Status: Delivered. Described from our own delivery records. Client identity, brand and commercial terms are withheld. Figures, where given, cover the period stated and nothing beyond it.
Context
A disability support centre conducting three kinds of structured session: initial assessment, individual support planning, and regular evaluation and support reviews.
Each produces documentation that is both a care record and a compliance artefact.
The problem
- Sessions were recorded on paper and digitised afterwards, so every session was handled twice.
- The administrative burden sat on the same staff conducting the sessions, which is the worst possible allocation of their time.
- Transcription after the fact loses detail, and the detail lost is not random — it is whatever the note-taker did not think mattered at the time.
- Report data was re-entered from notes, introducing variation between records that should be structured identically.
What we built
A web application covering all three session types
With the structure of each session reflected in the system rather than in a paper form.
Automated recording and transcription
Of the session, integrated with language models for analysis.
Automated population of report data
From the analysed transcript into the structured record — with the practitioner reviewing and confirming rather than typing.
How we delivered it
- 1
Map the three session types
With the practitioners who run them, including what each report must contain and why.
- 2
Build the structured record first
So there is a defined target for anything the automation produces.
- 3
Add capture and transcription
Tested on real session audio for the language and terminology actually used.
- 4
Add analysis and population
Always as a draft for practitioner confirmation — never as a final record.
- 5
Pilot with a small group of practitioners
Across a full review cycle.
How it was phased
Indicative phasing for work of this shape. Actual duration varies with data quality, access and decision speed.
What the client keeps
- The application and its source
- The session and report data models
- Transcription and analysis configuration
- Practitioner documentation