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.

How to automate it

How to automate “write assessment, court or review reports”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

180 min

typically, once a week

45%

of the time can be automated

Some setup

to set up

Fix 1 of 2

AIBest fix

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

1Ask your supervisor which AI tool is approved (for example Microsoft Copilot in your government tenant, or a casework tool such as Magic Notes).
2Get consent before recording, as your policy requires.
3Use the tool or the prompt below to draft the note in your agency's format.
4Check every fact and decision; the note is your professional record.
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

Fix 2 of 2

Start from an AI first draft, never a blank page

Give the AI your notes, the audience and an example you liked; you spend your time editing, which is faster and better.

Typically saves about 45% of the time5 min to set up

1Gather your notes, bullet points and a past document you liked.
2Tell the AI who it is for and what it must achieve.
3Ask for an outline first, adjust it, then ask for the full draft.
4Edit for facts and your voice.

Prompt to copy

You are helping me write a [TYPE OF DOCUMENT] for [AUDIENCE]. The goal is [WHAT IT MUST ACHIEVE]. Here are my notes: [PASTE]. Here is an example I like the style of: [PASTE]. First give me an outline. After I approve it, write the full draft. Don't invent facts; mark anything you are unsure of with [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

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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