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Ideal Shift AI partnered with De Hoop, a leading mental healthcare provider in the Netherlands, to revolutionize their client registration process. By designing and implementing AI-powered registration forms, we've transformed how clients engage with care from their very first touchpoint—saving administrative time while dramatically improving the quality and completeness of screening information.
De Hoop faced a common yet critical challenge: their registration process was drowning in administrative overhead. Registration and screening staff spent countless hours making multiple phone calls to gather missing information, manually entering data, and chasing incomplete forms. This created bottlenecks that delayed screening decisions and kept clients waiting longer for the care they needed.
The traditional approach was labor-intensive, inconsistent across divisions (Adult Care, Child & Youth Care and Social Work) and frustrating for both staff and clients. Something had to change—but in a way that would enhance, not diminish, the quality of care.
Ideal Shift AI co-designed a comprehensive AI-driven registration solution with De Hoop's teams. The new system doesn't just digitize forms—it actively engages clients, intelligently collects information and seamlessly integrates with existing systems to create a frictionless experience for everyone involved.
Clients receive a secure link via email or can access forms directly through De Hoop's website. The system automatically sends friendly reminders to encourage completion—all without staff intervention. The result? Clients provide richer, more complete information upfront, on their own schedule.
Recognizing that written forms aren't accessible for everyone, we built in voice-to-text capability. Clients can speak their responses using their phone or laptop microphone, removing barriers to engagement. For those who truly need support, telephone screening/registration remains available, and authorized third parties can complete forms when appropriate.
Once submitted, registration information is automatically processed and imported directly into De Hoop's Electronic Patient Record (EPD) system. No manual data entry. No transcription errors. Just clean, reliable data ready for clinical review.
The solution creates consistency across De Hoop's Adult Care, Child & Youth Care and Social Work divisions—standardizing best practices while allowing for division-specific needs. This uniformity strengthens collaboration between treatment and support teams.
The transformation is measurable and meaningful:
For treatment providers and support coordinators, the change is immediately apparent. They now enter screening possible conversations armed with detailed, structured information. This allows them to skip the preliminary fact-gathering and dive straight into understanding the client's story, needs, and goals. The result? More meaningful first encounters and faster paths to appropriate care.
Ideal Shift AI worked hand-in-hand with De Hoop's project team to ensure successful implementation. After careful refinement and testing, the AI-powered registration forms are being rolled out division by division, with implementation timing coordinated with each department to ensure smooth adoption and staff readiness.
By placing intelligent automation at the service of human care, De Hoop and Ideal Shift AI have proven that technology can enhance—not replace—the compassionate foundation of mental healthcare. The result is faster access to care, reduced administrative burden, and more time for what truly matters: the therapeutic relationship between clinician and client.
This project demonstrates how thoughtful AI implementation can solve real operational challenges while improving the experience for everyone involved—from registration staff to clinicians to the clients who need care.
If your healthcare organization is facing similar challenges with client registration, administrative overhead or care access bottlenecks, Ideal Shift AI can help. We specialize in designing AI solutions that respect the humanity of healthcare while delivering measurable operational improvements.