Case study·Healthcare REIT

Acquisition due-diligence workspace

From a sprawling data room — to a source-linked diligence workspace IC reviewers can navigate

39%
Diligence question turnaround downFrom question raised to source-linked answer logged
“The diligence room became searchable, explainable and reviewable.”
Investment Director · UK healthcare real-estate investor
UK healthcare real-estate investor·One live acquisition, mid-sized care-home operator portfolio·6-week pilot·United Kingdom
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01Pilot envelope
Pilot length6 weeks
First signal6 days
First ROI35 days
Team alongside8 seats · 3 colleagues

6-week deal pilot; created one source-linked diligence workspace; the colleague drafted IC memo sections and a red-flag register for review.

02What it owns
Reports toInvestment Director, dotted line to the Healthcare Lead on operator and CQC matters and the Legal Reviewer on lease, title and corporate findings.
Owns
  • Diligence workspace — single per-deal view of the data room indexed by question, with every document tagged to the home, lease and operator it concerns
  • Operator and regulatory pack — CQC ratings, recent inspection themes and Companies House filings linked to each operating entity and home
  • Red-flag register — every open question carries a named owner, an SLA and a citation to the document or filing it came from
  • IC memo drafts — operator overview, regulatory context, lease and covenant summary and risk sections drafted against the workspace for the investment director to review
  • Audit trail — every memo claim and red-flag entry records the source document, page or filing and the reviewer who signed it
Does not do
  • The investment recommendation itself — the investment director sets the position, the colleagues stage the evidence
  • Vendor or advisor communications — drafts only, the deal admin or director sends
  • Legal interpretation — surfaces the clause and the filing, the legal reviewer confirms the position
Done looks like

The investment director opens one workspace, not a data room, an inbox and three Excel tabs. Every red flag has an owner and a citation; every memo paragraph has a one-click trail back to the source.

03The team
AI teammates3
MayaIndexes the vendor data room by question rather than folder, links operator and regulatory findings to the home and lease they apply to, and keeps the diligence workspace current as new files land.
OwenMaintains the red-flag register, attaches each item to its source document or filing with a named owner and an SLA, and queues the open questions for the diligence analysts and the legal reviewer.
ClaraDrafts the IC memo sections in Word against the workspace, citing the data-room document, CQC record, Companies House filing or Excel model cell behind every claim for the investment director to review.
Human team8
  • Investment directorInvestments
  • 4 Diligence analystsInvestments
  • 3 Asset managersAsset
  • Finance leadFinance
  • Legal reviewerLegal
  • ESG leadESG
  • Healthcare leadHealthcare advisory
  • Deal adminOperations
04Connected stack
SharePointExcelCare Quality CommissionCompanies HouseOutlookMicrosoft TeamsWord
05What it returned
39%Diligence question turnaround downFrom question raised to source-linked answer logged
47Source-linked red flags and questions loggedEach tied to a document, page or filing with a named owner
33%Memo drafting time downAgainst the prior comparable IC memo, reviewer-approved
  • Day 0
    Co-ordinator sessionInvestment director, healthcare lead and legal reviewer agreed the workspace structure, the red-flag rules and the IC memo section list in one call.
  • Day 6
    First reviewed workspaceSharePoint data room, Excel model, CQC and Companies House joined; Maya produced the first per-question index and tied findings to the home and lease they applied to.
  • Week 2
    Red-flag register liveOwen reconciled the prior fortnight of Teams threads and email chases into a single register; each item carried a named owner, an SLA and a source citation.
  • Week 4
    First IC memo draftClara drafted operator overview, regulatory context and lease summary sections against the workspace; the investment director marked up against source citations.
  • Week 5
    Reviewer cycle tightenedHealthcare lead and legal reviewer corrections were captured against the field they amended, and fed back into the workspace tags and memo template.
  • Day 35
    ROI reviewSponsor signed off on the three baseline metrics; pilot held to one live deal with no writes back to the vendor data room.
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