Köping Municipality lowers the threshold for better documentation with Lifecare AI Documentation Support

In municipal care and social services, documentation is part of the care work itself. When notes are missing, unclear or placed incorrectly, this affects follow-up, collaboration and the service user’s safety. 

For Köping Municipality, the challenge was not new. The organisation had already worked with documentation representatives, instructions, routines, training and internal reviews. Even so, there was recurring friction: not everyone felt confident enough to go into the operational system and document, and many were unsure how a note should be worded. 

One important reason was language. Employees have different language backgrounds and different levels of experience in writing journal notes. This could lead to short, unclear or less appropriately worded notes. In some cases, documentation was not completed at all. 

The consequence is practical in everyday work. Managers, colleagues, healthcare staff, staffing coordinators and others need to be able to follow what has happened around a service user. When information is missing, the next person in the chain can easily lose sight of the context. 

When Tieto Caretech asked whether Köping wanted to take part as a pilot municipality, the answer was a quick yes. Not because the municipality was looking for an AI solution as such, but because the support addressed a concrete problem: making documentation easier to start, easier to improve and easier to use correctly. 

Lifecare AI Documentation Support is integrated into Lifecare. Staff write a journal note as usual, or dictate it using speech to text where that way of working has been introduced. Before signing, the AI support can review the text and suggest improvements to language, structure and clarity. 
The original text remains. No changes are made unless the user actively approves them. The employee is also always responsible for the content, the accuracy of the information and the final signed journal text. 

After signing, the support can also help the user move forward. If the note describes a fall, for example, the system can suggest creating a deviation report and, where relevant, preparing a healthcare request. The suggestions are based on the user’s permissions and guide the user to the right function in Lifecare. 

Köping started on a small scale. Representatives from home care, special housing and LSS (EN: Act on Support and Service for Persons with Certain Functional Impairments) were selected, with two to three people from each area. The group received a simple introduction and tested the support in practice during the pilot period. 

The pilot then grew to around ten users. Once the municipality had gathered experience and feedback, the function was rolled out more broadly across health and social care. Ahead of the rollout, the municipality produced a short information film, informed managers and published information on the intranet. 

There was no heavy training initiative. The function could be activated within the existing way of working, which was important in an organisation where time and support resources are limited. At the same time, Köping emphasised that the solution would continue to develop and that user feedback was part of the work.

Köping Municipality describes the biggest effect so far as twofold: more notes and better-quality notes. 
The clearest everyday benefit is that staff get help getting started. The support suggests how much needs to be written, how the text can remain factual and how the wording can be made clearer. For employees who feel unsure about Swedish or about the format of documentation, this can make a major difference. 

According to Jessica Blom von Alten, one employee in the pilot said that Lifecare became more enjoyable to use and that the AI support gave her the tool she needed to dare to document. For Köping, this was a strong signal: the technology worked best when it was experienced as support in the work, not as control from above. 

The support has also helped reduce the risk of errors. If a user accidentally writes a first name other than the service user’s name in the current journal, the system issues a warning. Previously, in the worst case, a note about one person could end up in another person’s journal. Now the user receives a clear reminder before the text is signed. 

For both Tieto Caretech and Köping Municipality, responsibility has been central. The AI support should not replace judgement, professional responsibility or local routines. It should help the user write better, but it is still the human being who must read, assess and stand behind the signed journal note. 

The solution is built for health and social care documentation, with access control in Lifecare and support for both local operation and cloud service. Microsoft Azure is used for text processing and transcription. No journal data is stored permanently in Azure, customer data is not used to train AI models and all data is handled within EU borders. 

This allows the municipality to test new technology without losing sight of the fundamental questions: who is responsible for the content, where is the information stored, who is allowed to see it and how is traceability ensured? 

Köping Municipality uses Lifecare as its operational system within health and social care. The municipality has a broad Lifecare environment, including support for providers, case workers, fees, housing, deviation management and areas linked to municipal healthcare. 

The work with Lifecare AI Documentation Support has been driven by the system administration team within health and social care. Jessica Blom von Alten, System Administrator, describes the role as both developmental and practical: supporting users, making the systems work and, at the same time, keeping an eye on new ways of working. 

Köping Municipality shows how AI can be introduced in a down-to-earth way in municipal health and social care: close to the user, close to the existing operational system and with clear boundaries for responsibility and information management. 

For Tieto Caretech, the case is an example of the kind of AI development that healthcare and care services need more of. Not solutions that promise too much, but support that helps staff in a concrete work task, strengthens quality step by step and allows the organisation to remain in control.