Clients, carers and visits with the evidence regulators want
CRM for home care agencies
Enquiries assessed and converted, care plans kept current, carers rostered to visits they are qualified for, every visit verified on a phone with notes, and invoices to clients and funders generated from the visits.
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CareLoop: the home care agencies edition, in your browser
One of twelve industry systems we build from, each with its own screens, workflow and vocabulary. CareLoop carries recalls generated from every treatment and today's book, plus the pipeline, inbox with SMS and email, quotes the customer accepts online, schedule, editable automation flows, reports and a phone view. Sample data in your browser only. Your build carries your own stages, fields and rules.
Use Expand in the demo toolbar for a full screen view, press Escape to close it, or open the home care agencies demo on its own page.
Who this is for
Built for home care agencies
Home care, domiciliary care and aged care at home agencies with 10 to 300 carers in the UK, Australia and the US, running rosters in a scheduling tool, client records in folders and enquiries in a notebook.
Enquiry to care plan without paper
Enquiries from families and referrers tracked to assessment, the assessment completed on a tablet and the care plan built from it with the family's agreement recorded.
Rostering with compliance checks
Visits are rostered to carers with the right training and checks, continuity of carer is tracked and lapsed compliance blocks the roster.
Visit verification and notes
Carers check in and out at the client's home, complete tasks from the care plan, record notes and raise concerns that alert the office immediately.
Family portal and invoicing
Families see visit notes and the roster, invoices to clients and funders are generated from verified visits and exported to accounting.
Pipeline
The stages work moves through
A starting point we adjust to your process in the first design week. Each stage can require fields, trigger messages and create tasks.
- Enquiry
- Assessment booked
- Assessed
- Care plan agreed
- Active client
- Review due
- Ended
Records
What the system keeps track of
Real record types with the fields your team uses, related to each other so one screen shows the whole picture.
Integrations
Connected to the tools you already run
Two way where both sides edit the data, one way where they do not, monitored for twelve months as part of the build.
- Xero, QuickBooks or Sage
- Payroll
- SMS
- Local authority or funder invoicing formats
- DBS or police check tracking
- Medication record integrations where required
Questions we get asked
How much does a home care CRM cost?
A home care system with clients, care plans, rostering, visit verification, family portal and invoicing is typically 14,900 to 24,900 US dollars fixed, delivered in eight to eleven weeks. An enquiry and client record system on its own starts at 6,900. There are no per-carer fees, which matters most in a business with high rostered headcount.
Can carers use it on their phones?
Yes. Carers see their roster, the client's care plan and notes, check in and out with GPS, tick tasks, write notes and raise concerns. Work saves offline in homes with no signal and syncs when it returns, and a missed or late check in alerts the coordinator straight away.
Does it support regulatory inspections?
Yes. Care plans, reviews, visit records, carer compliance, incidents and complaints are stored with dates and authors, and reports are produced in the format inspectors expect. We build the records around the standards that apply in your country. Reports can be run for any date range and any client, and the audit log shows who changed a care plan and when, which is usually the first question an inspector asks.
Can it invoice councils and funders?
Yes. Verified visits are invoiced per client, per funder and per rate, in the format each funder requires, exported to your accounting system, with a reconciliation report of visits delivered against visits invoiced. Self funding clients are invoiced on their own schedule with card or direct debit collection, and split funding between a council contribution and a private top up is handled per client.
Does it suit homecare agencies and senior living providers?
Yes. Homecare agencies get enquiries, assessments, care plans, carer matching and visit rotas in one system. Senior living CRM software needs tours, waiting lists, move in dates and family contacts, with occupancy by unit. Both keep consent, safeguarding notes and the family communication log on the resident or client record.
Tell us how your home care agencies business works. We will quote the CRM that fits it.
A 30 minute written brief from you, a fixed price and a two page scope from us within two business days. No call required, no obligation.