Smarter Week

AI and automation by role

How Social workers / case managers can use AI and automation

Below are 11 common tasks for Social workers / case managers, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: LCSW / LMSW, Case Manager, Care Coordinator, Social Worker, MSW, Family Support Worker, Housing Case Manager, Behavioral Health Case Manager, Community Health Worker

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Task 1 · typically 90 min, every day

Write case notes and progress notes after sessions and visits

AIBest fix

Use your organization's approved AI to turn session notes into case notes

Approved AI tools for social care can turn a recorded conversation (with consent) or your rough notes into a structured note, assessment draft or service plan in your agency's format. You check every fact; it is your professional record.

Typically saves about 40% of the time15 min to set up
  1. 1Ask your supervisor which AI tool is approved for client information (for example Magic Notes, the AI in your case management system, or Microsoft Copilot in your organization's tenant).
  2. 2Get consent before recording, as your policy requires.
  3. 3Use the tool or the prompt below to draft the note in your format (DAP, SOAP, or your agency's headings).
  4. 4Check every fact, risk and decision before saving. Keep client names and identifying details out of general AI tools. Use only tools your organization has approved for client data, with a BAA where HIPAA or 42 CFR Part 2 applies.
Prompt to copy
Turn these notes from a [SESSION / HOME VISIT / PHONE CALL] into a [DAP / SOAP / AGENCY FORMAT] note with these headings: [HEADINGS]. Keep the client's own words in quotes where I noted them. Be factual, strengths-based and neutral. List risks and safety concerns separately. List actions with owners and dates. Mark anything unclear as [CHECK]. Do not add anything not in my notes.

Notes: [PASTE OR DICTATE]

Tools: Magic Notes · Your case management system's AI · Microsoft Copilot (organization-approved)

One more way to fix it
Software feature

Use note and plan templates with dropdowns in the case system

Templates for common contact types, with dropdowns for services and goals, mean you type only what is unique, and the same fields feed funder reports.

Typically saves about 30% of the time2 h to set up
  1. 1List your five most common note types and your service plan format.
  2. 2Build them as templates in your case management system with dropdowns for service type, goal and outcome.
  3. 3Write notes in the system on the day, using the template.
  4. 4Use the same fields for funder reports so nothing is counted twice.

Tools: Your case management system (Bonterra Apricot, CaseWorthy, Penelope, Salesforce or similar)

How to automate this task

Task 2 · typically 90 min, once a week

Write assessments, service plans and goals

AIBest fix

Use your organization's approved AI to turn session notes into case notes

Approved AI tools for social care can turn a recorded conversation (with consent) or your rough notes into a structured note, assessment draft or service plan in your agency's format. You check every fact; it is your professional record.

Typically saves about 40% of the time15 min to set up
  1. 1Ask your supervisor which AI tool is approved for client information (for example Magic Notes, the AI in your case management system, or Microsoft Copilot in your organization's tenant).
  2. 2Get consent before recording, as your policy requires.
  3. 3Use the tool or the prompt below to draft the note in your format (DAP, SOAP, or your agency's headings).
  4. 4Check every fact, risk and decision before saving. Keep client names and identifying details out of general AI tools. Use only tools your organization has approved for client data, with a BAA where HIPAA or 42 CFR Part 2 applies.
Prompt to copy
Turn these notes from a [SESSION / HOME VISIT / PHONE CALL] into a [DAP / SOAP / AGENCY FORMAT] note with these headings: [HEADINGS]. Keep the client's own words in quotes where I noted them. Be factual, strengths-based and neutral. List risks and safety concerns separately. List actions with owners and dates. Mark anything unclear as [CHECK]. Do not add anything not in my notes.

Notes: [PASTE OR DICTATE]

Tools: Magic Notes · Your case management system's AI · Microsoft Copilot (organization-approved)

One more way to fix it
Software feature

Use note and plan templates with dropdowns in the case system

Templates for common contact types, with dropdowns for services and goals, mean you type only what is unique, and the same fields feed funder reports.

