Use Zoom AI for Mediation Prep Notes and Call Summaries

What This Does

Zoom's AI Companion automatically summarizes your claim-related meetings — mediations, IME coordination calls, attorney conferences, and policyholder video calls — capturing the key discussion points and action items so you can focus on the conversation instead of furiously typing notes.

Before You Start

• You have Zoom installed and a Zoom account (Pro or higher)
• AI Companion is enabled on your account (check Settings → AI Companion in your Zoom web portal)
• Your carrier/employer allows the use of Zoom for claim-related calls
• Note: Inform all participants that AI summaries are enabled — this is both professional courtesy and often legally required

Steps

1. Enable AI Companion in Your Zoom Settings

Before your meeting, go to zoom.us → Settings → AI Companion. Toggle on "Meeting Summary." You can also set it to automatically start summarizing when you join a meeting.

What you should see: A toggle showing "Meeting Summary" is on. You may also see options for "Smart Recording" and "Action Item Suggestions."

Troubleshooting: If you don't see AI Companion options, your account plan may not include it. Zoom AI Companion is included with paid Zoom accounts (Pro and above). Check your account type in the billing section.

2. Start Your Meeting and Enable Summary

When your meeting starts, look for the AI Companion button in the meeting toolbar (it looks like a star or sparkle icon). Click it and select Start Summary. A notification will appear to all participants.

Say out loud: "I'm using Zoom's AI summary feature to capture notes from our call today — just wanted you to know."

What you should see: A small banner indicating that AI Companion is active.

3. Conduct Your Meeting Normally

Run your mediation prep call, attorney conference, or policyholder video meeting as usual. The AI is capturing the discussion. You can take your own notes for anything highly sensitive or confidential, but you don't need to transcribe everything.

4. Access Your Summary After the Meeting

When the meeting ends, Zoom sends you an email with the AI-generated summary. You can also find it in the Zoom web portal under Reports → Meeting Summaries.

What you'll receive:

• 3-5 bullet point summary of main discussion topics
• List of action items with names attached ("Dave will provide updated estimate by Friday")
• Key decisions made during the call
• Next steps agreed upon

5. Review and Add to Your Claim File

Read the summary to confirm accuracy. Edit anything that's incorrect (AI occasionally mishears names or misframes technical insurance terms). Copy the action items directly into your claim diary or contact log.

Real Example

Scenario: You have a 45-minute mediation prep conference with defense counsel for a disputed auto injury claim.

What you do: Start the Zoom meeting, enable AI Companion Summary, conduct your attorney conference covering the claim facts, liability analysis, damages, and negotiation strategy.

What you get: An email summary with: key facts discussed (liability split agreed at 60/40), damages breakdown reviewed ($22K medical, $5K lost wages), negotiation authority discussed, and action items: "Dave to get updated medical bills from claimant's attorney by 3/25," "Defense counsel to review prior injury records by 3/22," "Mediation scheduled for 4/1 at 10am."

Time saved: 20-30 minutes of post-call note-writing, plus nothing important slips through.

Tips

• For recorded statements (where every word matters), a full transcription tool like Otter.ai or Teams transcription is better than a summary tool — summaries condense, but recorded statements need verbatim capture
• Use the action items list directly as your claim diary entries after attorney calls
• Share the summary with defense counsel so everyone has the same record of what was agreed

Tool interfaces change — if a button has moved, look for AI Companion or Smart Recording options in the Zoom settings or in-meeting toolbar.