Bellarine Psychology: Less Time on Reports, More Time With Clients – Delivered in Two Days

Brief

We worked with Bellarine Psychology to cut hours out of writing ADHD and Autism assessment reports by building a suite of AI prompts, embedded directly in the practice’s existing Bastion platform, that turn intake forms into clinician-style narratives, match session transcripts against DSM-5 and DIVA-5 criteria with every finding backed by an exact quote and timestamp, and pull standardised assessment scores straight into ready-to-use tables.

My team and I were lucky enough to work alongside the incredible Sam and Sean from AI Advancements. They went above and beyond our expectations when designing a report-writing tool! An incredible team to work with and we’d highly recommend them to anyone looking for some AI support. Thanks so much guys!

Gina, Bellarine Psychology

Problem

Every ADHD or Autism assessment report at Bellarine Psychology started the same way: a dense client intake form to read and turn into a coherent developmental and health history, and an hour-plus session transcript to comb back through, looking for the specific moments where a client’s own words lined up with one of the eighteen DSM-5 ADHD criteria, or the four domains of the Autism criteria. Each one of those matches then had to be written up in the practice’s own clinical voice, checked against the diagnostic framework, and referenced back to the transcript so it could be defended if questioned. On top of that, standardised test results from tools like the SRS-2 had to be manually transcribed out of NovaPsych PDF exports into tables for the final report — a fiddly, easy-to-mistype job that added yet more time to an already long process. None of this was hard, exactly. It was just slow, repetitive, and happening on every single case. For a practice trying to keep pace with demand for ADHD and Autism assessments, that repetition was quietly eating the hours that should have gone to clients.

Solution

We built three purpose-designed prompt systems directly inside Bastion, the AI platform Bellarine Psychology already used. Paste in an intake form and get back a structured narrative in the practice’s own established report style. Paste in a transcript and get back each DSM/DIVA criterion addressed in turn, written as report-ready paragraphs with the supporting evidence attached. Paste in a NovaPsych score export and get back a clean, ready-to-format table.

• Every finding is verifiable, not just generated — each symptom paragraph comes with the exact quote and timestamp it was drawn from, so a clinician can jump straight to the source transcript and confirm it in seconds. Clinical rigour stays intact.
• Written in the practice’s own voice — the prompts were built from Bellarine’s own previously completed reports, so the output reads like it was written by the clinician, not a chatbot.
• No new tools to learn — everything runs inside the AI platform the practice was already using day to day, so there was nothing new to procure, approve, or train staff on.
• Covers the whole reporting pipeline — background history, ADHD and Autism criteria matching, and standardised test tables are all handled as one connected workflow rather than three separate tools.

Result

In two days, Bellarine Psychology went from a fully manual reporting process to a working set of AI prompts covering intake narratives, ADHD and Autism criteria correlation, and assessment table extraction — all live inside the platform they already used. The manual, repetitive core of report writing — reading, cross-referencing, re-typing — was replaced with a verify-and-refine process instead, giving clinicians more time back to put toward clients rather than documentation.

Under the Hood