Typically saves about 30% of the time2 h to set up
  1. 1List your five most common note types and your service plan format.
  2. 2Build them as templates in your case management system with dropdowns for service type, goal and outcome.
  3. 3Write notes in the system on the day, using the template.
  4. 4Use the same fields for funder reports so nothing is counted twice.

Tools: Your case management system (Bonterra Apricot, CaseWorthy, Penelope, Salesforce or similar)

How to automate this task

Task 3 · typically 45 min, every day

Find resources and make referrals for clients

Software featureBest fix

Use a shared referral network instead of calling around

Community referral platforms list local services with eligibility and let you send a referral electronically and see whether it was picked up, so you stop making calls and keeping paper resource lists.

Typically saves about 35% of the time1 h to set up
  1. 1Check whether your area uses a shared referral network (for example Unite Us or findhelp), or your 211.
  2. 2Search by need and zip code instead of your old resource binder.
  3. 3Send referrals through the platform with the client's consent and track the outcome.
  4. 4Keep a short shared list of the partners you use most, with a named contact. Keep client names and identifying details out of general AI tools. Use only tools your organization has approved for client data, with a BAA where HIPAA or 42 CFR Part 2 applies.

Tools: Unite Us · findhelp · 211

How to automate this task

Task 4 · typically 60 min, every day

Help clients with benefits applications and documents

Process fixBest fix

Give clients a checklist and a photo upload link for documents

A simple, plain-language checklist for each benefit and a way to send photos of documents from their phone means fewer return visits for missing papers.

Typically saves about 30% of the time1 h to set up
  1. 1Write a one-page checklist per common application (SNAP, Medicaid, housing, ID replacement), in the languages your clients speak.
  2. 2Set up a secure upload link or text-in option your organization approves.
  3. 3Send the checklist and link before the appointment.
  4. 4Keep a copy of submitted applications in the case file with the date.

Tools: Your case management system (Bonterra Apricot, CaseWorthy, Penelope, Salesforce or similar) · Approved secure upload or e-signature tool

One more way to fix it
Software feature

Use phone or tablet sign-ins and forms that feed your system

QR-code sign-ins, intake forms and surveys on a phone or tablet record attendance and data once, straight into your system or a sheet, so nobody types up paper sign-in sheets.

Typically saves about 60% of the time1 h to set up
  1. 1Pick the paper form you retype most (sign-in sheet, intake, survey).
  2. 2Rebuild it in your case system's forms, Microsoft Forms, Google Forms or Jotform.
  3. 3Put a QR code at the door or bring a tablet to sessions.
  4. 4Connect it to your system or a sheet so entries land automatically. Keep client names and identifying details out of general AI tools. Use only tools your organization has approved for client data, with a BAA where HIPAA or 42 CFR Part 2 applies.

Tools: Your case management system (Bonterra Apricot, CaseWorthy, Penelope, Salesforce or similar) · Microsoft Forms or Google Forms · Jotform

How to automate this task

Task 5 · typically 30 min, every day

Remind clients about appointments and follow-ups

AutomationBest fix

Send appointment reminders by text automatically

Automatic text reminders from your case system or a texting tool cut no-shows and reminder calls. Clients can reply to confirm or reschedule.

Typically saves about 65% of the time1 h to set up
  1. 1Check whether your case management system sends text reminders, or use an approved texting tool (for example Microsoft Bookings or SimpleTexting).
  2. 2Set reminders for the day before and two hours before.
  3. 3Keep messages free of sensitive details (no diagnosis or program names that reveal too much).
  4. 4Call only those who do not confirm.

Tools: Your case management system (Bonterra Apricot, CaseWorthy, Penelope, Salesforce or similar) · Microsoft Bookings · SimpleTexting

How to automate this task

Task 6 · typically 120 min, once a month

Fill in funder and compliance reports on my caseload

Software featureBest fix

Track outcomes in one system so reports pull themselves

When attendance, services and outcomes are recorded in one case management or outcomes system, funder and board reports become a saved report you run, not a month-end spreadsheet hunt.

