The digital heart of every care visit
GPS-verified check-in, electronic MAR, SBAR care notes and real-time visit monitoring — everything carers and managers need, on any device.
GPS Check-In / Check-Out
Timestamp and location-verified visit attendance. Includes offline mode for areas with poor signal — data syncs automatically when connectivity resumes.
Electronic MAR Charts
Full medication administration records with dose alerts, controlled drug protocols and pharmacist-linked medication schedules.
SBAR Care Notes
Structured Situation, Background, Assessment and Recommendation notes. Every entry time-stamped, attributed and stored as CQC evidence.
Care Plans & Risk Assessments
Structured electronic care plans (JSON-based for flexible sections), linked risk assessments, body maps and consent and capacity records.
Visit Scheduling & Rota
Recurring visit templates, drag-drop rota builder, cover management and geographic clustering to optimise carer routes.
Safeguarding & Advanced Care Planning
Safeguarding concerns log, vulnerability flags, end-of-life and DNR directives, allied health referrals (GP, district nurse, OT).
Full employee lifecycle management
From vacancy to offboarding — DBS tracking, mandatory training matrix, supervisions, disciplinary records and leave management all in one place.
DBS Tracking
DBS certificate number, type (basic/standard/enhanced), issue date and expiry tracking — with automated renewal alerts 90/30/7 days before expiry.
Mandatory Training Matrix
CPR, safeguarding, manual handling, GDPR, infection control — automated matrix with completion tracking, expiry alerts and CQC audit evidence export.
Recruitment & Onboarding
Vacancy management, application tracking, interview scheduling, reference checks, new starter onboarding checklists and probation review tracking.
Leave & Absence Management
Annual, sick, compassionate and parental leave requests and approvals. Bradford Factor triggers, return-to-work forms and absence pattern reporting.
Supervisions & Appraisals
Schedule, conduct and record staff supervisions, appraisals, disciplinary hearings and performance improvement plans — all audit-ready.
Performance & Skills Matrix
Individual performance goals, 1-to-1 notes, PIPs, competency assessments and equipment issue tracking (uniforms, ID cards, devices).
HMRC-compliant payroll, fully automated
Run monthly payroll from visit timesheets. Generate payslips, submit RTI to HMRC, handle SSP/SMP and export BACS payment files.
HMRC RTI Submissions
Full Payment Submission (FPS) and Employer Payment Summary (EPS) sent directly to HMRC. Year-end P60, P45 for leavers, P11D benefits reporting.
Payslip PDF Generation
Branded payslip PDFs with full NI, PAYE, pension and deductions breakdown. Distributed via the staff portal automatically each pay run.
BACS Export & Pension Auto-Enrolment
Faster Payments / BACS export file for bank upload. Automatic pension contribution calculations with Nest and Peoples Pension compatibility.
Statutory Payments
SSP (Statutory Sick Pay), SMP (Maternity Pay), SPP (Paternity Pay), SAP (Adoption Pay) and Shared Parental Pay — all calculated automatically.
Pay Grades & Tax Code Management
Define pay grades, NI categories, PAYE codes and pension thresholds. Override at employee level for flexible payroll configurations.
Mileage & Expense Claims
Carer mileage claims at HMRC-approved rates (£0.45/mile), expense submission, approval workflow and reimbursement via payroll run.
Complete accounting for care businesses
Invoicing, purchase ledger, VAT-exempt care billing, aged debtors, P&L, Balance Sheet and 12-month cash flow — replacing Xero, Sage and QuickBooks.
Client Invoicing from Visits
Generate invoices automatically from completed visit data. Visit duration, agreed rates and funding source populate the invoice — zero manual entry.
Aged Debtors & Credit Notes
Real-time aged debtor report (30/60/90/120+ days). Automated payment chase emails. Credit notes with full audit trail.
VAT Returns
VAT return boxes 1–9 with automatic VAT exemption handling for regulated welfare services. Track exempt, zero-rated and standard-rated supplies separately.
