Solihull MBC’s case study describes their experience of using AI to improve efficiency in adult social care. Too much time was being spent on administrative tasks at the expense of direct interaction with people who draw on care and support. After a 12-week trial of Magic Notes, Solihull observed a significant reduction in time spent on written administration and improvements in the quality of conversations.
While it seems like artificial intelligence (AI) is being spoken about in every sector of society, projects involving AI in adult social care are in their infancy, and not enough time has passed to fully understand their impact. That said, councils across the country are exploring ways to implement AI in their organisations to improve processes, and some are experiencing positive results. At a time when requests for support are rising, expenditure is increasing and funding is restrictive, it is crucial that councils seek to harness the potential of technology.
The challenge
In line with the national trend, Solihull Council is experiencing increasing demand for adult social care services, coupled with rising financial pressures. The total number of people supported has risen by approximately 5% over a period of two years, and there has been growth in net adult social care expenditure of 17.2% over the past two years, along with the challenge that increases to funding are not covering this pressure in full. Pressures across the whole council led to a large use of reserves or other one-off funding to reach a balanced position as a short-term solution. This situation necessitated exploring how digital solutions and AI could be leveraged to improve efficiencies. Feedback from front-line practitioners, including social work and occupational therapy team members, confirmed that they were spending a significant amount of time recording and typing up electronic records such as assessments, reviews, support plans and case notes. This administrative burden reduced the time available for direct interaction with individuals receiving care and support.
Recognising this challenge, we saw an opportunity to adopt an innovative approach to managing demand within existing resources rather than increasing the number of front-line staff. Our goal was to work differently to meet our statutory requirements for completing annual reviews while also responding to new assessment requests in a timely manner. By integrating AI and digital tools, we aimed to streamline administrative tasks, allowing practitioners to focus more on evaluating the best options to meet the needs of those they support. This approach not only enhances efficiency but also ensures that our services remain person-centred, strengths-based and responsive to the growing demands of adult social care.
The action
The West Midlands Association of Directors of Adult Social Services (ADASS) Digital Network, chaired by Solihull Council’s Assistant Director for Service Delivery, invited Beam to showcase their Magic Notes AI solution for social workers and occupational therapists. During a live demonstration, we identified significant opportunities for improving efficiencies. Following in-house exploration with IT and information governance colleagues, and the completion of a data privacy impact assessment (DPIA), we initiated a 12-week pilot programme. This pilot involved 20 volunteers from various job roles and teams using Magic Notes to support their work during assessments, reviews and other meetings.
The pilot, which cost £25k, aimed to understand the impact of the AI tool on reducing time spent on administrative tasks. The tool allows for conversations and meetings to be recorded (with consent), transcribed and then summarised by AI to fit our current recording templates. Practitioners could review, amend and save these summaries directly into our case management system, significantly reducing the need for manual notetaking and time spent typing directly into the system or using a laptop during visits.
Practitioners used the system for a six-week period and provided regular qualitative and quantitative feedback throughout the trial. The pilot demonstrated significant potential for efficiencies and savings, highlighting the value of integrating AI into our processes.
The outcome
At the start of the trial, a survey was conducted to gather information on the time spent on various administrative tasks, including recording case notes, the time between carrying out an assessment and sending a copy to the individual, and completing an assessment write-up. At the end of the trial, the survey was repeated, and practitioners were also asked about the impact of Magic Notes on the quality of their assessments and their overall experience.
The feedback highlighted a 47% reduction in time spent completing an assessment write-up, an overall reduction of 65% in time spent on written admin across a week, and a decrease from six days to six hours between recording an assessment and sending it out to the individual. Practitioners also reported improvements in the quality of conversations with individuals, as there was more focus on the person and less on recording notes simultaneously. This was reflected in feedback from a member of the public who described feeling less anxious about the assessment, as the practitioner was more present and focused due to not having to take notes.
The impact on staff wellbeing was also significant, with practitioners feeling less stressed, less overwhelmed and able to take on additional work.
There is currently a savings target of £50k against the full implementation of Magic Notes, but it is likely to yield greater efficiencies, and this will be reviewed six months post-go live.
Reflection
The implementation of Magic Notes has clearly demonstrated the positive impact that AI can have on efficiencies within adult social care. We collaborated with other local authorities to share our learning and explore how this technology could be scaled in other areas within the council. Based on the evidence gathered during the pilot, we decided to adopt the AI system across the directorate and expand its use to all visiting staff. This should lead to a significant reduction in time spent on administrative tasks, thereby increasing capacity and improving wellbeing within teams.
The insights gained from our pilot have been shared widely across the council, and other directorates have expressed interest in understanding whether this technology could be as effective in their areas. Our digital programme manager for adult social care also showcased our experience at an ADASS AI webinar attended by 230 people, further highlighting the potential of this innovation.
Building on the successful demonstration of time savings with Magic Notes for assessments, we recognised the potential of this type of solution for other meetings such as supervision or team meetings. These currently utilise significant resources to minute or record; therefore, there is the potential for similar staff time savings. Moving forward, we will build on our pilot's findings to explore how AI can support these areas as well and further improve productivity.
7 July 2025
Contact information
Lizzie Edwards
Assistant Director: Service Delivery, Adult Social Care
Lizzie.edwards@solihull.gov.uk
