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The plain-English AI glossary

Each book ends with a glossary that assumes nothing. This is all of them at once. Every word below turns up in the work, usually said by someone who assumed you already knew it.

Line illustration: a card-index box with one card lifted clear of the block

The words that mean the same thing in any job

AI (artificial intelligence)
In this book, always means the chat tools (ChatGPT, Claude, Gemini, Copilot) that write drafts from your instructions. Not therapy bots, not your EHR’s scheduler.
Prompt
The instructions you type or say to the AI. The only jargon this book asked you to learn. Good ones state context, the job, and the format.
Makes things up
The AI’s one dangerous habit: stating false things (prices, claims, rules) in a confident voice. The industry calls it “hallucination.” The fix is the 60-second check: numbers, promises, rules.
Custom instructions / profile
The settings box where you describe your business once (Prompt #1) so every chat starts smart.
Voice mode
The microphone button. Talking beats typing for every truck-based workflow in this book.
Model
The engine behind the chat window. Paid tiers use stronger ones. You never need to know more than that.
Free tier / paid tier
Free gets you started and has daily limits; the ~$20/month tier removes them. Upgrade when the limits bite during a workday, not before.
Business/Team account
The ~$25–30/user tier with contractual data protections and admin controls. The right tier once employees use AI daily (see Chapter 10, Rule 1).
The bracket habit
Writing [GUEST NAME] in every draft and filling in real names only in your own systems. The habit that keeps guest data out of chat windows.

The words that belong to one trade

These are defined in the book that needs them.

