Care institutions aim to welcome new residents in a warm and accessible way, without compromising a professional and thorough administrative process. Much of the information exchange and document handling is still done manually, often requiring residents and their families to repeatedly reorient themselves with forms and questions.

At the same time, care staff need a complete and up-to-date file so they can approach residents personally from day one. Compiling a comprehensive file from the beginning is time-consuming and a major challenge.

Cubigo’s platform largely automates document exchange in the background, but the real added value lies in the use of an AI assistant and AI chatbot. The AI speech-to-text assistant first analyzes the intake interviews with elderly residents to extract all relevant information mentioned by the resident and family, then generates a structured resident profile with a concise summary. Once the file has a solid foundation, the next step follows: an AI chatbot takes over the conversation, using structured questions to engage in dialogue with the resident. The answers are directly recorded and added to the file, providing the care team with a clear and immediate understanding of the new resident’s situation.

Thanks to this collaboration, a user-friendly platform has been created that provides residents and their families with peace of mind during the onboarding process. Datacation’s AI technology ensures that care professionals spend less time on repetitive administrative tasks and more time focusing on the person behind the file. The up-to-date digital profile allows staff to quickly get familiar with each new resident, enabling them to warmly welcome, for example, Jacky from day one. New insights and information can easily be added by the team, keeping the file current and ensuring care is tailored to individual needs. The integration of AI with Cubigo’s platform thus lays the foundation for a hospitable, efficient, and future-oriented living and care model.