Record Keeping

There are few sectors in which record-keeping is as important as in aged care. Client records; timesheets; staff records; business records; training records; compliance records – all of these will help you define the standards of your home care to regulators and families. 

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 that need Renewal

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, for example, so that compulsory 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 Police 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  • Track training requirements for all staff, receive warnings when training is out-of-date and run reports on training arrangements across your business.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 an additional 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.

Time & Attendance

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 leading accounting systems. Additional integration with other platforms and API connection possible.

Record Keeping

Keep track of staff training, service user requirements and day-to-day incidents with CarePlanner's thorough record keeping system.

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.

e-Medication Management

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