December 10, 2025
How a Care Organisation Used AI Expert's “AI in a Box”
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The Problem
A multi-site care home group with over 500 staff needed to reduce the growing admin burden across core operational workflows, from incident reporting to onboarding packs. But they faced a challenge most AI providers couldn’t solve:
- No cloud processing allowed due to sensitive medical and safeguarding data
- GDPR risks were non-negotiable
- Staff lacked technical experience, so any solution had to be simple and intuitive
Despite these constraints, the organisation wanted:
- AI-powered automation
- Better reporting and documentation accuracy
- Tools to support care workers with low digital confidence
The Solution
AI Expert deployed its on-premises AI appliance - AI in a Box - designed specifically for environments where cloud isn’t an option. Within days, the system was configured to handle the care home’s key workflows securely and efficiently.
Key components included:
- Local AI Hardware
AI processing fully contained onsite — no internet required, and no data ever leaves the premises.
- AI Task Assistants
- Summarised incident reports in plain English
- Checked care notes for clarity and compliance
- Rewrote policies into accessible language
- Generated training materials from existing documents
- Offline Voice-to-Text
Enabled carers to dictate notes instantly, reducing reliance on typing and improving note quality.
- Role-Based Access Controls
Granular access for managers, carers, and compliance teams with full audit trails for every interaction.
- Tailored Staff Training
Hands-on sessions using real scenarios from the care home to ensure safe, confident use from day one.
The Success
In just 45 days, the results were significant:
Operational Savings
- Incident documentation time cut by 50–70%
- Policy admin reduced by 80%
- Onboarding packs generated 60% faster
- Manual reporting fully automated
Equivalent to saving three full-time admin roles, without adding headcount.
Security Outcomes
- 100% of data stayed onsite
- No cloud exposure at any point
- Fully GDPR and safeguarding compliant
- Increased confidence from the leadership team
Staff Outcomes
- Carers adopted the system easily
- No technical skills needed
- Records became clearer and more consistent
Business Impact
- Faster compliance audits
- Better care documentation
- Tangible cost savings
- Scalable across other care sites
