Smarter Week

How to automate it

How to automate “write case notes and progress notes after sessions and visits”

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.

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

Fix 1 of 2

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)

Fix 2 of 2

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)

Quick wins

Have you tried…

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.

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.

Social worker / case manager

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Other common tasks for Social workers / case managers