AI Assistance in Recording Client and Patient Information
The Western Uusimaa Wellbeing Services County is set to explore the potential of AI to aid in documenting client and patient information. The goal is to significantly reduce the working time spent on documentation.
Social and healthcare professionals spend several hours daily on documentation tasks. We aim to provide our professionals with more time to interact with clients.
Together with Gosta Labs Oy, we are developing an application that converts conversations during appointments into text drafts, which professionals can then use as a template for patient records.
We have piloted the Gosta Aide application since summer 2024 at the Nummela health station. The results have been promising. Therefore, starting November 2024, the pilot expanded to cover doctor's appointments at the Kirkkonummi, Tapiola, and Leppävaara health stations.
In 2025, we will further expand the pilot for AI-assisted documentation, enabling more healthcare and social services professionals to benefit from this technology. Initially, the expansion will introduce the tool to rehabilitative physiotherapy sessions, as well as social services for children, youth, and families.
What is it about?
The pilot program provides social and healthcare professionals with an AI-powered web application that automatically converts spoken conversations into text drafts for documentation in the client and patient information system.
The purpose of the trial is to determine whether AI can save time spent on documentation while improving the quality of patient records. Additionally, we want to understand if this technology can enhance the client experience and reduce staff workload.
How Does it Work?
At the beginning of an appointment or meeting, the professional will initiate recording in the application. The app then converts this conversation into text and creates a draft based on this. This draft serves as a suggested documentation of the appointment.
The AI solution highlights the key points for documentation based on given system prompts. As background information, the AI will utilize, for example documentation guidelines issued by the Finnish Institute for Health and Welfare (THL).
The professional will review the draft thoroughly, making necessary corrections and additions.
Once the required modifications are done, the professional copies the draft into the client and patient information system. After this, the draft is automatically deleted from the application. The information is stored only in the client and patient information system.
The tool is designed to facilitate professionals in their documentation process. It does not produce a text or audio recording to which one could return later. The audio recording is automatically deleted immediately once the text is produced. Since the app records only short segments, it never captures full conversations.
Where and When?
- The AI documentation pilot currently covers:
Doctor appointments at health stations in Nummela, Tapiola, Leppävaara, and Kirkkonummi.
Self-employed doctors at Kalajärvi.
Physiotherapy and occupational therapy at Tapiola health station. - Child welfare services in Espoon Keskus and Leppävaara, including foster care services.
During 2025, we plan to include additional professional groups and service areas within the social and healthcare sectors.
At the start of each appointment, the professional will always inform the client if AI is intended to be used for documentation. Clients can opt out of recording; in which case the professional will document patient records the traditional way. with no impact on their service or treatment.
Throughout the trial, we will collect feedback from professionals and are eager to hear about our clients’ experiences via our Feedback channel.
Following the trials, we will assess whether to continue and broaden the use of the AI solution in our documentation work.
The Ministry of Social Affairs and Health will fund the further expansion of the AI documentation trial throughout 2025. This initiative belongs to a broader ecosystem, "SOTE-tekoäly," comprising ten AI-focused projects in social and healthcare services, coordinated by DigiFinland. The primary objective of these projects is to advance the responsible implementation of AI within the social and health services.
The Finnish Innovation Fund Sitra funded the project's expansion phase from September to December 2024.
Further information:
Project Manager Tuuli Pajunen, ext-tuuli.pajunen@luvn.fi or
Development Manager Veera Vihula, veera.vihula@luvn.fi