Relief That Makes a Difference – How Spitex ToDo Is Rethinking Documentation with PlaynVoice

<callout-box-left>• <b>3–4 hours of documentation time saved per week </b>per employee <br/> • Progress documentation now takes just <b>20 minutes instead of 2–3 hours</b><br/>• The time gained allows for <b>1–2 additional client contacts per week</b><br/>• <b>Speech recognition works reliably</b>, even with dialect<br/>• <b>Clients accept its use</b> thanks to clear explanations and anonymisation<br/><callout-box-left>

Outpatient psychiatric care reimagined – A look behind the scenes at Spitex ToDo

The psychiatric Spitex ToDo is a private home care organisation (Spitex is the Swiss term for home and community care) specialising in outpatient psychiatric nursing. It is based in Bauma and serves areas including Winterthur, the Tösstal, the Zürcher Oberland, the Zürcher Unterland and the shores of Lake Zurich.It supports children, adolescents and adults with mental health challenges, focusing on personal connection, flexibility and holistic support that goes beyond nursing care. Its services include needs assessments, counselling, socio-educational support, grief support, support for family caregivers and even innovative offerings such as the Spitex dog group “To DoG”. The focus is on the person and their individual needs, supported by an interdisciplinary, empathetic team that works in tandem when needed. Spitex ToDo places great emphasis on high-quality documentation that meets health insurers’ requirements, and bills its services – financed by health insurers, the municipality and the client’s own contribution – directly on a monthly basis.

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Documentation pressure and linguistic diversity in everyday Spitex work

In psychiatric home care, documentation is central – not only to ensure quality of care, but also for reimbursement by health insurers. At the same time, it is time-consuming: after a full working day, two to three hours were often needed for progress documentation. Around 20–30% of working time goes into documentation rather than directly into client care. In addition, the team increasingly includes young colleagues who are still getting to grips with the complexity of nursing documentation.Another issue is the wide variety of languages and dialects in daily work – from Swiss German to other languages and broken English.

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How PlaynVoice makes documentation smarter

In a demanding area of care where precise documentation and time management are essential, ToDo recently started using PlaynVoice. The aim was to reduce the heavy documentation workload without compromising on quality or traceability. For Spitex ToDo, it was clear that a good tool had to fit seamlessly into everyday work, without extensive training or detours. PlaynVoice stands out not only for its ease of use, but also for its high recognition accuracy, even with dialects and mixed languages.

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„Whether it’s Swiss German, Standard German or broken English – PlaynVoice understands everything."

Uwe Riekmann

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Particularly relevant in the home care context: being able to create voice-based progress notes on the go – in the car or between visits, for example – saves valuable hours.

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„I record while driving and have the finished progress note right afterwards."

Uwe Riekmann

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The time saved can be used directly for additional client contacts, which also has a noticeable financial impact.
PlaynVoice was introduced to make the documentation process more efficient and, at the same time, more standardised. The notes can be used directly for progress documentation and transferred into internal documentation forms with just a few adjustments. In addition, some employees use AI to adapt the wording to Spitex-specific terminology.

Thanks to standardised templates, GDPR-compliant anonymisation and reliable transcription, PlaynVoice quickly became an integral part of the documentation process, with direct benefits for quality, time management and billing reliability.
What makes PlaynVoice special: speech processing works reliably, regardless of dialect or mixed languages. And the privacy-compliant anonymisation reassures both clients and their families.

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„I explain it and show them the result live – then even sceptical clients agree."

Uwe Riekmann

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High-quality documentation is essential, especially given the regular spot checks carried out by health insurers. In some cases, private Spitex providers have already lost their mandates because their progress entries did not meet the required standard, were rejected by the insurers and therefore not reimbursed. Developments like these clearly show how important precise, traceable documentation is.

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Easy to get started – How PlaynVoice works in everyday practice

The introduction of PlaynVoice went smoothly. A trial phase allowed employees to test it in real-world conditions. Technical questions were answered quickly – sometimes even at weekends. The ability to use PlaynVoice flexibly and across disciplines was convincing: six team members are already working with it, and the number is growing. In addition, the team regularly reflects on and shares its experiences.

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More time, better quality – What has changed‍

„I used to sit down for another two to three hours in the evening to do my documentation. Now I need 20 minutes – it’s brilliant.“

Uwe Riekmann

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• Time savings: On average, 3–4 hours of documentation time were saved per week. This time can be used for 1–2 additional clients per week – depending on the funding, this means more billable services.

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„I work around 80 hours a month on average – that gives me a saving of about 12 hours. That means at least one or two more clients per week.“

Uwe Riekmann

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• Higher quality: Progress entries meet health insurers’ high standards, resulting in less effort for follow-up checks and queries from insurers.

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„We place great emphasis on high-quality progress documentation, and PlaynVoice helps us enormously. The health insurers say: ‘Great, high quality – keep it up!’’“

Uwe Riekmann

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• Flexibility: Whether on the road in the car or during interprofessional Zoom meetings, PlaynVoice provides support wherever you are.
• Client acceptance: Thanks to transparent explanations and anonymisation, its use is widely accepted, even by sceptical clients.
• Support for the team: Especially for less experienced employees, PlaynVoice is a valuable aid in phrasing documentation, both linguistically and professionally.
• For the organisation, this means more billable services, greater team satisfaction and less administrative burden.

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More Focus on clients thanks to sdmart support

The psychiatric Spitex ToDo is an impressive example of how AI-based documentation can work in practice. Even though PlaynVoice is not specifically designed for Spitex structures, it adapts flexibly and is used to best effect by cleverly combining it with existing tools. The result: noticeable relief, high quality and more time for what really matters – working with clients.

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​​„I would recommend it any time. Working together is very pleasant, quick and straightforward.“

Uwe Riekmann

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<callout-box>PlaynVoice makes documentation efficient and time-saving. Book a demo now.<callout-box>

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