The Challenge
Maple Brook Care had a team of experienced coordinators who were genuinely good at their jobs. But every time a new service user came on board, the same exhausting process began. A coordinator would visit, take handwritten notes, and return to the office to build a care plan from scratch. Working through a Word template section by section, typing from memory, pausing to cross-reference policies, then chasing a senior manager to review and sign off before the plan could go live. On a straightforward case, it took three hours. On anything more complex, it took the better part of a full working day. With 47 adults to support and referrals increasing, incomplete care plans were sitting in draft for days. Service users were starting their care without a live, signed-off plan in place. That is exactly the kind of gap a CQC inspector looks for.
Our Strategy
We built Maple Brook Care a branded internal app that is now a standard part of every assessment workflow. After each visit, the coordinator opens the app and works through eight care plan sections covering personal background, physical health, mental wellbeing, communication, daily living, social needs, risk, and preferences. For each section, they either type their observations or record a short voice note. The app transcribes any recordings instantly. When all sections are complete, the coordinator hits generate. The AI structures everything into a fully formatted, person-centred care plan written to CQC standards. The coordinator reviews it, makes any edits needed, approves it, and downloads a branded PDF in their organisation's format. Every plan is stored automatically with a timestamp, the service user's name, and the coordinator's details. No chasing. No filing. No gaps. The whole process now takes under 20 minutes.
The Results
reduction in care plan completion time
given back to coordinators per assessment
