AI-assisted documentation eased social and healthcare professionals’ workload during a pilot test

The pilot began in summer 2024 at Nummela health station, where the first 10 doctors started testing an application developed by Gosta Labs Oy. Western Uusimaa Wellbeing Services County was the first wellbeing services county to start using AI to support documentation in client and patient work. Since then, use of the tool has expanded to several social and healthcare services. Over the past two years, the tool has been used at appointments with doctors, physiotherapists and other healthcare professionals, as well as in several social services, including child welfare and adult social work.

By the time the pilot ended in late June 2026, the tool had been used by around 800 professionals. More than 60,000 documentation drafts were created with its help.

Professionals who took part in the pilot say that AI-assisted documentation has made their day-to-day work easier, especially by reducing the strain associated with documentation. Pilot users have estimated that using AI has reduced the time spent on documentation by an average of 29 minutes per day. AI does not replace professionals; instead, it supports their work and serves as a memory aid. 

Physiotherapist Kimi Mäkelä and doctor Juho-Jooel Nissilä say that the greatest benefit is not necessarily that documentation has become faster, but that it no longer feels like the same kind of burden as before.

“AI creates a documentation draft, which the professional then reviews and completes. This makes documentation lighter and helps professionals focus on the client encounter,” Mäkelä and Nissilä say.

In social services in particular, the tool is already providing tangible time savings in documentation. Social counsellor Jamila Heroum says that documentation in family social work used to easily take half an hour, whereas now it is often completed in around ten minutes.

“I can concentrate better and be more present in client situations. And I can use the time freed up for planning and better preparation,” Heroum says.

During the pilot, professionals actively contributed to the development of the application. User feedback was quickly reflected in new features and improvements.

“The feedback provided by professionals has guided product development week by week, and we have been able to implement changes quickly. This kind of close co-development is exactly what makes AI-assisted documentation fit naturally into professionals’ day-to-day work,” says Henri Viertolahti, co-founder and Chief Product Officer at Gosta Labs.

Professionals describe the co-development with Gosta Labs as exceptionally fast and effective: the feedback they provided was quickly turned into concrete improvements, which strengthened commitment and motivation among pilot users. The process also highlighted that a solution that works well is created gradually through piloting, user feedback and continuous development.

‌Based on the pilot, AI solutions are most successfully introduced when professionals are involved in development from the very beginning and receive sufficient support when the solutions are introduced. In future, the wellbeing services county plans to identify change ambassadors who will support their colleagues in using AI solutions, share practical tips and identify service-specific use cases for AI.

In addition to strong change management within the organisation, success requires clear instructions, orientation, attention to data protection, reliable equipment and connections, and continuous dialogue between users and the technology provider.

The wellbeing services county plans to draw on the experiences gained from the pilot in future AI projects as well.