Documentation instead of care
More than an hour per shift goes on documentation. Time that residents miss.
Digitalisation for care and social services
An hour per shift on documentation.Not on care.
By 2030 Austria will be short of around 76,000 care workers, and almost half of those working today are thinking about changing jobs – often because of bureaucracy. We relieve care facilities where it isn't about care: phone, relatives, documentation and recruiting.
No change of care software Art. 9 GDPR · GuKG · HeimAufG EU data storage
Relative's enquiry · German · automaticLive
Gerda M. · daughter of resident 214
… I wanted to ask whether my mother is doing well and whether I can visit tomorrow afternoon …
AI actions during the call
- Caller recognised as an authorised relative
- Approved daily note read out
- Visit tomorrow 15:00 entered
- No carer interrupted
76,000care workers missing in Austria by 2030
45%of care workers are thinking about changing jobs
−50%documentation time through AI voice capture
100%EU data storage for health data
Sources: care staff demand forecast for Austria (Ministry of Social Affairs/GÖG), employee surveys, practice projects.
In short
InnovationLAB GmbH from Wörgl in Tyrol digitalises care homes, home care services, day care, disability support and assisted living in Austria: an AI phone assistant for calls from relatives and applicants (information only for authorised people, approved content only), secure relatives' communication, voice capture for documentation, automatic shift handover, recruiting and accessible websites. Health data under Art. 9 GDPR on EU servers; the Austrian GuKG and HeimAufG are taken into account; integration with existing care software.
The reality
Heart in care.Bureaucracy in everyday work.
Care doesn't lack commitment, but systems that don't use it up. Every hour of paperwork is an hour less with people.
Relatives on the phone
“How is my mother?”, “When can I come?” – several times a day. The carer leaves the room to answer.
Care workers leave the profession
Not because of care itself, but because of bureaucracy, shift work and lack of recognition. Digitalisation can absorb part of that.
Applicants nobody reaches
Applicants call, often after hours. No response, no structured process – and they drop out.
Solutions at a glance
From the first callto a legally sound record.
Every module can be used on its own – no platform switch, no interruption, no overloading of the team.
AI phone assistant for facilities01Proactive relatives' communication02Documentation & processes03Recruiting & staffing04Website & visibility05Data protection & compliance06
01 / Relatives informed, carers relieved
AI phone assistant for facilities
- Information for relatives around the clock – authorised people only, approved content only
- Visits and appointments coordinated automatically
- Applicant calls captured in a structured way
- Enquiries from doctors, authorities and service providers taken
Usable on its own – connected to your care documentation
02 / Secure portal · email · SMS · messenger
Proactive relatives' communication
- Regular updates – relatives no longer need to call
- Birthday parties, outings, events announced automatically
- Visit preparation: what to bring, what's planned today
- Crisis communication in case of outbreaks or restrictions
Usable on its own – connected to your care documentation
03 / Less desk. More people.
Documentation & processes
- Voice capture instead of typing – the carer checks and approves
- Shift handover prepared automatically
- Admission with digital forms and checklists
- Reports for operators and authorities created automatically
Usable on its own – connected to your care documentation
04 / Find new staff – and keep them
Recruiting & staffing
- Applicant calls answered around the clock
- Automatic confirmation, appointment proposal, short questionnaire
- Mobile careers page and simple application form
- Onboarding: information on the first day and the first week
Usable on its own – connected to your care documentation
05 / So relatives find you – and trust you
Website & visibility
- Care concept, team, rooms, events clearly presented
- Photo galleries and virtual tours
- Contact form with confirmation
- Accessible and privacy-compliant
Usable on its own – connected to your care documentation
06 / GDPR · GuKG · HeimAufG · EU data storage
Data protection & compliance
- Health data under Art. 9 GDPR with special technical protection
- Roles and approvals: who may see and say what
- Log of all relatives' communication
- Support with records of processing and consents
Usable on its own – connected to your care documentation
Products
AI telephony & relatives' communication –the core.
Callana takes incoming calls, Conversations the proactive communication – without carers' private WhatsApp.
Relatives informed. Carers stay at the bedside.
- Information only for registered, authorised relatives
- Only information your team has approved
- Visits and appointments arranged automatically
- Emergencies forwarded immediately – with a call log
Informed before anyone has to ask.
- Short updates and event notices automatically
- Secure channel instead of private WhatsApp
- Crisis communication: all relatives informed immediately
- Feedback after visits – structured, without effort
Agent-ready · standard in every web project
The next familyasks an AI first.
