Route planning
Automated planning suggestions that consider time windows, staff availability and qualifications. Approved by the responsible person.
Industry solution · Home care
Less paperwork. More time for people.
Smart AI solutions and automation can relieve home care services with enquiries, organisation, route planning and administration – leaving more time for what matters.
Notify the owner
Our approach
We help home care services simplify administrative processes, automate recurring tasks and create more time for the personal care of their clients.
Care decisions always remain with people. AI only supports organisational and administrative workflows.
Who this page is for
- Owners of home care services
- Care managers
- Administrative staff
- Digitalisation leads
- Operators of multiple care locations
Illustrative scenario
When the phone rings and ten tasks are waiting at once
Illustrative scenario: the care service described is fictional. This is not an existing client project and no achieved results are shown.
Starting point
A fictional home care service supports clients in their own homes. Every day, numerous organisational tasks converge in the office:
- Enquiries from new prospects
- Callback requests
- Questions about general services
- Job applications
- Appointment coordination
- Internal forwarding
Staff have to record, sort and assign enquiries to the right people – often while taking calls and running rounds.
Possible solution: the digital care office assistant
A digital care office assistant could take general enquiries, categorise organisational requests and pass on callback requests in a structured way.
Example process
1.Enquiry arrives
By phone, email or contact form.
2.Capture details
Only the information needed to process it.
3.Assign category
e.g. new enquiry, callback, application, scheduling.
4.Notify the owner
The responsible person receives a message.
5.A person decides
A staff member handles advice and decisions.
Clear limits for the assistant
- Sensitive health data and medical questions are not handled autonomously but forwarded to authorised staff.
- A voice assistant never handles emergency calls unchecked and never gives medical advice.
- Advice, admission of new clients and all care decisions stay with the team.
Potential benefits
Possible effects – not proven results of an existing client project.
- Better availability
- Less manual sorting
- Structured callbacks
- Traceable responsibilities
- Relief for administration
More automation opportunities
Every solution supports – responsibility stays with your team.
Documentation support
Structuring and preparing documentation drafts based on authorised input. Professional review is mandatory.
Billing organisation
Completeness checks, deadline monitoring and preparation of administrative documents. Existing specialist software remains the lead system.
Staff organisation
Coordinating incoming applications, interview appointments and onboarding. No automated HR decisions.
Before – after: how office work changes
Tap “Before” or “After” to compare the workflows.
- Structured enquiry capture
- Automatic organisational assignment
- Notification of the responsible staff
- Clear processing overview
Transparent model calculator
Enter your own assumptions – we don't use industry or client figures.
Potential hours saved per month
10.5 h
Calculated value of working time per month
€315
This calculation is for illustration only. Actual savings depend on existing processes. Implementation, maintenance and operation are not included.
Data protection and responsibility come first
Care is about people and highly confidential information. That's why clear principles apply to every automation:
Especially sensitive data
Health data is a special category of personal data and requires a particularly high level of protection.
No care decisions by AI
AI prepares and sorts – decisions about care are made exclusively by qualified people.
Specialist software stays in charge
Your existing care software remains the lead system. Automations complement it rather than replace it.
Access controls
Automations only get the permissions they really need – with appropriate roles and rights.
Data minimisation & deletion
Only necessary data is processed, transferred securely and deleted after defined periods.
Contracts & reviews first
Required data processing agreements and data protection reviews are settled before going live.
No real data in unvetted services
Real health data is never sent to unvetted AI services – not even for testing.
Funding for digitalisation (Germany)
Under § 8(8) SGB XI, German long-term care insurance funds digitalisation measures in care facilities, for example to relieve care staff and improve workflows.
- For approved care facilities in Germany
- One-off grant of up to 40% of eligible costs
- Up to €12,000 per facility
- Under current law until the end of 2030
Not every AI project is automatically eligible. Eligibility and any funding already used must be checked individually. This is not legal or funding advice.
Official information from GKV-Spitzenverband (German)FAQ: AI in home care
Which tasks can home care services automate?
Mainly organisational and administrative tasks: capturing and assigning enquiries, callback lists, scheduling, reminders, completeness checks before billing, deadline monitoring and coordinating applications. Care decisions are not automated.
Can AI help with route planning?
Yes, as support. A system can create planning suggestions that consider time windows, staff availability and qualifications. The responsible person reviews, adjusts and approves. Feasibility depends heavily on your existing software and its interfaces.
Does a digital phone assistant make sense for care services?
It can, if many general enquiries and callback requests come in. The assistant records organisational requests and forwards them in a structured way. Emergencies, medical questions and health data are outside its scope – callers must be clearly referred to people or emergency services.
Can existing care software be connected?
That depends on the system. Many offer interfaces or exports, others don't. We check together which connection is possible and sensible. The specialist software remains the lead system.
How is sensitive health data protected?
Through data minimisation, access controls, encrypted transfer, clear deletion periods and vetted services with a data processing agreement. Before going live, data protection review and, if needed, an impact assessment should be completed with your responsible staff.
Is there funding for digitalising care services?
In Germany, under § 8(8) SGB XI, approved care facilities can currently receive a one-off grant of up to 40% of eligible costs, max. €12,000, until the end of 2030. Not every AI project is automatically eligible – eligibility and amounts already used must be checked individually.
How do we get started?
With the free AI potential check. Briefly describe your workflows, and in a no-obligation call we show where relief is realistic – and where it isn't.
Related services
Find out where your care service can be relieved
Optional: pick the areas that cost you the most time. We'll carry your selection into the potential check.