Challenge
- ~30 clicks and 5 minutes of registration time, on top of the 5 to 15 minutes it takes to write the email.
- A missed registration is a missed reimbursement: a direct financial risk.
- Less time left for actual client contact.
AI-assisted logging of client contact whenever an email is sent, with human review kept in place before anything is saved.
Watch the video · 4-Minute Read
Picture this. You're a brilliant psychologist. Years of study, complex cases, a waiting room full of people who need you. And every year you lose two full working weeks. Not to patients. To clicking a mouse.
Two weeks staring at loading screens. Opening drop-down menus. Filling in the same fields over and over. Not to make a diagnosis or listen to someone who's struggling. Purely to log an email in a patient record.
This is the reality for thousands of mental healthcare professionals in the Netherlands. And this is exactly the problem we set out to solve.
Writing an email to or about a client takes between 5 and 15 minutes. Registering that email afterwards in the electronic patient record takes another 5 minutes and around 30 clicks. Five minutes here, five minutes there, and before you know it you've lost an hour or two of your week to pure administration.
That puts every clinician in front of an impossible choice. Either you take the time to register everything properly and have less time for your clients. Or you choose the person in front of you who needs your help, skip the registration, and the organization misses out on the reimbursement. No registration means no payment, and a real financial risk.
You end up effectively volunteering for those hours. And that is simply not sustainable.
A smart digital assistant that just works inside Outlook. No new system. No extra login. No training day.
The moment a clinician sends an email about or to a client, a pop-up appears with an already-completed registration suggestion. The clinician checks it, adjusts where needed, hits confirm, and that's it. The assistant handles the rest in the background, straight into the patient record, on the correct date, under the correct module.
At least 90% of emails are registered this way: automatically, without switching systems, and without extra steps. What used to cost an hour or two a week now takes almost nothing. At De Hoop that figure has since climbed to 95%+.
And what really makes this assistant smart: it understands the rules of Dutch adult mental healthcare reimbursement. When a client's reply is required before time can be billed, the assistant waits. It holds the intent, monitors the inbox, and the moment the client replies it registers the time automatically, with the original date, exactly as the regulations require. Like a medical secretary who puts a folder on her desk and says: "I'll process this the moment Mr. Jansen calls back." Except this one never forgets, and never goes home.
Not just fewer clicks, but a solution that gives clinicians back time and peace of mind they can feel.
"When I heard about the automatic email registration, I immediately thought: that's handy. This feature cuts down the number of steps in registration and so helps us meet our production targets. It's important that we actually log direct time, otherwise it adds nothing. With every email about or with a client you get a pop-up; you indicate whether it's direct or indirect time and how long it took, and it automatically lands in the file as a calendar appointment. It works very easily. Thanks to this feature I handle my registration more consciously, you're not likely to overlook anything."
"Over the past few weeks I've been able to try out the email registration, and I'm very positive. The process is fast, clear, and user-friendly. The notifications come automatically, so registering your emails takes very little time. Within the registration you can easily indicate how you want to log the email, so you keep the choice yourself. The biggest advantage is that it saves time and you register your emails more often, which is great for your record-keeping."
We've gone live at De Hoop mental healthcare. The rollout starts with one department and expands step by step. The goal is simple: let clinicians focus on what they trained for, and let the smart assistant handle the rest.
We believe this is only the beginning of what Agentic AI can mean for healthcare professionals. Less routine work. Less administrative pressure. More time for the care that actually matters.
AI doesn't replace the warm foundation of mental healthcare. It protects it. When AI is introduced thoughtfully, it gives professionals back what they value most: time, focus and presence.
Discover where AI can save time immediately, protect reimbursements and give clinicians better support.