FAQ
FAQ
Common questions about Rupert. Answers stay grounded in how the product works today.
About Rupert
What is Rupert?
Rupert is report tooling for NDIS clinicians. It turns interview notes and supporting documents into a structured Functional Capacity Assessment (FCA) draft, then helps you refine that draft after NDIS planner feedback. Marketing is at rupert.jacf.com.au; the product is at rupertapp.jacf.com.au.
Who is Rupert for?
NDIS clinicians and field assessors — for example occupational therapists — who draft and revise FCA reports.
Is Rupert an electronic health record (EHR)?
No. Rupert is clinical documentation tooling for NDIS reporting. It is not a practice management system or a participant record system.
Does Rupert replace my clinical judgement?
No. You stay responsible for the assessment and the report. Rupert drafts and proposes changes from your sources; you decide what goes into the final document.
Is Rupert only for Functional Capacity Assessments?
Yes for the live product today — Rupert focuses on FCA reports. Extra report types may show later under “More Report Types”; they are not live yet.
Access and accounts
How do I get access to Rupert?
Create an account on Sign up, confirm your email, then sign in. On first use you give your profession and registration details before opening the product.
Can I sign up myself on the website?
Yes. Use Sign up on the marketing site or /signup, confirm your email, then sign in. Profession and registration details are collected on first use.
How do I sign in?
Open Sign in, enter your email and password, and continue into Rupert. If you have not finished credential onboarding yet, that appears on first use.
I forgot my password. What should I do?
Use forgot password on the Sign in page. Request a reset link for your account email, then set a new password.
Can my whole clinic share one login?
No. Each person uses their own account and their own published reports. Shared clinic logins and multi-seat workspaces are not in the live product today.
Who can use Rupert?
NDIS clinicians and field assessors who need FCA drafting support. Create an account if that is your role.
How it works
How does Rupert help with FCA reports?
You capture notes and documents, check completeness before drafting, generate a structured FCA, then refine it when planner feedback arrives. Clinical facts stay grounded in your sources — feedback alone does not invent new claims.
What are the main steps in Rupert?
Capture → Processing → Completeness gate → Report generation → optional NDIS feedback review. Each stage shows a clear next action in the product.
What does “draft, check, and refine” mean?
Draft from your notes and files. Check missing or unclear detail before clinical sections are written. Refine after planner feedback by accepting or rejecting pending proposals.
Do I need to install software?
No. Rupert runs in the browser. Sign in when you have an account.
Can I use Rupert on a phone or tablet?
It works in a browser, including photographing handwritten notes from a phone. There is no dedicated mobile app. A desktop or laptop browser is still the better fit for the full Capture → Gate → Report flow.
How long does a typical report run take?
It depends on your sources and the drafting pipeline. You can watch live progress as each section finishes.
Capturing notes and documents
What can I upload?
Typed interview notes and supporting files. Accepted types are .md, .txt, .rtf, .csv, .pdf, .docx, .doc, .odt, .png, .jpg/.jpeg, and .webp, within the product upload limits (including a 25 MB per-file cap). Photos of handwritten notes can be converted to markdown on Capture so you can check the wording before generating. Printed scans are read with on-server OCR when you generate. HEIC is not accepted — export as JPEG or PNG. Image uploads need a short attestation that you are authorised to upload them.
Can I upload handwritten notes?
Yes. Photograph or upload .png, .jpg/.jpeg, or .webp pages, confirm the image attestation, then use Convert handwriting to notes. The text is added to Typed notes so you can edit it before generating. Original photos stay with the run as evidence. Conversion uses the same AI providers as drafting and may be processed outside Australia. It does not use a report credit. If a page is hard to read, type those notes instead.
Where do clinical facts come from?
From the interview notes and observations you provide. Those sources are what the draft is allowed to state.
Do I need perfect notes before I start?
No. Capture what you have, then use the completeness gate to see what is missing or unclear before clinical sections are drafted.
Are my uploads shared with other users?
No. You work with your own material and published reports. Access is owner-scoped.
Can I add more information after I start a run?
Yes. If the completeness gate flags gaps, you can add detail before generation continues.
Completeness gate
What is the completeness gate?
Before clinical sections are written, Rupert checks whether the available information is complete enough to draft. When it does not pass, it shows missing, incomplete, or ambiguous detail.
Why does Rupert stop for completeness checks?
So you are not stuck with a long draft built on thin or unclear sources. Review the gaps, add what you need, then continue.
What happens if the gate fails?
You see the gaps in the product. Add or clarify the detail, then continue when you are ready.
Can I skip the completeness gate?
No. The gate is part of drafting so clinical sections are not written against incomplete sources. Use the findings, then proceed.
Report generation and output
What does a generated FCA include?
The 17 Functional Capacity Assessment sections Rupert uses, as one structured draft from a generation run.
What format is the report in?
Reports are stored and previewed as markdown. You can download the markdown file, and a Word (.docx) copy derived from that markdown.
