Chrome loads the extension from this folder, so keep it in place.
2. Open chrome://extensions in Chrome.
3. Turn on Developer mode.
4. Click Load unpacked and choose the folder.

Chrome shows a developer-mode warning. This is expected.

To update, replace the folder's contents with the new files, then click reload for the extension in chrome://extensions.

The first time you open the panel, it asks for the invite code you were given.

Privacy notice

This notice covers the Reflection Assistant beta. Contact: [owner email].

Keep patient details out

Do not put patient names, NHS numbers, hospital numbers or dates of birth in your note or your answers. Describe the case without them. The panel may warn you if your note looks like it contains one of these.

What is sent

When you ask for a draft, the extension sends:

• your note;
• your interview answers, with the questions they answer;
• for the form's text, date and choice fields: each field's label, type, section, help text, the choices (options) it offers, and whether it is required. assessor and email fields included;
• your invite code, so the service knows the request is from an invited tester.

It never sends what is already in the form. Search fields and tick boxes, which you fill by hand, are not sent at all.

Your notes are sent to Claude, an AI model made by Anthropic, to draft your entry. The note, answers and field details go to Anthropic for processing. Anthropic's own data-retention terms apply; see Anthropic's privacy policy.

The service runs on Cloudflare Workers, so your requests pass through Cloudflare.

What is stored

The service stores nothing beyond these:

• Your invite code and the name the owner gave it, so the code can be checked and revoked.
• A daily count of requests for your invite code, used for the daily limit. It expires after 2 days.
• Problem reports you choose to send with Report a problem. A report holds your comment, the page's path (the part of the address after training.rcog.org.uk, without any query), and the form's field labels, types, sections and options. It never holds what you typed in the form or your note. Reports are kept for 90 days, then deleted.

Your note, your answers and the draft are not stored by the service. The extension keeps your invite code in Chrome on your computer.

What is logged

The service logs one line of metadata for each request. It holds only:

• your invite code ID (a short label, not the code itself);
• which part of the service was called and the phase (first draft or final draft);
• the number of fields;
• the time taken;
• the status and any error code;
• the number of retries and whether a fallback was used;
• for reports: the kind of report, your answer to "How much did you change the draft?", and whether you sent anyway or edited your note after a patient-details warning.

Logs never hold your note, your answers, field labels or anything you typed. The warning count never records what triggered it.

How to stop

Uninstall the extension from chrome://extensions. Nothing more is sent after that. To have your invite code turned off, ask the owner at [owner email] to revoke it.

Questions about this notice, or about your data, go to [owner email].