Challenge
Resident intake is a critical first step in welcoming a new resident into senior living. It’s the first chance for staff to get to know the resident, capturing their background information in order to personalize their community experience. But many senior living communities lack an efficient way to intake new residents, relying on manual processes and lacking a centralized system to store their information.
This was the case at MorningStar Senior Living’s Billings, Montana location. Life Enrichment Coordinator Laura Smith described how for each new resident, staff would conduct a lengthy interview, handwrite notes, and then retype information into their digital profiles—a process that would take about an hour per resident.
Resident biographical forms were also stored in physical binders, making it cumbersome for staff to access or use the information in day-to-day interactions. This manual workflow not only consumed valuable staff time, but also limited the ability to deliver truly personalized experiences by offering engagement opportunities that reflect resident interests.
Since implementing LifeLoop’s AI-enhanced resident onboarding solution, the team at MorningStar of Billings has been able to dramatically streamline their resident intake process. Staff members can now simply record resident interviews via phone or computer and use the AI solution to transcribe the interview, reducing time in taking manual notes or transcribing a recorded interview. The AI then generates a detailed summary of the resident’s life story, including family life and career background, and even categorizes residents’ likes and dislikes. And because the information is now stored in digital profiles, staff can easily access resident information on the go—no binders needed.
In her webinar interview with LifeLoop, Laura mentioned that she was impressed with how accurate and thorough the AI descriptions are, noting that, “you really get a sense of the person while reading them. It's just a great way to learn a little bit more about somebody that you're interacting with, or that you're going to be interacting with, and to make sure you have some talking points.”
Laura and her team have also been able to use the AI-enhanced resident onboarding and AI-enhanced calendar management solutions in conjunction to generate creative activity ideas that speak to their residents’ interests. For example, she mentioned how if she’s planning a Father’s Day event and a large portion of her residents enjoy cars, that the AI solutions can take that into account and generate creative activity ideas such as “pancakes and pop-up cars” or “cars and casseroles.”
Now that I’m using the AI onboarding, I can record the resident interview and have it generated within two minutes... it’s saving a huge amount of time on my end, which is giving me more time to interact with my residents.
Laura Smith
Life Enrichment Coordinator, MorningStar Senior Living of Billings
Results
In the first month of implementing LifeLoop’s AI-enhanced resident onboarding solution, Laura and her team onboarded about 25 residents. What used to take an hour per resident now takes just a few minutes, and Laura estimated that they’ve saved about 24 hours in just one month thanks to the streamlined process for intaking those 25 residents.
With so much time saved, Laura and her team have been able to spend more time engaging directly with residents, such as hosting new enrichment activities and fostering stronger personal connections.
MorningStar of Billings’ commitment to building meaningful resident experiences hasn’t gone unnoticed. The community was recently featured in the local news after receiving national recognition for fostering strong staff-resident connections—an achievement made easier through innovative tools like LifeLoop.
AI-enhanced onboarding has not only transformed MorningStar of Billings’ resident intake process, but their overall engagement programming as well. By automating the intake process and centralizing resident information, staff can quickly learn about residents and tailor experiences accordingly. And when used in combination with AI-enhanced calendar management, her team is able to provide personalized experiences that get residents excited to participate and connect. As more resident profiles are added, the team gains even greater insight into shared preferences and can provide engagement experiences that strengthen community bonds and support more personalized, person-centered care.
Watch our on-demand webinar to hear more about how Laura and her team use AI-enhanced resident onboarding to save staff time and personalize resident experiences: