Automation and AI for the care sector

How much time does your administrative team spend chasing a criminal record extract or a diploma that never arrives?

A new carer's onboarding file stalls because one document is missing, follow-ups go out by hand and an Excel sheet serves as the collective memory for tracking deadlines. That administrative time is time your team does not spend with residents.

See the Bilan Terrain

Written, quantified report
Triple-fee guarantee
Hosted in Europe, covered by a DPA

The offer

The Bilan Terrain, with a quantified commitment

Before deploying anything, we analyse your administrative processes within the scope you set, onboarding files, follow-ups, recurring documents or mail handling.

A written report of six to ten pages
A calculation annex you can verify line by line
A roadmap that ranks tasks by return

Our commitment

Triple-fee guarantee

If the report does not identify at least three times the audit fee in quantified annual savings potential, the audit is not invoiced.

The calculation method is fixed in the quote before we start, and does not change.

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Our proof

We know how the sector actually works

We built and tested, in-house, the technical prototype of a preboarding tracker for a care facility, down to the code and database level. It covers a new employee's onboarding file, the collection of administrative documents (diploma, employment certificate), automatic follow-ups depending on the stage of the file and an overview of deadlines in place of a hand-kept spreadsheet, with strict separation of sensitive documents built in from the design stage. The criminal record extract and the medical certificate receive only an acknowledgment of receipt, never automated reading.

That work showed us how an onboarding file actually unfolds in the care sector, document by document, follow-up by follow-up, before writing a single line of code at your organisation.

Use cases

What it changes in practice

A new employee's onboarding file

A new carer starts in three weeks. Their criminal record extract and employment certificate are still missing, and nobody knows exactly who has received what, or how long the file has been waiting.

Structured tracking replaces the hand-kept spreadsheet: every document has a status, a follow-up goes out at the right moment depending on what is still missing, and the start date stays visible before it becomes a problem.

You see at a glance which files are moving and which one needs a phone call today.

Chasing missing documents

An administrative document has been missing for ten days. Nobody has chased it, because it is nobody's explicit job and the next file is already on the desk.

An automatic follow-up goes out based on what is missing and for how long, with content matched to the state of the file. After two follow-ups without a reply, the task goes back to a human.

A file that is slipping becomes visible again in the days before the start date.

Recurring administrative documents

Every agreement renewal, every regulatory deadline and every document that needs reissuing regularly rests on the memory of the person handling it, and on a spreadsheet that is only up to date if someone remembers to update it.

Automated tracking holds the deadlines and flags what is coming up, without depending on one person to remember.

The tracking holds even when the person who carried the file is absent or changes role.

Triage of incoming mail

Administrative mail arrives mixed in with everything else, and part of your team spends time every day sorting what is urgent, what is waiting for a reply and what can be filed straight away.

A first automatic pass sorts the mail by subject and prepares a standard reply where the case allows, always subject to human validation before sending.

Your team starts the day with mail that is already sorted.

How it works

How it goes

Initial call (free, thirty minutes)
You describe your main administrative processes. We assess whether a bilan is justified and whether the quantified commitment is achievable in your situation, and we say so if it is not.
Bilan Terrain (analysis and report)
A structured conversation of about ninety minutes, followed by two to three hours analysing your tools, document flows and time measurements. You receive the report with the calculation annex.
Next steps on your priorities
Implementing the identified automations, training the team, or simply the report as an internal basis for decision. The next step is yours, and we require no change of system.

In short

LDS is an automation and AI company. We work with the management and administrative leads of care and support facilities (care homes, residential facilities, home-care and nursing services) in Luxembourg and the Grande Region, on the document and administrative processes that weigh on teams already under pressure.

We analyse your administrative processes. The result is a written, quantified report, the Bilan Terrain, that identifies achievable gains, prioritises actions and quantifies each item using your own data. Our commitment: if it does not identify at least three times its fee in quantified annual savings potential, it is not billed. The solutions we deploy are hosted in Europe and covered by a data processing agreement (Art. 28 GDPR). Documents in special categories (criminal record extract, health data) follow a separate handling process.

Your data

Where is your data hosted?

The care sector handles particularly sensitive data, including health data (Art. 9 GDPR) and the criminal record extract (Art. 10 GDPR). We match the infrastructure to the sensitivity of each document, with several possible levels depending on your needs, from European cloud with a data processing agreement (the standard) to dedicated servers in Europe or models installed directly on your premises. In every case, the criminal record extract and the medical certificate are never read by an automated system; they receive only an acknowledgment of receipt verified by a person. Routine administrative documents (diploma, employment certificate) may go through assisted reading, always verified by a person. Our solutions are hosted in Europe and covered by a data processing agreement (Art. 28 GDPR). Before we start, you know where your data sits and the framework in which it is processed. This content is provided for general information. It does not constitute legal advice and does not replace the opinion of a lawyer specialising in data protection. For your specific situation, consult a legal adviser.

FAQ

Frequently asked questions

Will an AI read health data or a criminal record extract?

No. Documents in special categories within the meaning of Articles 9 and 10 of the GDPR, health data and the criminal record extract, are never passed to an automated extraction system. They receive only an acknowledgment of receipt (date, document type), verified by a person. Only routine administrative documents (diploma, employment certificate) may go through assisted reading, always with human validation, in particular when the confidence level of the automated reading is insufficient.

Do we need to consult the staff delegation before putting such a system in place?

We cannot tell you what your situation requires legally; that depends on your organisation and is a matter for your legal adviser or your delegation. What we can say technically: the system takes no decision on a candidate's or employee's file, it structures the tracking and prepares follow-ups that a person validates. We document how the system works so you can present it in full transparency.

What is the Bilan Terrain, concretely?

An analysis of the administrative processes within the scope you set: onboarding files, chasing missing documents, recurring documents, or mail handling. The result is a written report of six to ten pages with a calculation annex quantified item by item, which you can verify yourself. The bilan identifies what repeats, what it costs in administrative time and what automation would concretely solve.

Do we need to change our current software?

No. The bilan starts from your existing tools, and any automation we put in place builds on what you already use. A change of tool is only proposed if the bilan shows a real gain.

How much does it cost?

It depends on the scope. We discuss it during the first call, free of charge, once your processes are described. The Bilan Terrain itself carries a quantified commitment: if it does not identify at least three times its fee in quantified annual savings potential, it is not billed.

Is a small facility, with limited administrative resources, a fit?

Yes, often more so than a large one: a small administrative team feels the weight of a stalled file or a forgotten follow-up sooner. Size does not change the question; what matters is that real potential exists in the analysed scope, and that shows in the first call.

Next steps

A first thirty-minute conversation

We look at whether your situation justifies a bilan and whether the quantified commitment is achievable, a concrete conversation about your administrative processes, with no obligation. Or describe in two sentences what takes your team the most time.

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