General Ledger & Bank Reconciliation
Chart of accounts, journal entries, bank statement import and automated reconciliation. Open Banking bank feed integration available.
Financial Statements
P&L, Balance Sheet and Cash Flow statement generated automatically. Budget vs actual variance analysis with department-level breakdown.
Purchase Ledger & Supplier Management
Supplier records, purchase orders, 3-way invoice matching, bill approvals and supplier payment runs all in one workflow.
From enquiry to signed contract
Lead pipeline, opportunity stages, referral source tracking and contract generation — replacing HubSpot, Salesforce and Pipedrive.
Lead Pipeline
Capture enquiries from web forms, phone or referrals. Progress leads through Prospect → Assessment → Quote → Negotiation → Won/Lost stages.
Referral Source Tracking
Track NHS Continuing Healthcare, GP, Social Services, hospital discharge and private enquiry sources. Measure conversion rates and CAC per channel.
Contract Generation
Generate service agreements from assessment data, version control, e-signature integration and automated renewal reminders.
CQC inspection-ready, every day
CQC 5 KLOE evidence library, policy acknowledgements, incident management, RIDDOR, safeguarding and risk register — all audit-ready at a click.
CQC 5 KLOE Evidence Library
Map care notes, training records, incidents and audits to Safe, Effective, Caring, Responsive and Well-Led. Mock inspection tracker and action plan builder.
Policy Library
Centralised policies with version control, review schedules and staff acknowledgement tracking. All changes audited. Export compliance reports for CQC.
Incident Management & RIDDOR
Incident reporting, categorisation, investigation workflow and RIDDOR-reportable escalation to the HSE. Full corrective action tracking.
Safeguarding
Concerns log, vulnerability flags, whistleblowing records, local authority notification workflow. Section 42 enquiry tracking and outcome recording.
Risk Register
Organisational risk log with likelihood × impact scoring, mitigation plans, residual risk review dates and risk owner assignment.
GDPR & Data Protection
DSAR workflow, consent management, GDPR-compliant audit trail, document retention schedules and ICO-notification incident logging.
Everything else your care business needs
Five more fully integrated modules complete the platform — communications, quality, fleet, reporting and client portals.
Communications
Threaded internal messaging, role-targeted noticeboard, SMS appointment reminders, email templates and fully audited communication logs.
Quality & Satisfaction
Post-visit satisfaction surveys, NPS tracking, complaint management with response letters, compliments log and anonymous staff feedback.
Fleet & Operations
Vehicle MOT, service and insurance reminders, daily inspection forms, equipment inventory with check-in/out tracking and stock reorder alerts.
Reporting & Analytics
Executive KPI dashboard, financial P&L, operational utilisation, people headcount, CQC compliance reports, ad-hoc builder and 12-month forecasting.
Client & Family Portal
Clients and families view care plans, visit history, care notes and satisfaction surveys. Message the care team directly from the portal.
Need a custom module?
Our team works with UK care providers to extend PatientCare for specialist requirements — complex care, supported living, live-in care and more.
Every UK regulation covered, out of the box
PatientCare is built around UK legal and regulatory requirements — not adapted from a generic platform.
CQC
Health & Social Care Act 2008 — all 5 KLOEs (Safe, Effective, Caring, Responsive, Well-Led)
Care Act 2014
Safeguarding, needs assessment, care planning and personalised care requirements
HMRC RTI
Full Payment Submission, EPS, P60, P45, P11D, pension auto-enrolment
UK GDPR / DPA 2018
Data subject rights, retention schedules, DSAR workflow, ICO breach notification
RIDDOR 2013
Reportable incident escalation to the HSE with full investigation trail
Working Time Regulations
Maximum hours, rest periods and absence tracking linked to rota
Ready to replace your entire software stack?
Book a demo and see PatientCare running live for your care business.