Record Keeping

There are few sectors in which record-keeping is as important as in social care. Service user records; timesheets; staff records; business records; training records; compliance records – all of these will help you define the standards of your home care to inspectors. 

Fortunately, CarePlanner was built with accurate record-keeping firmly in mind. You can store everything in our encrypted, cloud-based file system and have it readily available for your inspection.


Diary recording system


Secure document storage


Training records


Checklist item reminders

Secure Record Keeping

Storing records using our secure, cloud-based system, you can:

  • Keep secure records of all events that occur, including complaints, compliments, assessments, reviews etc.
  • Keep track of service user documentation, including care plans and risk assessments.
  • Include important information on staff rotas based on records, ranging from warnings about medication changes through to reminders to wish a client a happy birthday!
  • Encrypt keysafe numbers on rotas, so that only your staff can read them.
  • Upload any document to CarePlanner, and rest assured in the knowledge that it is safe, backed-up, and encrypted.

Training and Records which Expire

Some documents, records or certifications will only be valid for a certain length of time. In particular, this applies to records associated with training.

Use CarePlanner to set an expiry date and trigger an alert to flag this well in advance – e.g. so training can be refreshed.

Record keeping in CarePlanner enables you to:

  • Receive advance warning of when records will expire, or need to be updated.
  • Keep track of all staff documentation and legal requirements, including DBS checks, manual handling certificates and supervision requirements.
  • Track training requirements for all staff, receive warnings when training is out-of-date and run reports on training arrangements across your business.

Recording Service User Information

Let’s say you take on a new, privately-funded service user. You’ll want to conduct an assessment and upload the results of that straight into the system.

Follow up steps could include: booking in a follow-up care needs assessment, as well as a home risk assessment. You will also want to input the service user’s personal details and care requirements, alongside a preliminary care schedule and any periods when they won’t require care, making sure that appointments are cancelled during that time. This would affect a wide range of functions, from timesheets to finance.


With CarePlanner, this can all be accomplished with just a few clicks.

All personal information entered into the system is immediately encrypted, and remains that way even in system backups. This is also the case for all documents that you upload.

Recording Correspondence

Any correspondence with a service user or their family can be immediately logged using the CarePlanner ‘diary’ system.

This also allows you to schedule alerts for follow-ups, to flag information up to home care staff and to assign tasks to members of your admin team.

Recording Care Worker Information

If you are using CarePlanner, you’ll already have set up a list of items that you need from a new starter, and chosen which of those items are required before they can take on appointments.

You can upload their references, DBS checks and car insurance docs into the system, and enter their expiry dates at the same time. This will ensure that the system warns you in plenty of time to obtain renewals.

You can then go ahead and schedule the initial training and shadowing into their roster. Comfortable in the knowledge that the system won’t allow any of your admin staff to assign the new carer to an appointment unless copies of all the necessary records have been uploaded.

    Additional Features

    Travel Payments

    Choose how and when to pay/bill for mileage, at what rate, and based on exact distances and the time travelled.

    Call Monitoring (ECM)

    Know for certain that a carer has attended an appointment, and receive a warning if they haven’t arrived.

    Invoicing and Payroll

    One-click professionally branded invoice production and distribution. Customise timesheets for your staff.

    Rota Scheduling

    Complete your care worker rotas faster than ever before with our intelligent, simple visual rostering system.

    Third Party Integrations

    Full integration with CM2000 should you require it. Additional integration with other platforms and API connection possible.


    Set up detailed medication requirements for each service user. Never miss a medication delivery. Audit trail for all deliveries.

    Carer Mobile App

    Keep your care staff in the loop with our dedicated mobile app for Android, iPhone and Windows Phone.

    Powerful Reporting

    Report on any aspect of your business, and easily export data to Sage, Sage Payroll or HRM systems.


    Customise colours, permissions, dashboards, alerts – it’s easy to make CarePlanner your own.

    Easy & Secure Access

    Login from anywhere. 256-bit, online banking-grade security; accessible to your staff from anywhere on virtually any device.

    Communication and Alerts

    Keep in touch with care workers on the move. Send rota, or care requirement, changes and receive notifications in real time.
    Can’t find what you’re looking for? Get in touch to find out more.

    Saracen Care

    “’CarePlanner has allowed us the freedom to be more forward thinking”

    Abney & Baker

    “We want [data] to be meaningful to us as a company and meaningful to the clients, their families and the carers as well.”

    Quality Home Care

    “It’s more easy and straightforward for me to complete everything, “

    Winserve Care Services

    “The Japanese speak of continuous improvement, Kaizen, and that’s what we got out of CarePlanner”

    Nexus Care Services

    “CarePlanner gives us the system to be able to put all of the tools together when we’re trying to provide person centred care.”

    Care 4 U 2 Day

    “This system is really really good. Because you can change things to how you want to run your business.”

    Westmorland Care

    “CarePlanner have that family feel. We very much thrive on that family feel.”

    NHS Woodfield 24

    “We constantly have new referrals, whilst other patients pass away or need to increase their number of visits at very short notice. Frankly, I don’t know how we’d cope without CarePlanner “

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