Sample AI Prompt: Turn Phone Notes into a Usable Case Summary
Disclaimer: The House of Representatives’ Chief Administrative Officer announced an official Artificial Intelligence (AI) policy in September of 2024. The policy can be accessed by Congressional staff behind the institution’s firewall on HouseNet. The below resource has not been updated in response to the policy.
Scenario
Almost every caseworker has had the experience of looking back at phone notes hours or days later and wondering—what on earth did that mean?
Task
Have GenAI turn quick phone notes into a usable summary that you could add to a constituent’s case file or insert into a form letter.
Tool
ChatGPT4Plus (approved for use in the House and Senate)
Tips
Be careful to avoid including identifying information! You can use general details that can’t be traced to a specific person. Before dropping in your notes, make sure that you’ve removed any names or other identifying details (try using “constituent” or “c” instead of a name).
Make sure to turn off chat history for your browser to be especially sure that the information you are providing is not incorporated into the model’s training data.
Try asking for multiple formats or a specific length: bullet points might be best for your case notes, and a paragraph might be most helpful for a form letter.
Prompt
Please write a one-paragraph summary of the following notes from this call with the Taxpayer Advocate Service about a constituent’s case:
Diane from TAS called with an update about C’s refund
Said reviewing the inquiry, the case was flagged for ID theft
Got routed to the wrong unit for some reason
She’s picked it back up and requested that it be rerouted to the right queue but it will take a few days to process
Planned next callback date April 23rd
Told her that C may ask for an update before then because they planned to use the refund to pay for elective surgery and are getting bill collector calls
Diane said she’d look into options to expedite
Probably not a Taxpayer Assistance order yet
AI-Generated Response
Diane from the Taxpayer Advocate Service (TAS) provided an update on C's refund case, revealing that it was flagged for identity theft but had been mistakenly routed to the wrong unit. She has since taken it back up and requested it be rerouted to the correct queue, though processing will take a few days. The next callback is scheduled for April 23rd, but considering C's urgent need due to bill collector calls and plans for elective surgery funded by the refund, Diane agreed to explore options to expedite, indicating that a Taxpayer Assistance order might not yet be in place.
