Automation and AI for the care sector

The hire is approved. When can the new care professional start?

Between signature and the first day, documents, authorisations and follow-ups accumulate. We identify the heaviest process first.

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No-commitment discovery call
Audit only when it is useful
European cloud by default

Google5.0 / 5

Amar MujkicOwner of Atelier AM3D SARL, renovation company (Luxembourg)1 Google review

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« Pour une fois, une décision prise sur des chiffres concrets. »

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« Excellent! J’ai vu passer assez de vendeurs de solutions pour rester prudent. On a commencé par un audit de nos process, et en une semaine j'avais un rapport clair, chiffré en heures et en argent sur l'année, qui pointait noir sur blanc ce qui valait le coup d'automatiser chez nous et ce qui non. Pour une fois, une décision prise sur des chiffres concrets.
Ce qui compte pour moi, c'est qu'il ne survend pas. Le consultant m'a dit lui-même là où l'IA ou l’automatisation normale n’apportait rien chez nous. Et l'audit est garanti, s'il ne repère pas au moins trois fois son prix en gains, il n'est pas facturé. Le risque est de leur côté. Prestataire sérieux, je recommande sans réserve. »

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.

Use cases

What it changes in practice

Workflow

A new employee's onboarding file

A new carer starts in three weeks, and nobody knows precisely who has received which documents.

Structured tracking replaces the hand-kept spreadsheet. Every document has a status, a follow-up goes out automatically depending on what is still missing, and after two follow-ups without a reply the task goes back to a person. Sensitive documents stay handled separately, with human validation.

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

Automation

Recurring administrative documents

Every agreement renewal rests on the memory of the person handling 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.

AI agent

Triage of incoming mail

Administrative mail arrives mixed in with everything else, and sorting it every day occupies part of your team.

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.

AI agent

Standard letters and documents

For a standard reply, the drafting often starts from zero, or from an old file dug up and adapted by hand.

A first draft is prepared automatically from your own templates and the content of the file, always reread and validated by a person before sending.

Your team receives a draft that is ready to review.

Our proof

We know how the sector actually works

Tracking a new employee's onboarding file is one of the processes we built and tested in-house, as a technical prototype, down to the code and database level. It covers the collection of administrative documents, 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 same work applies to your follow-ups, your mail and your recurring documents. It showed us how a 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.

The founder

« I understand the possibilities and risks of AI. My vision for LDS is to guide you towards infrastructure that lasts and is easy to use. You have a Luxembourg-based consultant as your direct point of contact. We handle the complexity, document our decisions, make calculations traceable and give your teams what they need to move forward without having to become AI experts themselves. »

Luca Barnabofounder of Lux Digital Solutions

A concrete example

A system we built, in detail

To stay concrete, here is a system we built and tested ourselves, the full tracking of an onboarding file in a care facility.

The file tracked, the follow-ups automatic

Every expected document carries a status, and the tracking replaces the hand-kept spreadsheet. A single rule, written and tested once, decides when a follow-up goes out and what it asks for. After two follow-ups without a reply, the task goes back to a person.

It plugs into your existing tools

The system plugs into what you already use, from payroll software to archiving, without you changing tools. Routine documents can go through assisted reading, always verified by a person.

Sensitive data beyond the machine's reach

The criminal record extract and the medical certificate are never sent to an automatic reading. They receive an acknowledgment of receipt, without their content being stored. This barrier sits in three places in the system and is verified by automated tests.

A person before every act

Nothing goes out without a person having validated it, whether an offer of employment or a contract. And when the automatic reading is not sure enough, the task goes back to a person.

We design and test this sequence before writing a single line of code at your organisation. That is what you get, a documented and tested system, set on top of your existing tools.

How it works

Discovery call (free, thirty minutes)
You describe the process weighing on the team, the people involved and the sensitivity of the documents. We do not start from a predetermined service.
A recommendation for the right level of support
We recommend the smallest useful step: direct implementation, a prototype, training or a focused audit when several flows and risks need to be compared first.
You keep control of what happens next
You can move forward, have the recommendation validated internally or start nothing for now. No system change or following engagement is automatic.

See the options after the conversation

Your data

Where is your data hosted?

The care sector handles particularly sensitive data, including health data under Article 9 GDPR and data relating to criminal convictions under Article 10 GDPR. We match the infrastructure to the sensitivity of each document. For personal data processed by a provider, a European cloud governed by a data processing agreement is the standard. Depending on the need, a dedicated server in Europe or an installation on your premises remains possible. In the example shown on this page, the criminal record extract and medical certificate are not sent to the automated reading system. Routine administrative documents may go through assisted reading with human validation. The scope, processing location and safeguards are set before implementation. 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.

After the conversation

One situation, several possible next steps

We first clarify the process, its sensitivity and what is already sufficiently defined. The recommendation follows your situation, not a prescribed path.

Direct implementation of a well-defined administrative process
Focused audit when several services, volumes or risks need to be compared
Workshop, prototype or training before a broader decision

FAQ

Frequently asked questions

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

Not in the example shown here. A person sorts the document at intake and records the acknowledgment of receipt. The criminal record extract and medical certificate remain outside the automated extraction system. Routine administrative documents may go through assisted reading with human validation. For every implementation, this scope is defined and tested before going live.

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. On the technical side, the system structures the tracking and prepares follow-ups that a person validates, without taking any decision on a candidate's or employee's file. We document how it works so you can present it in full transparency.

What is the audit, concretely?

An analysis of the administrative processes within the scope you set, onboarding files, chasing missing documents, recurring documents, or mail handling. You receive a written report of six to ten pages, with an annex where each item is quantified and verifiable on your side. The audit shows what repeats, what it costs in administrative time and what automation would change.

Do we need to change our current software?

No. The audit 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 audit shows a real gain.

How much does it cost?

It depends on the scope selected, we discuss it during the first call, free of charge, once your processes are described. The scope and the calculation method are set in the quote before we start, and the report remains usable on its own, as an internal basis for decision, even without implementation afterwards.

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

Yes, often more so than a large one, because a small administrative team feels the weight of a stalled file or a forgotten follow-up sooner. Real potential in the analysed scope counts for more than the size of the facility, and it shows in the first call.

Next steps

A first thirty-minute conversation

A first thirty-minute conversation is enough to clarify the need and the smallest useful step. You then decide what happens next, with no obligation, by phone or in two sentences by email.

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