01 the business
Group of residential care homes
5 homes, 280 residents
Carers write notes at the end of long shifts on small screens. Entries are short or late, handovers are thin, and inspectors ask for better records. Many carers write more easily in their first language.
02 before
The problem
Carers write notes at the end of long shifts, often on small screens, so entries are short, late or missing. Inspectors and families rely on those records, and handovers suffer when they are thin. Staff whose first language is not English find writing slow.
- Notes are written hours after care was given.
- Entries are too brief to be useful.
- Handovers rely on memory.
03 the build
What the AI does
- Step 1: Lets carers record a short voice note on a phone after a visit or task, in the language they prefer.
- Step 2: Turns it into an entry in your care record's structure, such as personal care, food and drink, mood and observations.
- Step 3: Highlights anything that may need attention, such as a fall, refusal of food or a change in mood, using your escalation rules.
- Step 4: Shows the carer the entry to check and correct before it is saved.
- Step 5: Builds a short handover summary for the next shift from the day's entries.
paused: waiting for a person to approve
How it was put together
- Let carers record short voice notes on a phone in their preferred language.
- Turned notes into entries in the care record's structure.
- Highlighted possible concerns such as falls or refusing food, using the homes' escalation rules.
- Built a short handover summary for each shift.
04 human in the loop
Where a person stays in charge
The carer checks and saves every entry. Anything flagged for attention goes to the nurse or senior carer on duty, who decides what to do.
- Carers check and save every entry.
- Flagged concerns go to the nurse or senior carer on duty.
- Recordings are deleted once the entry is saved.
05 rollout
From kickoff to live in 8 weeks
- Weeks 1–2Agree entry structure and escalation rules with home managers.
- Weeks 3–5Pilot in one home with day and night staff.
- Weeks 6–8Extend to all homes.
06 after
What changes
Records are fuller and written closer to the time, and handovers carry what matters. Carers spend less of the end of their shift typing.
Assume 60 carers on shift each day spending 40 minutes on notes, falling to 15 minutes.
60 × 25 minutes = 1,500 minutes, or 25 hours of care time a day across the group.
What to measure
- Entries written within an hour of care.
- Average entry completeness.
- Carer time on notes per shift.
- Concerns escalated and acted on.
07 evidence
What the research says
The global nursing shortage was 5.8 million in 2023 and is projected to be 4.1 million in 2030.
World Health Organization, State of the World's Nursing 2025 (opens in a new tab) · 2025
In a study of 453 professionals doing writing tasks from their own jobs, access to ChatGPT cut the time taken by 40% and raised quality, as rated by evaluators, by 18%.
08 lessons
Mistakes to avoid
- Saving without checking. Carers confirm every entry.
- Unclear escalation. Write the rules down.
- Ignoring language. Let carers speak the language they think in.
09 questions
Common questions
- Does it work for home care?
- Yes. Carers record after each visit, and entries go to the home care record.
- Which care record systems work?
- Person Centred Software, Birdie, Access Care Planning and Nourish, among others.