Relatives increasingly look for a care place or a home care service via an AI assistant: who has a place, which concept, how can I visit? If the assistant can read your website, the family contacts you.
Simplified example · request to an AI assistant“Care home in the Kufstein district for my mother, care level 4, with dementia care. Where can I visit next week?”
Without agent-ready
- Website found – concept and services as a PDF
- Visits only by phone during office hours
- On to the next facility
With agent-ready
- Care concept, focus areas & visiting slots read
- Dementia care · Kufstein district · Wed 14:00 free
- Visit booked via the AI assistant
- Care concept, services and visiting slots machine-readable
- Visits and callbacks directly bookable
- Structured data for Google and AI search – no resident data in public
For every type of facility
What's possible –by type of facility.
Residential, home care or assisted living: the processes differ, the relief always starts with the phone and documentation.
Residential care homes
- AI information for relatives 24/7
- Proactive updates
- Digital admission
Home care services
- Route plan communication
- Notifications for relatives
- Digital proof of services
Day care
- Drop-off and pick-up coordinated
- Daily feedback to relatives
- Event communication
Disability support
- Supported communication digital
- Legal representatives involved
- Transparent support plan
24-hour home care
- Coordination of carers
- Documentation of assignments
- Communication with households
Assisted living
- Resident portal with information and emergency contact
- Event calendar
- Requests submitted digitally
Our approach
One partner.Integrated, not replaced.
Integrates with:
care documentationrota planningbillingMicrosoft 365secure relatives' portalyour systems
Care stays care
We automate communication, documentation and administration – not care decisions and not human attention.
No system switch
We integrate with your care software, rota planning and billing – no data migration, no interruption.
Data protection first
Care data is among the most sensitive data there is. Art. 9 GDPR, GuKG and HeimAufG frame every solution.
Measurable relief
Monthly: how many calls did the assistant take, how much documentation time was saved?
Seven steps – no hidden scope.
Mapped to our four phases. How we work
- 01Analysis & diagnosisCurrent-state analysis
How do relatives' enquiries come in, how much time does documentation cost, how does recruiting work? Figures instead of gut feeling.
- 02Concept & architecturePrioritised action plan
Phone first, proactive updates or documentation? A concrete order with a schedule.
- 03Development & integrationSystem integration
Connection to care software, rota planning and administration – no system switch.
- 04Development & integrationImplementation
First automations within weeks – fewer calls and less paper before the overall project is finished.
- 05Handover & operationsData protection review
Every module checked against GDPR, GuKG and HeimAufG – together with your data protection officer.
- 06Handover & operationsTeam onboarding
Carers, ward managers and administration actively involved – understandable, within the daily routine.
- 07Handover & operationsOngoing optimisation
Monthly evaluation of the relief and targeted further development.
Compliance
Compliance is not an add-on.It is built in.
Care data – health status, medication, biography – requires the highest protection. We build it in technically, from the start.
Art. 9 GDPR
Health data on EU servers, encrypted, with roles and approvals. No transfer to US services without safeguards.
Confidentiality under the GuKG
Information only for authorised, registered people and only on approved content – the duty of confidentiality is preserved.
Residence Act (HeimAufG)
Documentation of measures restricting freedom is supported; notifications and decisions stay with your team.
ELGA & health services
We review interfaces to doctors, pharmacies and ELGA services case by case – properly secured, without shortcuts.
FAQ
Common questions.Clear answers.
Does the AI give information about residents?
Only to registered, authorised relatives and only on information your team has approved – for example a short daily note. Everything else goes to the responsible carer. That way the duty of confidentiality is preserved.
Do we have to change our care software?
No. We integrate with your existing care documentation, rota planning and billing – via interface or export.
Does the AI replace care documentation?
No. It captures voice input and prepares it; the carer checks and approves. Professional assessments are always made by a person.
What about staff using private WhatsApp?
We replace it with a secure channel with roles, logs and EU data storage – just as convenient, but without the data protection risk.
Does it help with recruiting?
Yes. Applicant calls are answered around the clock, every application gets an immediate response and an appointment proposal – nobody drops out because no one was reachable.
What does it cost?
That depends on where you start – every module runs on its own. In the free initial consultation we work out your potential; afterwards you receive a concrete quote.
More industry solutions
Get started
Ready to give your carers time back?
In 30 minutes we analyse where the biggest time sinks are in your facility – relatives' calls, documentation, shift handover or recruiting. No system switch, no project marathon.