The Challenge:
Existing solution for employee offboarding and data archiving was not flexible enough and charged per user, skyrocketing the cost during peak offboarding season
The Outcome:
Annual offboarding & archive-related cost went from ~$1M to <$200K. Google Workspace license waste is eliminated — no more paying for archived users. Customer retains full control within their own cloud environment.
Industry: In-Home Care| Processes Automated| AI Call Transcription & Analysis, Operations Dashboards, Salesforce-QuickBooks Sync | Total impact: 700 hours saved per month, real-time visibility into compliance-critical calls, reduced legal exposure, and platform consolidation
In modern home health care, phone calls are the primary intake channel for patient incidents, scheduling changes, and caregiver reports. However, manual documentation of these calls often leads to data loss and missed compliance risks.
Care to Stay Home, a California-based provider, solved this by implementing healthcare automation to process over 1,000 daily calls. By using Zenphi to transcribe audio to text, they recovered thousands of hours annually
The Challenge: Manually Transcribing Google Voice Audio to Text
Before automating, Care to Stay Home’s team spent 3-4 hours daily listening to recorded calls and manually entering notes into their systems. This manual process created several operational bottlenecks
- Data Inefficiency: Losing an estimated 450-700 hours per month to manual data entry.
- Compliance Risks: Critical reports, such as patient falls or caregiver injuries, could be delayed or missed entirely.
- System Instability: Fragile third-party integrations between Salesforce and QuickBooks frequently failed due to API changes.
- Inactive Google Workspace accounts continued to consume paid licenses
The Solution: HIPAA-Compliant Automation for Google Workspace
Care to Stay Home partnered with Zenphi to build a secure, HIPAA-compliant automation workflow integrated with Google Voice and Google Workspace. Unlike standard transcription tools, this system acts as an operational “system of record”
1. Automated Google Voice Transcripts
All recorded calls are automatically retrieved and transcribed using AI, removing the need for staff to manually listen to every recording.
2. Intelligent Risk Detection & Flagging
The system scans every Google Voice transcript for high-risk indicators like “injury,” “fall,” or “leave request”. These calls are immediately flagged and escalated to the correct department.
3. Integrated Healthcare Workflows
Beyond transcription, the agency automated healthcare operations — its financial backbone by creating a native, stable sync between Salesforce and QuickBooks, eliminating the need for expensive and unreliable third-party tools.
Results: 700 Hours Saved and Reduced Legal Exposure
By moving to an automated model, Care to Stay Home achieved measurable ROI across their entire operation:
- Operations: Schedulers now focus on real-time care coordination rather than manual documentation.
- Compliance: HR gains instant visibility into caregiver absences and incident patterns, creating a reliable audit trail.
- Finance: Reduced licensing costs and system outages through platform consolidation.
We want to grow the organization without growing the cost of our operations at the same rate. Zenphi gives us one platform where we can handle healthcare workflows, call analysis, compliance visibility, and system integrations.” — says Parker Wells, COO of Care to Stay Home
CASE STUDY
Scalable Healthcare Automation Starts Here
What began as a project to transcribe audio to text has evolved into a foundation for end-to-end automation, including automatic task assignment and caregiver outreach. Download full case study
