Process audit
AI for care and social services
Next month’s roster is not finished. The report to the client has been waiting two weeks. The quarterly order should have gone out, and the safety briefings are due as well. I ran shared accommodation facilities for four years and I know that pile of paper from the inside.
The finding
Where the time sits in the office
- Shift planning. Qualification, night shifts, absences, requests. With several sites, all of it twice.
- Documentation and reporting. The same structure, different cases, written by hand every time.
- Dealing with authorities. Enquiries, deadlines, evidence, follow-ups.
- Occupancy and notifications. Record arrivals and departures, pass them on, reconcile them.
- Ordering and stock. Consumables, quarterly orders, stocktaking.
- Health, safety and fire protection. Briefings, inspections, records, repeat dates.
- Handover knowledge. If somebody is off, nobody knows how their part runs.
The numbers
A typical calculation
This is what it looks like when you go through the tasks one by one instead of guessing. Your values come out of the call.
How I count it
Actual effort 11.5 h a week. Realistically 6.0 h of that can be won back.
An example built from typical values. Your numbers come out of the call, not out of a table.
The limits
What can be handed over, and what cannot
A tool can take over the first distribution of the roster by rule, pre-structuring recurring reports, finding information that was documented long ago, reminders for deadlines, briefings and follow-ups, recurring orders, an internal handbook for cover.
It cannot take over the judgement about a person. The decision what belongs in a file. The conversation with residents, with relatives or with the client when something has gone wrong. And certainly not the responsibility for your documentation being correct.
Why me
I know this trade from the inside
From 2020 to 2024 I was administrative and facility manager at PulsM in shared accommodation facilities. Deployed across sites as a floater, coordinating more than 40 staff at nine locations, responsible for several hundred residents.
Rosters, reporting, documentation, authorities, stock, quarterly orders, health and safety and fire protection. That was the daily work, not a chapter in a brochure.
I wrote reports in the evening myself, because there was no time during the day. That is the reason I do this today.
Common questions
- Are you a trained nurse?
- No, and I do not claim to be. My four years come from running shared accommodation facilities. What I know is the administration behind it, rosters, documentation, authorities, ordering, health and safety. In a care service that looks very similar, and that is what the audit is about.
- Is it allowed to run health data through tools like these?
- In many cases deliberately not, and that is exactly what the report then says. Enough admin work without sensitive data remains, and hours can be won there.
- We are a small service with eight staff.
- Exactly the right size. Above 30 staff there is usually an administrator, below that the management does everything itself.
- Does this replace our specialist software?
- No. This is about the work that happens next to the software, and in my experience that is more than people think.
The next step
Let’s talk for 45 minutes
Call or write an email. I reply the same or the next working day. The first call is free and commits you to nothing.
+49 159 01777901 gabriel@stundenmacher.deGabriel-Florian Chiș
Ingolstädter Straße 29 · 85077 Manching, Germany
Remote across Europe · English, German, Romanian.
How to reach me
The phone is quickest. If I am with a client, leave a message or write an email — I reply the same or the next working day.
You do not need to prepare anything for the first call. Just tell me what piles up every week.