How Caritas Stuttgart increased their documentation quality

The challenge

Complex documentation system, incomplete entries, and time pressure at shift end

The old documentation system at Haus St. Barbara was cumbersome, hard to train staff on, and not usable on mobile devices. Nursing staff jotted down observations on the go, sometimes literally on the back of their hand, and transferred them to the computer at the end of their shift. A process that wasted time and produced gaps in the documentation. Managers spent working hours double-checking entries and reminding staff about outstanding documentation.

Anyone who still had to document after a long shift got no real recovery time. And incomplete entries made audits more time-consuming than they needed to be. So the goal was clear: make better use of the time the team has, for the people they care for, not for the desk.

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The solution

A fresh start instead of building on old processes

The first contact between Haus St. Barbara and voize came about in an unusual way: the founders wanted to shadow staff on shift, to understand how documentation really worked in practice. What they saw was telling: nurses jotting down vital signs on the back of their hand because there was no computer nearby. For René Stolz-Hoppmann, that made one thing clear: if a new primary system was coming, voize had to be part of it from day one.

That moment came in 2022. voize and Connext Vivendi were rolled out at the same time, not layered onto old workflows, but a genuine fresh start. Every care process was built around it from the outset. Since then, nursing staff document by voice right at the resident's bedside, in the moment of care. The smartphone, provided in-house and small enough for any scrub pocket, is always on hand. Walking back to the staff room just to document is a thing of the past.

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The collaboration

On board from day one, and fully committed from day one

Haus St. Barbara didn't roll out voize as a "feel free to try it" pilot. It was built into the workflows as a fixed part of daily work from the very start. More than 500 staff members were trained, concerns were taken seriously, but the goal never changed: less time at the desk, more time with the people in their care.

• Simultaneous rollout of voize and Connex Vivendi, a deliberate fresh start rather than a stopgap solution
• Over 500 staff members trained during the rollout period
• Consistent use as a core part of the job, not an optional tool
• Managers actively involved as drivers of the change
• New hires fully onboarded in 1 day, compared to up to 6 months with previous solutions