Pilot · Cedar Valley County Health Department
Internal toolHome-visit note summarizer for community health workers
Result in one line: Visit notes filed same-day rose from 54% to 93% in the eight-week pilot
Community health workers record a short voice memo after each home visit; the tool transcribes it, drafts the structured visit note in our case-management format, and queues it for the CHW to review and file — turning a 20-minute typing task into a 4-minute review.
Published August 26, 2026
- Skills needed to set it up
- Power user
- Readiness
- Guided setup Needs a data agreement Human review built in
- Data it touches
- Health information (PHI) Personal information (PII)
- Who sees the output
- Internal staff
- License
- Not open source — description only
- Cost to stand up
- Under $25k
- Portable to other platforms
- Partially — with rework
- Use case category
- Administrative & task automation
- Reviews it went through
- Privacy review Security review or authority to operate Labor or workforce consultation
What do these mean?
- Power user
- Someone comfortable with spreadsheets, forms and low-code tools.
- Guided setup
- A wizard or script walks you through installation.
- Needs a data agreement
- A data-sharing or BAA-type agreement is required.
- Human review built in
- A person checks the AI's output before it is used.
- Health information (PHI)
- Identifiable health information covered by HIPAA.
- Personal information (PII)
- Names, addresses, IDs or other personal identifiers.
- Internal staff
- Used only inside the organization.
- Not open source — description only
- The write-up is what is shared, not the artifact itself.
- Partially — with rework
- Some pieces are vendor-specific and would need swapping.
- Administrative & task automation
- Forms, intake, scheduling, records — the routine work that eats staff time.
- Security review or authority to operate
- A security assessment, ATO or equivalent sign-off.
- Labor or workforce consultation
- Discussed with the union or the affected staff before rollout.
Our CHWs were spending the last 90 minutes of every field day typing notes, and same-day filing kept slipping. The pilot gave twelve CHWs a one-button voice memo flow: record in the parking lot, get the drafted note back before you’re at the next visit, fix what’s wrong, file it.
Two design choices did the most work. The draft opens with the three fields our nurses actually search on (referral made, follow-up date, safety flag), so a rushed review still gets the load-bearing fields right. And the tool refuses to file anything itself — a CHW taps file, every time. In the exit survey, eleven of twelve CHWs asked to keep it after the pilot.
About
- Area of work
- Clinical & community services
- Staff & partner coordination
- Review status
- Reviewed & approved
How it's built
- How AI is involved
- AI is part of the solution
- Types of AI
- Speech & transcription
- Generative text (LLM)
- AI tools & models
- Whisper
- GPT-4o
- Power Automate
- Where it runs
- Enterprise AI workspace
Sharing & licensing
- Access terms
- The flow definitions are specific to our case-management vendor; we share the prompt set and the review checklist with coalition members on request.
- Portability notes
- Transcription and drafting are standard components in any enterprise AI workspace; the filing step is built against our case-management system's intake API.
What it took
- Cost to keep running
- Under $10k/yr
- How it was bought
- Existing enterprise licence
- Who it affects
- CHWs and the families they visit. CHWs were in the design sessions from week one, and the union rep signed off on the pilot's time-study before it began. Notes about a family are never filed without the CHW who made the visit reading the draft.
Data & access
- No PII/PHI in the shared material
- Yes
- Data sources
- Voice memos recorded by CHWs on managed devices
- Case-management client records (write-only filing)
- Data-governance caveats
- Runs entirely inside our HIPAA-covered enterprise tenant; voice memos are deleted after the note is filed. This entry shares the workflow design only — no client data leaves the department.