Adopted code and local amendments
The plumbing code your state or city actually adopted, plus every change they made to it. Nothing the AI writes outranks that document. from AI for Plumbing Pros
AHJ (Authority Having Jurisdiction)
Your inspector/code office. The only authority on what passes. The AI is never this. from AI for Contractors & Construction Managers
AUS / underwriting
The automated systems (DU/LP-class) and human underwriters who actually decide loans. The AI in this book is never either one. from AI for Loan Officers & Mortgage Pros
Automated employment decision tool
Software that screens, scores, or ranks candidates or employees. Regulated in a growing list of jurisdictions (bias audits, notices); nothing in this book is one. from AI for HR & Recruiting Professionals
BAA (Business Associate Agreement)
The legal contract that lets a vendor lawfully handle PHI for your facility. Your employer’s clinical AI tools have one. Your personal ChatGPT account does not — which is the legal core of Rule 1. from AI for Nurses
BAA (business associate agreement)
The contract that must exist before any vendor’s tool touches PHI. No consumer AI account at any price is one. from AI for Pharmacists
BEO (Banquet Event Order)
The venue’s master document of counts, times, setups, and charges. The AI can cross-check yours against your specs (#73); the venue’s signature makes it real, not the AI’s summary. from AI for Event & Wedding Planners
Books and records
The retention obligations that mean client communications and advertisements get archived and are examinable. The reason “it was just a quick post” isn’t a category. from AI for Financial Advisors
Brackets
The [FAKE NAME] habit: placeholders in every draft, real client and guest data only in your own systems, filled in after the text leaves the chat window. The single habit Chapter 10 is built on. from AI for Event & Wedding Planners
Business/enterprise account
The employer-provided tier (Copilot in Microsoft 365, Gemini in Workspace, ChatGPT/Claude Team) with contractual data terms and admin controls. The only lane where real company content belongs. from AI for Executive & Admin Assistants
Business/Enterprise account
The company-administered tier with contractual data protections and admin controls. The tier where real prospect and pricing data becomes defensible (see Chapter 10, Rule 2). If your company offers a seat, take it. from AI for Sales Professionals
CCLI-class licensing
The copyright coverage for projected worship lyrics — with a separate license for streaming the music. Chapter 10, Rule 5: church use is not a copyright exemption. from AI for Pastors & Church Leaders
ChMS (church management system)
Planning Center, Breeze, and their class. Where member data, giving records, and attendance live — and stay. Consumer AI tools never see what’s inside. from AI for Pastors & Church Leaders
COI (center of influence)
The CPAs, estate attorneys, and other professionals whose referrals build small firms. Chapter 7 is the writing discipline that channel runs on. from AI for Financial Advisors
Contemporaneous record
A record made at the time of the event — the daily log, the dated photo, the same-day change order. The paperwork that wins disputes, and the cheapest insurance in this book. from AI for Contractors & Construction Managers
Context window
How much it can hold in front of it at once: everything you have pasted into this chat plus everything it has written back. It is a workbench. Fill it and the oldest items slide off the end, which is why a long, wandering chat starts forgetting your pricing. from AI for Plumbing Pros
Corresponding responsibility
Your personal, legal duty on every controlled-substance fill. Entirely human, entirely yours; no workflow in this book approaches it. from AI for Pharmacists
Counsel flag
The [COUNSEL: CONFIRM] marker this book’s prompts build into legally sensitive drafts, so no handbook section, termination document, or policy ships on AI fluency alone. from AI for HR & Recruiting Professionals
CPT code
The billing code for a service (90837 for a 53+ minute session, 90834 for 38–52). The AI does not reliably know codes — every code in every document comes from your billing records. from AI for Therapists & Counselors
Custom instructions (profile)
The settings box where you describe your shop once, using Prompt #1, so you stop retyping it at the start of every chat. from AI for Plumbing Pros
De-identify
Stripping names, account numbers, balances, and anything identifying before text goes near a chat window. Initials, [BRACKETS], and ranges survive; identity never enters the tool. from AI for Financial Advisors
Delegated authority
The explicit agreement about what you may send, sign, or approve in your exec’s name. Drafting is always yours; sending beyond the agreement never is (Chapter 10, Rule 4). from AI for Executive & Admin Assistants
Docketing system
Your firm’s rules-based deadline calendar. The only authority on dates in this entire book. The AI organizes around its verified output and never computes a deadline itself. from AI for Paralegals
Draft → compliance → publish
The standing workflow for every piece of marketing in this book. Not a hurdle; the assembly line. from AI for Loan Officers & Mortgage Pros
Drafting vs. deciding
This book’s central line. AI drafts documents and organizes information; humans make every employment decision — hiring, rating, discipline, termination. The legal reasons live in Chapter 10. from AI for HR & Recruiting Professionals
DVI (digital vehicle inspection)
The photo-documented inspection your shop management system sends customers. The AI’s job is the words around it, and the captions customers actually understand (#118). from AI for Auto Repair Shops
ELD (electronic logging device)
The system of record for your hours, and with your fuel receipts, the backbone of your IFTA records. The AI plans within the hours your ELD shows. It is never an authority on them, and it never touches a log. from AI for Trucking Owner-Operators
Employer-approved tools
The only lane where AI ever touches clinical work: ambient scribes, EHR drafting features, and anything else your facility provides, governs, and trains you on. Their rules apply there; this book’s workflows live entirely outside that lane. from AI for Nurses
Formulary
The approved drug reference (Plumb’s-class) that, with the label and the veterinarian, is the only source a dose ever comes from. The chat window is not this, ever. from AI for Veterinary Teams
Free tier / paid tier / business tier
Free gets you started; ~$20/month removes daily limits; business tiers (~$25–30/user) add contractual data terms for your store’s information. None of them changes the PHI rule. from AI for HR & Recruiting Professionals
Google Business Profile (GBP)
Your listing in Google search and maps — for a local business, more important than your website. Chapter 9’s overhaul is the highest-leverage hour in this book. from AI for Small Business Owners
Hallucination
The one habit that can cost you. It states a wrong thing — a price, a code section, a fixture count — in the same confident voice it uses for right ones, and there is no tell. The fix is the 60-second check: numbers, promises, rules. from AI for Plumbing Pros
Health department / your inspector
The only authority on food-safety times, temps, and process in your county. The AI is never this. from AI for Restaurant & Café Owners
Interactive process
The legally required dialogue after an accommodation request. AI may draft its generic scaffolding (Prompt #92); the substance and decisions stay with humans and counsel, and medical details never enter a chat window. from AI for HR & Recruiting Professionals
Manual J / S / D