Typically saves about 50% of the time4 h to set up
  1. 1List the numbers every funder asks for (people served, sessions, outcomes, demographics).
  2. 2Make sure each one is a field in your case management or program system, not a side spreadsheet.
  3. 3Build a saved report or dashboard for each funder.
  4. 4Schedule it to run monthly and spend your time on the story, not the counting.

Tools: Your case management system (Bonterra Apricot, CaseWorthy, Penelope, Salesforce or similar) · Salesforce for nonprofits · Airtable · Power BI or Google Data Studio

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 7 · typically 90 min, a few times a week

Drive to home visits and appointments

Software featureBest fix

Write notes on the phone or tablet at the visit, and group visits by area

A mobile case app (or approved voice notes) lets you capture notes straight after each visit, so they are not waiting for you back at the office. Grouping visits by area cuts driving.

Typically saves about 20% of the time30 min to set up
  1. 1Ask whether your case system has a mobile or offline app.
  2. 2Dictate or type notes in the car straight after each visit.
  3. 3Plan visits by area on set days where you can.
  4. 4Use video visits where policy allows.

Tools: Your case management mobile app · Microsoft Teams for video visits

How to automate this task

Task 8 · typically 45 min, once a week

Coordinate with partner agencies and referrals

Software featureBest fix

Use a shared referral network instead of calling around

Community referral platforms list local services with eligibility and let you send a referral electronically and see whether it was picked up, so you stop making calls and keeping paper resource lists.

Typically saves about 35% of the time1 h to set up
  1. 1Check whether your area uses a shared referral network (for example Unite Us or findhelp), or your 211.
  2. 2Search by need and zip code instead of your old resource binder.
  3. 3Send referrals through the platform with the client's consent and track the outcome.
  4. 4Keep a short shared list of the partners you use most, with a named contact. Keep client names and identifying details out of general AI tools. Use only tools your organization has approved for client data, with a BAA where HIPAA or 42 CFR Part 2 applies.

Tools: Unite Us · findhelp · 211

How to automate this task

Task 9 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Task 10 · typically 20 min, every day

Hunt for files, numbers or answers someone already has

Software featureBest fix

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up
  1. 1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
  2. 2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
  3. 3Open the source it cites to confirm.
  4. 4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

One more way to fix it
Process fix

Agree one home for each kind of file

Most searching comes from the same thing living in three places. Pick one place per type and link to it.

Typically saves about 35% of the time1 h to set up
  1. 1List the five things people search for most.
  2. 2Pick one home for each (one folder, one wiki page, one system).
  3. 3Pin the links in your team channel.
  4. 4Move or delete the copies.

Tools: SharePoint, Google Drive, Notion or Confluence

How to automate this task

Task 11 · typically 20 min, a few times a week

Take notes and send recaps after meetings

AIBest fix

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up
  1. 1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
  2. 2Turn it on for your recurring meetings and tell attendees it is on.
  3. 3After the meeting, review the action items and fix names or owners.
  4. 4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

How to automate this task

Quick wins

Have you tried…

Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Have you asked an AI that can see your company files a question, instead of digging through folders?
Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean and similar tools search your email, chats and files and answer with links to the source.
Have you used an approved AI tool to turn your session notes into case notes?
Tools like Magic Notes or the AI in your case system turn a recording (with consent) or rough notes into a structured note. You check it; it stays your professional record.
Do you send referrals through a shared platform like Unite Us or findhelp?
Referral networks list local services with eligibility, send the referral electronically and show whether the client was helped, so you stop calling around.
Do you send a booking link instead of emailing back and forth about times?
A booking link shows your free times so the other person picks one. Outlook and Google Calendar both have this built in.
Have you connected two apps so information copies itself between them?
Tools like Zapier, Make or Power Automate watch for something new in one app and create it in the other, so nobody retypes it.
Have you asked AI to build a spreadsheet formula, pivot or chart for you?
You describe the result you want in plain words, and Copilot in Excel or Gemini in Sheets builds it. ChatGPT or Claude can also analyze an uploaded file.

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