Everything you want to know about Voca

Voca is designed to understand natural speech — the kind of thing a carer would actually say outside a client's door. "She seemed a bit low today, didn't finish her lunch, I helped her with a wash and she mentioned her knee's been bothering her" is enough for Voca to produce a properly structured note.

Carers don't need to use clinical language, remember field names, or follow a script. They just describe the visit the way they'd tell a colleague. Voca handles the structure.

There's minimal onboarding required — most carers are confident using it after a single visit.

After dictating, carers can optionally attach one or more photos before approving the note — useful for wound monitoring, pressure area records, or other visual evidence. Images are stored securely alongside the note and appear in the coordinator view and PDF export.

Photos are tied to the specific visit record and are not accessible outside of authorised logins.

Every note goes through a review step before it's approved. The carer sees exactly what Voca has produced and can edit any field — add detail that was missed, remove something that was misheard, or re-record entirely if needed.

Nothing is filed automatically without carer confirmation. The approval step is a deliberate gate: the carer signs off on accuracy before the note becomes part of the record.

Coordinators can also view and annotate notes from their dashboard before they're exported to an external system.

Carers can record their voice note in areas with no signal — the audio is captured locally on the device. When the device reconnects (even briefly), Voca uploads and processes the recording automatically, without any action needed from the carer.

This means rural domiciliary routes, basement flats, and multi-storey blocks aren't a problem. Notes queue and process as soon as connectivity returns.

CQC inspectors assess services against five key domains: Safe, Effective, Caring, Responsive, and Well-led. Voca structures every care note against these domains automatically — so the evidence for each domain is already organised, searchable, and printable when an inspection is announced.

Rather than a coordinator scrambling to compile evidence from free-text notes or handwritten records, Voca generates a consistent, dated, attributable record of every visit — exactly the kind of documentation inspectors want to see as proof of safe, person-centred care.

Concerns flagged by carers during visits are surfaced to coordinators in real time, creating a demonstrable escalation trail — another common CQC evidence point.

Voca does one thing: it turns spoken visit notes into structured, compliant records. It doesn't do rostering, medication management, family portals, or invoicing — and it's not trying to.

If you're already on Nourish, CareBerry, LogMyCare, or any other platform, Voca works alongside it. Carers use Voca to produce their notes; the structured output is exported into your existing system via PDF, plain text, or structured data. Your existing workflows stay intact.

Many providers use Voca to fill the specific gap that other platforms don't address well: helping carers — especially those for whom English isn't a first language — produce documentation that actually meets compliance standards.

When a carer mentions anything in their recording that may indicate a concern — signs of harm, a fall, a client saying something unusual, significant mood changes, unexplained marks — Voca flags it in the note and surfaces it to the coordinator dashboard with elevated visibility.

The coordinator sees flagged visits at the top of their queue, rather than having to read through every note to find the one that matters. This creates a clear, timestamped record of when a concern was raised and by whom — exactly the kind of audit trail that matters during a safeguarding review.

Voca doesn't make safeguarding decisions — that remains with the carer and coordinator. But it makes sure a concern a carer mentions in passing is never lost in a lengthy note.

Voca supports over 90 languages for voice input, including Polish, Romanian, Tagalog, Yoruba, Twi, Portuguese, Amharic, Hindi, Bengali, and many more. Carers speak in their strongest language — the one they're most comfortable and precise in — and Voca produces the structured note in English.

This matters because a carer describing a client's condition in their second language is more likely to miss nuance, underreport concerns, or produce a record that's too vague to be useful. A carer speaking in Polish or Tagalog will give a more complete, more accurate account of the visit.

The consent screen — shown to clients at the start of a visit if required — is also available in the carer's language, translated automatically.

All data processed by Voca is stored on servers within the UK and EEA. Audio recordings are encrypted in transit and at rest. Structured note data is access-controlled — only authorised users within your organisation can view records for your clients.

Voca is built and operated by Zoothe Ltd, a company registered in England and Wales. We act as a data processor under GDPR; your organisation remains the data controller for client records. A Data Processing Agreement (DPA) is available and required for all pilot and production accounts.

Audio recordings are not retained beyond the time required for processing. Once a note is structured and approved, the source recording is deleted.

Voca processes your data in order to produce care notes. It does not use that data to train, fine-tune, or improve any AI model — ours or anyone else's. This is written into our Terms of Service and DPA.

The AI models Voca uses are third-party foundation models accessed via API under agreements that explicitly prohibit use of customer data for training purposes.

When a carer records a voice note, the audio is sent immediately for transcription and then discarded — it is never written to a database, a storage bucket, or any server. Only the structured text note is saved.

This means there is no audio archive to manage, no recordings to secure, and no additional GDPR surface area around audio data. What persists is the approved care note — the same text record a carer would have produced by typing.

Today, Voca exports completed notes as PDF, plain text, or structured JSON — making it easy to attach or paste records into whatever system you're already using, from Nourish to a simple shared drive.

Direct integrations with major care management platforms are on the roadmap. If you're currently using a specific platform and want to talk about a tighter integration, mention it when you get in touch — pilot partners help shape where we focus next.

Voca runs as a Progressive Web App (PWA) — carers access it through their browser and can add it to their home screen like a native app, without needing to visit an app store or request IT permissions.

It works on any modern iOS or Android device with a microphone. Carers who already carry a personal or agency-issued smartphone are ready to use it immediately.

Voca is priced at £12 per carer per month, billed monthly. There are no setup fees, no annual lock-in, and no per-note charges. If a carer leaves your team, you simply remove their seat and the cost adjusts on your next bill.

For providers running a pilot or evaluating Voca for a larger rollout, we offer a structured early access programme — get in touch to discuss what that looks like for your service size.

Yes. Every new account starts with a 14-day free trial — full access, no feature restrictions. You'll enter your billing details when you sign up, but nothing is charged until the trial period ends.

If Voca isn't right for your service, cancel before day 14 and you won't be billed. No awkward conversations, no cancellation fees.

During the early access period, we keep demos controlled so we can work closely with each new provider — if you'd like a walkthrough before signing up, just get in touch and we'll arrange one quickly.

Setup is fast. A registered manager or coordinator creates an account, configures their service details, and generates access codes for their carers. Carers receive a code, open Voca in their browser, and they're ready to record.

There's no software to install, no IT department to involve, and no training sessions to schedule. Most services have carers using Voca on real visits within 24 hours of signing up.

We send a short onboarding guide (in multiple languages if needed) that coordinators can share with carers directly.

During the early access period, all support comes directly from the Zoothe team — the people who built Voca. You get a real email address, and we aim to respond within one working day. For pilot partners, we typically set up a shared communication channel for faster back-and-forth.

We treat early partners as collaborators, not just customers. If something isn't working well for your team, we want to know — and we have the ability to respond quickly.