The ACCA load-calculation, equipment-selection, and duct-design procedures. Sizing comes from these and your measurements — never from a chat window (Chapter 10, Rule 2). from AI for HVAC Pros
Marketing Rule
Shorthand for the SEC’s investment-adviser advertising rule (state equivalents exist; FINRA Rule 2210 governs the brokerage side). Plain-English shape in Chapter 10; your compliance officer has the specifics that bind you. from AI for Financial Advisors
NEC (National Electrical Code)
The code your state adopts and amends, edition by edition. The adopted text plus your local amendments — never the AI — is the authority (Chapter 10, Rule 2). from AI for Electricians
Note debt
The pile of unfinished documentation and the Sunday it eats. Chapter 4’s target: better templates and a retrained note-writing muscle, with clinical content never leaving your own systems. from AI for Therapists & Counselors
Owned list
The email and text list customers gave you permission to use. Social followers are rented reach; the owned list is yours, and no algorithm can take it away. from AI for Small Business Owners
Paper trail
The same-day written confirmation habit (Chapter 6). In an E&O dispute, the agency with the documentation wins; “effective when the carrier confirms” is its most important sentence. from AI for Insurance Agents
PAR-Q
The physical activity readiness questionnaire (and its cousins). Client health information that lives in your own records — never in a chat window. from AI for Fitness Trainers & Coaches
PHI (protected health information)
Any individually identifiable health information — which means claims data: names, DOBs, member IDs, dates of service, diagnoses tied to a person. The thing that never enters a chat window. See Chapter 10, Rule 1. from AI for Medical Billers & Coders
PHI (Protected Health Information)
Anything that connects health information to a person — far more than a name. Rooms, dates, ages plus details, rare conditions, small-town specifics. The one thing that never, under any circumstances, goes into a consumer AI tool. Chapter 10, Rule 1. from AI for Nurses
PMS (practice management software)
ezyVet, Cornerstone, Shepherd, and their kin. Where your real records, prices, and reminders live. The AI drafts words; the PMS holds truth. from AI for Veterinary Teams
Protected class
The categories fair housing law forbids you to consider or reference: federally, race, color, religion, national origin, sex, familial status, and disability — with state and local law adding more. The reason every listing describes property, never people. from AI for Property Managers
Re-identification
How “anonymized” fails: details that don’t identify alone, identifying together. If a coworker or neighbor could recognize the patient, it was PHI. from AI for Nurses
Research-to-relevance
This book’s prospecting method: the AI compresses the research you actually did into three relevant sentences. It never fakes familiarity you don’t have. from AI for Sales Professionals
RO (repair order)
The document of record for every job: complaint, cause, correction, authorization. AI drafts ride on top of it; they never substitute for its legally required parts. from AI for Auto Repair Shops
Scope of practice
The professional boundary drawn by your certification, your insurer, and in places the law: you educate and program exercise; you don’t diagnose, treat, or prescribe. The AI drifts across it constantly — the scope screen (Prompt #10) catches it. from AI for Fitness Trainers & Coaches
Section 608
The federal EPA certification and refrigerant-handling rules. Your cert, your recovery log, your signature — the AI drafts words, never refrigerant claims (Chapter 10, Rule 3). from AI for HVAC Pros
State board
Your state’s cosmetology or barbering board: the authority on licensing, scope, and advertising rules. The AI is never this. from AI for Salon & Barbershop Owners
Statutory document
Paperwork whose wording, timing, and delivery your state prescribes: pay-or-quit and termination notices, deposit disposition itemizations, entry notices in many states. State forms and attorneys write these; the AI writes only the cover message around them. from AI for Property Managers
Superbill
The itemized receipt (with CPT and diagnosis codes) an out-of-network client submits to their insurer for possible reimbursement. Prompt #66 explains it to clients so you stop doing so weekly. from AI for Therapists & Counselors
Team/business account
The ~$25–30/user tier with contractual data protections and admin controls. The right tier once staff and key volunteers use AI weekly. The covenant rules don’t relax there. from AI for Pastors & Church Leaders
The authority hierarchy
Documentation → current code sets and official guidelines → NCCI edits and payer policy → then the claim. The chain that decides every coding question. The AI sits below it, translating — never in it. from AI for Medical Billers & Coders
The fictional-case habit
The discipline that keeps every workflow confidential: prompts describe invented matters with the same legal shape as your real one, or use [BRACKETS]; real details enter only your firm’s systems, afterward. from AI for Paralegals
The nutrition line
General healthy-eating education is broadly trainer territory; individualized meal plans and medical nutrition therapy are legally restricted in a number of states. Where the line sits varies — verify yours with your state and certifying body. from AI for Fitness Trainers & Coaches
The policy controls
This book’s wall rule: what a policy covers is answered by the policy language and the carrier, never by an AI draft. Every client-facing coverage sentence is verified against the actual form or cut. from AI for Insurance Agents
The record
Your CRM, your forecast, your expenses. It says what’s true. Pressure is not permission, and AI never launders fiction (Chapter 10, Rule 5). from AI for Sales Professionals
The standing workflow
Drafted by AI, approved by you, reviewed and archived per your firm’s compliance process. Applies to everything client-facing or public, every time, no matter how small. from AI for Financial Advisors
The two-lane system
Company content in company-approved tools only; generic drafting, skills, and your own career material in your personal account, with [BRACKETS] everywhere. The lanes never merge (Chapter 10, Rule 2). from AI for Executive & Admin Assistants
Token
The chunks these tools count in, each about a short word. It matters only because it is the unit the daily limits and the monthly bill are measured in. from AI for Plumbing Pros
Trigger terms
Specific credit terms (a rate, a payment amount, certain down-payment or term specifics) that, stated in an ad, can require additional disclosures under TILA. This book’s default: none in self-serve content; anything with numbers is built with compliance. from AI for Loan Officers & Mortgage Pros
TSB (technical service bulletin)
The manufacturer’s revised-procedure notice. The AI summarizes them well (#108) — and every part number and spec it repeats gets a VERIFY against the source. from AI for Auto Repair Shops
UPL (unauthorized practice of law)
What a paralegal never does and AI never changes: no legal advice, no fee-setting, no signing filings. Attorney supervision and review is the system, for you and for every draft the AI touches. from AI for Paralegals
VCPR (veterinarian-client-patient relationship)
The legal relationship inside which all diagnosing, prescribing, and dosing happens. The AI is never inside it. from AI for Veterinary Teams
VERIFY
The tag this book’s prompts force onto anything code-, load-, or AHJ-dependent in an AI draft. It means: look it up properly before it reaches paper. from AI for Electricians