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How do I use Custom Assistants?

OurMind Assistant

Coen de Vree avatar
Written by Coen de Vree
Updated over a week ago

What are Custom Assistants?

With Custom Assistants, you can create your own specific helper assistants within OurMind Assistant. They support administrative workflows and help you quickly consult internal guidelines and documents. These assistants are not intended for medical advice, diagnosis, or treatment decisions.

Custom Assistants are trained by you to focus on a specific workflow or task. You can create one yourself by setting up the following:

  • Instructions (role, purpose, boundaries)

  • Knowledge (allowed internal documents, policies, formats)

  • Model selection (e.g. GPT-4o, GPT-4.1, Gemini 2.5-pro/flash)

  • Output rules (e.g. tables, templates, checklist style)

Here are some examples of Custom Assistants from our community:

  • Guideline advisor: searches current practice protocols and summarizes them in 5 bullet points with source references.

  • Form generator: creates letters or templates (referral, handover, patient letter) with placeholders instead of personal data.

  • Process assistant: converts an internal procedure into a checklist and task list (who/what/when).

Important: keep Custom Assistants administrative and organizational, not for clinical decisions.

Step by step: creating a Custom Assistant

  1. Open the Agent Builder

    In OurMind, go to Assistant → Custom Assistants and click New Assistant.
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  2. Give your assistant a clear identity

    Fill in Name, Purpose, and Short description.

    Example: “Guido the Guideline Assistant”.
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  3. Write the instructions (prompt)

    Use clear, goal-oriented prompts for your assistant. For example:

    You are a secretary assistant for [name of GP practice]; provide concise, administrative output. Create a referral letter template to the physiotherapist with sections Reason, Burden/Limitation, Goal, Contact details and fields [NAME] [DATE OF BIRTH] [GP] [PRACTICE].
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  4. Choose the model

    Select the model that fits each task: GPT models from Azure OpenAI or Gemini models from Google.
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  5. Link knowledge (documents)

    Add relevant and approved documents (policies, protocols, templates). Use clear file names with version/date and keep the set up to date by removing outdated information.
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  6. Test & iterate

    Test your assistant and refine the instructions until the output is consistent and reliable.

Working with your Custom Assistant

  1. Open OurMind Assistant, click Choose Assistant in the upper right corner, and select your Custom Assistant. You can also call a Custom Assistant by starting your message with @assistantname.
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  2. Ask your question or describe your task.
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  3. (Optional) Add context or refer to document titles.
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  4. Ask for variations: “shorter”, “show as table”, “make formal/informal”.

Data and privacy

  • EU processing and data sovereignty: all processing takes place within EU data centers (Azure in Sweden; Google Cloud in NL/FR) via private endpoints (no public internet path).

  • No model training on user data: prompts and context are not used to train AI models.

  • Duration: chats are active for a maximum of 72 hours for follow-up actions and are then automatically deleted; you can also delete them manually.

  • Anonymization: strict processes ensure that data is not traceable.

  • Certifications: ISO 27001 and NEN 7510, with annual audits and continuous monitoring.

More information can be found on the security page on our website.

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