01 the business
Home care provider
320 carers, 900 clients
Coordinators plan rounds by hand around visit windows, skills and travel. A sick carer means an hour of calls and late visits. Clients see different faces every week, and travel eats paid time.
02 before
The problem
Coordinators plan rounds around visit times, carer skills, continuity and travel. A sick carer or overrunning visit means an hour of phone calls, late visits and unhappy clients. Long travel between visits eats into paid time.
- Re-planning after sickness takes hours.
- Continuity of carers is poor.
- Missed visits are noticed late.
03 the build
What the AI does
- Step 1: Reads clients' care plans, visit windows and preferred carers, and carers' skills and availability.
- Step 2: Proposes rounds that keep the same carers with the same clients where possible and limit travel.
- Step 3: Re-plans the rest of the day when a visit runs over or a carer calls in sick, and shows the coordinator the options.
- Step 4: Texts clients and families when a visit time changes.
- Step 5: Alerts the coordinator if a visit has not been checked in, so a missed visit is caught within minutes.
paused: waiting for a person to approve
How it was put together
- Read care plans, visit windows, preferences, skills and availability.
- Proposed rounds that keep carers with familiar clients and limit travel.
- Re-planned the day on sickness or overruns, showing the coordinator options.
- Alerted coordinators when a visit was not checked in on time.
04 human in the loop
Where a person stays in charge
The coordinator approves every round and change. Visits that need two carers or specific clinical skills are never assigned without those skills.
- Coordinators approve every round and change.
- Double-up and clinical-skill visits are never assigned without those skills.
- Clients and families are told about time changes.
05 rollout
From kickoff to live in 8–10 weeks
- Weeks 1–3Clean care plan and skills data; agree rules.
- Weeks 4–6Plan one area's rounds alongside coordinators.
- Weeks 7–10Extend to all areas and switch on missed-visit alerts.
06 after
What changes
Rounds take less of the coordinator's day, clients see familiar faces more often, and missed visits are caught quickly.
Assume 320 carers and better rounds saving 15 minutes of travel each per day, over 300 working days.
320 × 15 minutes × 300 days = 1,440,000 minutes, or 24,000 hours a year back for care.
What to measure
- Travel time per carer per day.
- Continuity: share of visits by a familiar carer.
- Late and missed visits.
- Coordinator time on re-planning.
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
08 lessons
Mistakes to avoid
- Optimising travel only. Continuity matters to clients.
- Ignoring skills. Some visits need specific training.
- Late alerts. Missed visits must be caught in minutes.
09 questions
Common questions
- Does it replace our care management system?
- No. It works with systems such as Birdie or CareLineLive and writes rounds back into them.
- Can carers swap visits?
- They can request swaps, which the coordinator approves.