How Options For All Rolled Out SETWorks AI with Successful Staff Adoption

A few strategic rollout decisions helped Options For All improve documentation quality and achieve strong staff adoption of SETWorks AI.

June 16, 2026
Artificial Intelligence, SETWorks Case Studies

As one of the earliest adopters of SETWorks AI, Options For All Director of Operations Brandan Kelly saw the potential right away. He knew that AI could improve documentation, save time, and support compliance — but he also knew that wouldn’t happen automatically.

“It really does take a sole person to oversee it [SETWorks AI] and communicate it to staff,” says Brandan. “Someone who can break it down into simple English, how to use it and how it benefits them.”

For Options For All, that person was Quality Assurance (QA) & Compliance Analyst Tammy Tran. She took ownership of rollout, communication, and day-to-day support to make sure staff didn’t just have access to AI, but understood how to use it in their everyday workflows.

Here’s how she did it.

Step 1: Choose the right first use case

Instead of trying to do everything at once, Tammy started with a single, high-impact use case: improving case notes.

She began by rolling out the QA Assistant in SETWorks AI, a tool that coaches staff improve their documentation notes in real time. Feedback appears right as they type, so staff can fix grammar, add missing details, and even translate notes into another language.

The fact that QA Assistant was so intuitive made it the perfect first use case for Options For All. “It was pretty self explanatory, so our staff got the hang of it quickly,” recalls Tammy.

Tammy was also able to customize the instructions so the QA Assistant would give tailored feedback for different services. “I used that for our job development team to give feedback for that specific service which was really helpful.”

Step 2: Track usage and reinforce adoption

Early on, Tammy gathered feedback directly from staff to understand what was working well and what wasn’t.

“A big pain point in the beginning was that staff using iPads had trouble copying and pasting suggested improvements from comments,” she explains.

SETWorks used this feedback to update SETWorks AI so staff could replace their original comment with the improved version with one tap, making it much easier to use on mobile devices.

As adoption grew, Tammy used SETWorks AI Usage dashboard to see who was using the tool regularly and where additional support was needed. This made it easier to follow up and reinforce usage across teams.

Over time, those efforts started to show up in the notes themselves. The QA features in SETWorks AI made it faster for staff to write notes while improving quality, especially for those who aren’t native English speakers.

“Their writing quality has gotten a lot better,” says Brian Nero, Vice President of Employment Services. “It’s easier for them to write something and get it corrected right there.”

Step 3: Roll out additional use cases gradually

With the QA Assistant helping staff write notes faster and follow documentation standards more consistently, it was time to expand SETWorks AI to other parts of case management at Options For All.

“We rolled out each SETWorks AI feature one by one, so people could get a hang of things before introducing the next feature,” Tammy explains. “I feel like that really helped with learning the tools.”

Next up was SETWorks AI Documentation Insights, which the team uses to pull key insights from case notes for Individual Service Plans (ISPs) and goal tracking.

Instead of digging through documentation, staff can quickly summarize client progress, track goals and percentages, and prepare for planning meetings.

“Our ISPs have definitely been more detailed and thorough since using Documentation Insights,” says Brian.

The result: Better quality, faster workflows, higher adoption

With Tammy leading the charge, SETWorks AI has become a part of how day-to-day work gets done at Options For All.

“It’s not just a buzzword,” says Brandan. “[SETWorks AI] is actually doing what it’s supposed to do.”

Case notes, which for Options For All staff previously took about 10 minutes each, can now be completed in half the time and consistently capture more of the information that staff are expected to document.

“Managers are responsible for reviewing notes and making sure they’re sufficient and high quality, including the who, what, where, when, and why we typically request in activity records.”

That’s especially important as Options For All prepares for their next CARF survey, where high-quality documentation is essential.

“We’re getting ready for CARF next month, so our case managers are diving into case notes and focusing on quality,” says Brian. “SETWorks AI is making things a lot easier for everyone.”

With these early wins under their belt, Options For All is already exploring new use cases for SETWorks AI, including benefits planning. “This is just the beginning,” says Brandan.

Curious how SETWorks and SETWorks AI can improve QA for your team? Schedule a discovery call to see it in action.