Sonnenhof Home Care Service Ltd., 45 staff
A home care service with about 120 clients and 30 carers (part and full time): care itself is at capacity, but documentation, route changes and insurer billing eat the time that should go to people.
How it works
- Check the numbers. Each step shows the hours your company spends on it per week. Click a number to change it, or set it to 0 if the step does not exist for you.
- Insert building blocks. Click a coloured block in a step. Below it you read in plain words what the AI would do there and what stays with your people. The shadow under the step shrinks.
- Read the result. The dark bar at the bottom shows the key figures; the full calculation with cost, return and a curve is below the departments.
Block colours show how you get it:
A dashed box means no building block exists yet.
Where AI helps most here
Start with what saves the most. Many blocks run on the same platform (e.g. one AI workplace for the office): you buy it once, and every further step only needs configuring.
Biggest single levers
Packages: many steps in one go
Link copied. It holds all your settings, nothing is stored on a server.
The company from above
Each building is a department. Its height shows how much work happens there, each window is a recurring task, and the shadow on the ground is the manual work. Click a building to open it. Windows light up where AI helps, and the shadow gets shorter.
Office & dispatch
12 steps, 111 h per week
Enquiry and onboarding of clients
- Take and sort enquiriesOffice clerk h/week
- Check capacity and time slotsHead of nursing h/week
- First visit and care contractHead of nursing h/week
- Capture master data and prescriptionOffice clerk h/week
- Clarify cost approvalOffice clerk h/week
Route planning
- Plan daily routesDispatcher h/week
- Handle short-notice changesDispatcher h/week
- Cover sick calls, replanHead of nursing h/week
- Phone with clients and carersDispatcher h/week
Staff roster
- Build monthly rosterHead of nursing h/week
- Shift swaps and standby coverHead of nursing h/week
- Check hours and overtimeOffice clerk h/week
At the client & documentation
13 steps, 1,047 h per week
Care visit
- Basic and medical nursing careCarer h/weekHands-on work, AI can hardly help
- Travel between visitsCarer h/week
- Housekeeping and companionshipSupport worker h/weekHands-on work, AI can hardly help
- Handover and team meetingCarer h/week
Care documentation
- Service records during visitCarer h/week
- Write care report and progressSkilled nurse h/week
- Maintain care plans and SISSkilled nurse h/week
- Wound and medication recordsSkilled nurse h/week
Doctors, relatives and aids
- Request prescriptions from doctorsOffice clerk h/week
- Doctor consultation on findingsSkilled nurse h/week
- Inform and advise relativesSkilled nurse h/week
- Prepare and report advisory visits (section 37.3 SGB XI)Skilled nurse h/week
- Support aids and care grade claimsHead of nursing h/week
Billing & administration
13 steps, 115 h per week
Service billing
- Check and reconcile servicesBilling clerk h/week
- Check prescriptions for completenessBilling clerk h/week
- Transmit billing data to insurersBilling clerk h/weekHands-on work, AI can hardly help
- Resolve rejections and deductionsBilling clerk h/week
- Co-payments and dunningBookkeeper h/week
Accounting and payroll
- Capture incoming invoicesBookkeeper h/week
- Payment matching and postingsBookkeeper h/week
- Payroll prep and surchargesBookkeeper h/week
- Liquidity and monthly reportsManaging director h/week
Purchasing and IT
- Order care supplies and PPEOffice clerk h/week
- Vehicles, fuel cards, damagesOffice clerk h/week
- Support phones, apps and accessOffice clerk h/week
- Data protection and incidentsManaging director h/week
Quality & staff
9 steps, 76 h per week
Quality assurance and MD audit
- Care audits and spot checksHead of nursing h/week
- Prepare MD auditHead of nursing h/week
- Maintain quality manual and standardsHead of nursing h/week
- Analyse complaints, falls, incidentsHead of nursing h/week
Staff and skills shortage
- Job ads and applicant mailOffice clerk h/week
- Screen applicants, hold interviewsHead of nursing h/week
- Onboard new carersSkilled nurse h/week
- Mandatory briefings and trainingHead of nursing h/week
- Track qualifications and certificatesOffice clerk h/week
Your calculation
Example calculation for orientation. Prices, hours and savings are estimates for a fictitious company, not an offer, a promise or advice. Your real figures depend on your processes, your software and the providers you choose.
Insert building blocks or a package to see the calculation.
What you put in
Click a row to see the individual building blocks.
What comes back
- Time saved
- Value of that time
The value is working time that becomes free for other work; it is not automatically lower wages. The curve counts the freed time from the first month on. All figures are rough estimates.
Parts list for your selection
| Block | Used in | Saves | Value per year | One-off | Monthly | Data | Risk of failure |
|---|
Every row shows the amount that goes into your calculation; the rows add up to the totals. Blocks on a platform (AI workplace, automation, transcription, accounting AI, ...) only cost their configuration; the platform itself appears once with its rollout and its seats or base fee (prices researched 2026). Stand-alone solutions use the middle of the catalog price band, scaled to the size of the company.
Assumptions and sources
45 staff, of which about 30 carers (about 20 FTE, 50 percent skilled-nurse ratio under the framework contract), 4 office/admin staff, head of nursing (PDL) with deputy, 3 housekeeping/companion staff, managing director, rest part-time and casual. Nominal capacity 1,800 h per week; the total stays below because holidays, sickness, training and buffers are excluded (sick leave in care is well above average). About 120 clients, about 80 visits per day, about 550 visits per week, SGB V services (medical nursing) and SGB XI services (basic care, in-kind benefit), plus advisory visits under section 37.3 SGB XI. All hour values are careful estimates from sector experience; the order of magnitude of documentation time (studies cite 20 to 30 percent of working time in care) and billing/prescription bureaucracy is the reliable part. Hourly rate 42 EUR blends skilled nurse (about 45 EUR), care assistant (about 32 EUR) and office (about 38 EUR) with a leadership share. Legal frame: GDPR and confidentiality (section 203 StGB), SGB V and XI, quality audits by the Medical Service (MD) under the QPR, framework contracts with insurers, care minimum wage, working time act, infection control, narcotics act.