Smarter Week

How to automate it

How to automate “write case notes after visits and calls”

Here is the best way to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

90 min
typically, every day
50%
of the time can be automated
Some setup
to set up

Fix 1 of 1

AI

Use your agency's approved AI to turn visit notes or recordings into case notes

Approved AI tools for social care and casework can turn a recorded conversation (with consent) or rough notes into structured case notes and report drafts. Many councils and agencies now use them.

Typically saves about 40% of the time15 min to set up
  1. 1Ask your supervisor which AI tool is approved (for example Microsoft Copilot in your government tenant, or a casework tool such as Magic Notes).
  2. 2Get consent before recording, as your policy requires.
  3. 3Use the tool or the prompt below to draft the note in your agency's format.
  4. 4Check every fact and decision; the note is your professional record.
  5. 5Use only AI tools your agency has approved for client or resident data, and follow your records and privacy rules.
Prompt to copy
Turn these notes from a [VISIT / PHONE CALL / MEETING] into a case note using these headings: [YOUR AGENCY'S HEADINGS, e.g. Purpose, Who was present, What was discussed, Observations, Risks, Actions and owners, Next contact]. Keep the client's own words in quotes where I noted them. Be factual and neutral. Mark anything unclear as [CHECK]. Do not add anything not in my notes.

Notes: [PASTE OR DICTATE]

Tools: Microsoft Copilot (government tenant) · Magic Notes · Agency-approved AI

Quick wins

Have you tried…

Has your agency approved an AI tool that turns visit notes or recordings into case notes?
Some councils and agencies now use approved AI that drafts case notes from a recorded conversation or rough notes. You check and sign the final note.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Government caseworker / clerk

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Other common tasks for Government caseworkers / clerks