Keep facts tied to an entry
Record what was documented, when and by whom. Use a new dated visit entry when the context changes. If an observation is a quotation or a second-hand report, preserve that distinction in the note.
Separate the record from the next step
Put already agreed coordination tasks in the task list. Include an owner and date when these are known. If ownership is unclear, leave it open for confirmation instead of assigning someone by inference.
Review the draft, not just the formatting
A well-structured AI draft can still omit context or misread an entry. Compare the summary with the visits, check that dates and materials are correct, and remove any unsupported statement. Missing information should remain visible.