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Home care

Clock-in, timesheets and care records for 150 carers

Clock-in, timesheets and client records

A carer talking with an elderly client
Situation
Around 150 carers recorded every visit on a handwritten sheet. The sheet was the timesheet, the care record and the evidence, and it stayed in the client’s home until someone collected it.
What we built
Clock-in on the carer’s phone at each visit, with timesheets and client records built from the same entry.
Result
Timesheets build themselves, the office sees each visit as it happens, and every client has one searchable record.

A home care provider with around 150 carers ran on paper. Each visit produced a handwritten sheet with the times, what was done and a signature. Payroll meant reading handwriting. Finding out what happened on a particular visit meant finding a particular sheet, and the office usually learned that a visit had been missed long after it could do anything about it.

We started from their paperwork

Before designing anything we went through the provider’s real sheets, and found that one paper form was doing two different jobs. For some clients it logged an outing: the activities, anything that upset the person, a short note. For others it restated a long personal care routine, copied out by hand on every row of every day.

The digital version treats the two differently. An outing takes a few tick boxes and a note. A care routine is stored once on the client’s record, and each visit ticks off the steps that were completed. Nobody copies the routine out again.

What changed for the business

Carers clock in and out on their own phones at the visit, so hours are recorded as they happen and payroll no longer starts with a week of chasing. The office can see who has arrived and which visits are still open. A missed visit is now a phone call within the hour.

Each client has one record holding their care routine, their staffing requirement and every visit note, and it can be searched. When a supervisor corrects an entry, the correction is dated and carries their name. On paper it was a note in the margin.

We designed it for the least confident carer on the team. A system that 150 people use every day has to be easier than the paper it replaces, or they will go back to the paper.

All work