From raw notes to an approved record — with you in control at every step.
Aerinva is a documentation assistant, not a decision-maker. Here’s exactly what happens between writing your notes and saving a finished record.
The core loop
Date of contact + notes
Every entry starts with a required date of contact — a visit, review meeting, phone call or duty/welfare call — kept separate from the AI’s prose so it’s never guessed at.
Select the service user
You choose or add the service user the record relates to. A draft can’t be generated until this is set, so nothing is ever created without a clear owner.
AI-drafted structured note
Aerinva turns your raw notes into the structured format your service expects — flagging any fact it can’t find in your notes rather than filling the gap itself.
Review and edit
You read the draft against what you actually wrote and said, and change anything you need to before it goes any further.
Retention and legal hold
You pick a retention category — adult, children’s, or safeguarding — with an optional legal hold. Retention dates are then calculated automatically.
Approve and save
Only your approval makes it the official record. Saved records are browsable, searchable by service user, and easy to copy into your case management system.
Built to tell you what it doesn’t know
A documentation tool that guesses is worse than useless in social work — it has to be trustworthy.
Aerinva is deliberately hardened against fact fabrication. If a detail like a date, a name, or an outcome isn’t present in your raw notes, the draft flags it as missing rather than inventing a plausible-sounding answer. The professional fills the gap — not the AI.
Retention, built in from the start
Adult records
Retained for 8 years from case closure, in line with the NHS Records Management Code of Practice.
Children’s records
Retained until the service user’s 25th birthday by default — reflecting the variation between local authorities.
Safeguarding & legal hold
Any safeguarding-linked record can be placed on an indefinite hold, reflecting the national position on destroying children’s social care records.
Missing information always shows as “pending” — never guessed at — and there is currently no automatic deletion job. Retention is tracked and displayed, not yet auto-enforced.
Integrating with the systems you already use
Aerinva’s long-term plan is to integrate directly with the case management systems UK councils run on — Liquidlogic, Mosaic and Eclipse — rather than asking services to replace them. Until that integration work lands, copy-to-clipboard gives you a fast bridge into your existing system.