Can I download my reports later?
Yes. You can list and download reports you own — markdown and Word.
Does Rupert check quality as it drafts?
Yes. Generation includes quality assurance and cross-section consistency checks before the final draft is compiled.
Can I see progress while a report is generating?
Yes. Live progress shows drafting status as each section completes.
How long are published reports kept?
Published reports have a configurable retention period. The default is about seven years. You can renew retention on reports you own.
Can I export to Microsoft Word today?
Yes. On the Report stage and on a finished report page, use Download Word for a .docx derived from your markdown. Markdown download stays available.
Will Rupert guarantee NDIS funding or planner acceptance?
No. Rupert helps you produce clearer, source-grounded documentation. Funding and planner outcomes stay with the NDIS process and your clinical responsibility.
NDIS feedback review
What is NDIS feedback review?
After you have a report, you can supply planner feedback against it. Rupert proposes scoped amendments. You accept or reject pending proposals, then apply the accepted set. Sections that still need a key question stay on hold until you confirm ignored questions.
Do I have to accept every proposed change?
No. Review each pending proposal. Accept what you agree with, reject the rest, then apply only the accepted changes. Apply stays unavailable while any section still needs a key question.
Will Rupert invent facts to satisfy planner feedback?
No. Clinical facts stay grounded in the notes snapshot for that review. Feedback alone does not create new clinical claims.
What do I get after applying accepted amendments?
A revised report and a feedback response document, after quality and consistency checks.
Can I run feedback review on someone else's report?
No. You work with reports you own.
Is feedback review required for every report?
No. Use it when you have planner feedback to work through. Many runs end at draft download.
Plans and billing
How does billing work?
New accounts get a 7-day trial with two report credits. After that, Core is A$49 per month (GST included). Extra reports are A$8 each (GST included). Paid Core periods also add report credits that roll over while Core stays active. NDIS feedback review does not use a credit. Subscribe or buy packs on /pricing or in Settings → Plans & billing.
What does Core include?
Active Core lets you start new FCA runs when you have credits, and includes NDIS feedback review without consuming a credit. Trial Core works the same way for seven days. If Core lapses, you can still sign in and open prior reports, but new reports and new reviews are blocked until Core is active again.
Do NDIS reviews consume report credits?
No. Starting a new FCA run uses one credit. Feedback review needs active Core only.
Where do I manage plans and billing?
On /pricing after you sign in, or in Settings → Plans & billing. Subscribe, buy credit packs, and open the Stripe customer portal from Settings.
Privacy and data
How does Rupert treat participant information?
Uploaded sources, generated reports, and review artefacts are treated as confidential clinical and NDIS-related information. Unauthenticated visitors only see public marketing and sign-in pages.
Who can see my reports?
Only signed-in access reaches Rupert and protected APIs. You retrieve reports you own. They are not on the public marketing site.
How is access controlled?
Clinical work sits behind authenticated accounts. After sign-up, Rupert collects profession and registration details on first use for accountability. It does not live-verify registration with a board.
Is my data used to train public AI models?
No. We do not use your uploads or reports to train public or foundation models.
Where is my data hosted?
App hosting and storage are meant to run in Australia — Fly.io in Sydney and Supabase in Sydney (ap-southeast-2). Drafting and handwriting conversion still call third-party LLM providers, and those calls may be processed outside Australia. Hosting the product here does not mean the models run only here. Most AI writing tools work the same way.
Does Rupert redact personal details before sending content to an LLM?
No. Your uploads and reports stay confidential and tied to your account, but Rupert does not auto-redact names or other identifiers before content goes to an LLM. Treat what you upload the way you would any clinical disclosure.
Should I update consent and disclose AI-assisted drafting?
Best practice: update your service agreements for AI-assisted documentation, and say in the report when drafting was AI-assisted. You still own consent and every clinical claim in the finished document.
Limits and judgement
What is out of scope for the live product?
Public self-signup, a 7-day trial with two report credits, and Core + extra-report packs (via /pricing or Settings) are live. Multi-user team workspaces, a dedicated mobile app, and extra report types beyond Rupert are not live today.
Does Rupert give legal or NDIS scheme advice?
No. Rupert supports documentation workflow. It does not replace legal advice, scheme advice, or your professional obligations as an assessor.
What if the draft is wrong or incomplete?
Treat it as a draft under your control. Strengthen your sources, use the gate findings, make your clinical edits, and use feedback review when planner comments need a scoped revision.
Support
How do I contact support?
Use Contact support in Ask Rupert, or email support@rupert.jacf.com.au.
What can Ask Rupert help with?
Product help and workflow orientation — how Rupert works and where you are in Capture → Processing → Gate → Report → Review. It does not draft clinical notes or report sections. For human follow-up, use Contact support in that panel or email support@rupert.jacf.com.au.
How do I get started or share product feedback?
If you have an account, sign in and open Rupert. If you are new, use Sign up. For workflow feedback, use the feedback options on the Rupert website.