Challenge
- 4,000 registrations per year, largely processed manually from referral to screening.
- Clients wait unnecessarily long for a response, reminder or next step.
- Clinicians lose valuable time to manual coordination around screening.
Automation from referral to screening for a faster, smarter and more people-centred registration process.
Watch the video · 4-Minute Read
Reimagining Client Registration at De Hoop
Some projects stay with you.
Not because they were easy, but because they reminded you why you do this work in the first place and why I started Ideal Shift AI.
Our collaboration with De Hoop, a leading Christian mental healthcare provider in the Netherlands, was one of those projects.
Together, we set out to solve a problem that many healthcare organizations quietly struggle with:
A registration process that is more efficient, more insightful and minimizes manual work.
On October 2nd, 2025, we marked an important milestone: the demo of the first major phase of this journey. And we took the picture above! :) This was the culmination of an intensive, focused period of preparation, testing, collaboration and learning.
As we continue into the next phase, our focus remains on strengthening this foundation and learning from real-world use.
Before this project began, De Hoop’s registration and screening teams were working within established processes that had evolved over many years.
These methods played an important role in supporting care delivery. They relied on dedication, experience and consistent effort from staff members who worked carefully to gather information, follow up with clients, and prepare cases for screening.
Their previous process included:
The system worked, but there was room for improvement.
Both De Hoop's and our team recognized that there was an opportunity to explore more structured, scalable ways of gathering and organizing information with methods that could better support future growth and evolving care demands.
Instead of “digitizing paperwork,” we worked side by side with De Hoop’s teams to rethink the entire experience.
Not just:
“How can this more efficient?”
But:
“How can we improve the process so the team has complete and reliable information by the time a client is screened? So that clients are helped faster and better and so that this has a positive effect on the waiting list.”
The result: AI-powered, human-centered registration forms and fully automated registration processes designed to support people from their very first doctor’s referral letter, through smart and dynamic information gathering, to seamlessly delivering data and reports directly into their electronic patient records and to the fingertips of screeners. This approach is expected to save time and, more importantly, increase the value De Hoop aims to deliver to its clients.
Clients now automatically receive a secure link and gentle reminders. They complete forms on their own time; no pressure, no endless follow-ups.
Once submitted, data flows directly into De Hoop’s Electronic Patient Record (EPD) system. No retyping. No human errors. No delays. Automatic checks of BSN match are done in the background.
Waiting lists are automatically updated. No more copy-pasting. Data immediately available to the admin department and screeners.
Adult Care, Child and Youth Care and Social Work follow the same ways of working established in this program, while maintaining flexibility for specific team needs.
AI Implementation is only meaningful when it improves lives. Here’s what we expect to change at go live:
But the biggest expected change?
People have more time to focus on people instead of systems.
Change initiatives in healthcare require trust, vision and leadership.
“To arrive at a well-targeted AI strategy, we worked very pleasantly with Ideal Shift AI; Emma and her team guided us well through the process. Together we developed an AI roadmap that aligns with our organizational strategy and in which colleagues were involved. Where tech projects sometimes face resistance, we now notice that interest and strong engagement around AI and the steps we are taking are emerging within the organization. This doesn't mean everything goes 'flawlessly,' but it does mean there is intrinsic motivation to make this a success... not for ourselves, but because we believe we can deploy AI in service of our mission: Helping people on their way to a new life!”
This feedback reflects the careful way this project has been introduced: first through a well-considered AI strategy, then through collaboration, testing and ongoing dialogue.
As teams begin working with the system, their experience will remain central to its further development.
This wasn’t a “plug-and-play” project. It involved:
Every step has been taken deliberately, with attention to operational realities and professional standards.
This partnership made all the difference.
This project reinforced something we deeply believe:
AI doesn't replace the compassionate foundation of mental healthcare. It protects it.
When implemented thoughtfully, AI gives professionals back what they value most: time, focus and presence.
If your organization is dealing with:
You don’t have to solve it alone.
At Ideal Shift AI, we design intelligent AI solutions and automations that put people first, while delivering real and measurable operational results across industries.
👉 Take our free AI Maturity Assessment
👉 Book a free consultation
👉 Let’s explore what’s possible for your organization!
👉 De Hoop is happy to share their experiences and the solutions that have been developed for De Hoop.
Because better systems and processes lead to better outcomes.
Discover where AI can save time immediately, improve processes and give employees better support.