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, and rest assured in the knowledge that it is safe, backed-up, and encrypted.

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

Record keeping 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• Track training requirements for all staff, receive warnings when training is out-of-date and run reports on training arrangements across your business.

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 Nourish, 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.

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

If you are using Nourish, 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.