for UK care providers
AI workflow assessment for UK care providers - cut the rota, care-plan and compliance admin.
The 60 minutes we ask for is office time, not care time. We spend it on where the office day goes - rotas and cover, care-plan writing and updates, CQC evidence, invoicing and local-authority billing - and the report that follows is something the office can start on, with the biggest drain on coordinator time at the top.
The office admin behind every visit and every shift.
Your carers are with the people who need them. Then the office fills with the work that keeps the service running: building and re-building the rota every time someone calls in sick, writing and updating care plans and risk assessments, pulling together the evidence CQC will want to see, and reconciling visits into invoices and local-authority claims.
None of it is hands-on care, but all of it has to happen - and it is the reason a coordinator's day vanishes into a spreadsheet, the reason an inspection means a scramble for paperwork, and the reason growing the service means drowning in more admin. You already know what comes next: the service cannot take on another package until the office can absorb the admin that arrives with it.
Every rostering supplier that calls will offer you a module. The 60 minutes goes on the office you already run, and the plan for it is ordered by what is worth fixing first.
The rota, care-plan and compliance admin that fills the office - and what it is worth fixing.
Putting an hours figure at the top of this page would be guesswork. A home-care agency built around 30-minute visits carries a different office load to a care home on rolling shifts, and supported living moves it again. What drains the office is steady enough to name: rotas and cover, care-plan writing, CQC evidence, and invoicing and billing.
The 60 minutes runs on a week you have actually lived through. We take the last time the rota fell apart - the sickness call, the re-planning, the phone calls that followed - and rebuild it with your coordinator, marking every step a system could have carried.
Run your own numbers in the admin cost calculator, or read the full breakdown in Where care providers' office hours actually go.
The assessment is £799 - and the hours in it were rebuilt from a week your own coordinators worked.
Your six biggest time sinks - and what we do about each one.
We map your whole service in the 60-minute session, then work backwards to the drains worth fixing first. Here is how that lands on the specific admin care providers feel.
Rotas and cover
Building the rota, matching carers to clients and visit windows, and re-planning the whole thing the moment someone calls in sick. Hours a week in a spreadsheet or a scheduling tool. We sit with your coordinator while they rebuild one real week's rota, and separate the re-planning a system could carry from the judgement calls that have to stay with a person.
Care plans and risk assessments
Writing person-centred care plans, keeping them current after every review, and updating risk assessments when needs change. We take one care plan you wrote recently and work out how much of it came straight from the assessment notes, because that is the part your managers could be editing rather than writing - the clinical judgement stays with the registered manager.
CQC compliance and evidence
Pulling together the evidence for the Key Lines of Enquiry, keeping policies current, and being inspection-ready rather than inspection-panicked. We ask what your last inspection prep actually involved, hour by hour, and single out the summarising, drafting and organising that need not be done by hand - the responsibility stays firmly with your registered manager.
Invoicing and local-authority billing
Turning delivered visits and shifts into private invoices and local-authority claims, reconciling the actuals against the planned, and chasing the shortfalls. We reconcile one month of claims alongside your back office, and every figure that gets keyed a second time goes on the list.
Staff communication and cover
The cover requests, the shift swaps, the WhatsApp barrage when the rota changes, and the family updates in between. A fortnight of those, read side by side, shows how few are genuinely different messages, and that is what the recommendation is built on.
Daily notes, MAR charts and incident logging
The daily records, medication charts and incident reports that have to be captured, checked and followed up. We go through one day's records and decide, entry by entry, which need a person to read them in full and which only need flagging when something looks wrong.
What this is - and what it isn’t.
The assessment is a diagnostic and a plan. Within two working days of your call you get a passcode-protected report: the AI and automation opportunities we have found for your service, named tools with costs and setup time, step-by-step recipes, a prompt library, an impact-versus-effort ranking, and ROI worked out on your real numbers. It is written in plain English so you can act on it - no technical background needed.
It is guidance, not us doing the work for you. If the report flags something worth building - a care-plan drafting assistant, say - the Custom AI Agent Build is a separate product from £949, scoped case by case. If you would rather implement the report’s quick wins yourself with someone beside you, the Implementation Kickstart (£349, 90 minutes) is there for that. The assessment always comes first.
The kind of result we publish.
Real clients, in their own words - the full story, what we found, and the measurable change in their week.
“Knowing something and doing something are completely different things.”
Questions care providers ask us.
Is service-user data safe? This is highly sensitive information.
Can AI help with CQC compliance, or is that too risky?
We already use a care management system. Does this replace it?
Is £799 worth it for a smaller service?
One payment. A written plan,
a video walkthrough, and someone
checking in to make sure it happens.
A diagnostic session, personalised report, video walkthrough, and follow-up support. One payment, no ongoing costs.
Find out where your service's office hours actually go.
Book a 60-minute diagnostic. Get a report built around your service within two working days, a video walkthrough, and follow-up support. Money back if it doesn't show at least 5 hours a week worth reclaiming.
Book your assessment →