Everything a care provider needs. Nothing they don't.
One platform covering care management, medication, scheduling, finance, family communication, staff tools and compliance. No gaps, no bolt-ons, no extras to buy.
Care Management
Person-centred care planning and clinical assessment tools, designed around the way carers actually deliver support.
Care Plans with AI Drafting
Comprehensive, person-centred care plans with AI-assisted drafting and full version history. Every change tracked, every revision accessible.
Clinical Assessments
Standardised clinical assessment tools: Waterlow, MUST, NEWS2, Braden, Falls Risk, Mental Capacity, and Moving and Handling. All built in.
Body Maps
Visual body map recording with photo evidence for skin integrity checks, injuries and changes in condition.
Health Monitoring
Track vital signs, weight, blood pressure and other health indicators with configurable alerts and trend analysis.
Fluid and Nutrition Tracking
Monitor fluid intake, output and nutritional needs for clients who require it, with clear visual charts and threshold alerts.
Life Story Journal
Capture the whole person, not just their care needs. Record personal history, preferences, routines and the things that matter most to each client.
Medication Management
A full electronic medication administration record system that reduces errors, saves time and keeps your audit trail watertight.
Electronic MAR (eMAR)
Digital medication administration records with full audit trail. Clear prompts, dosage information and timing for every administration.
Scheduled and PRN Support
Handle both scheduled medication rounds and PRN (as needed) medication with reason for administration and outcomes recorded.
Controlled Drug Witness Signatures
Dedicated controlled drug recording with balance tracking and digital dual-signature verification built in.
Refusal Tracking and Escalation
Record medication refusals with reasons and automatic escalation workflows so nothing falls through the cracks.
Time-Specific Administration
Record the exact time of every administration. Know precisely when medication was given, not just that it was.
Scheduling and Visits
Build rotas, assign visits and verify attendance with real-time tracking and smart optimisation.
Weekly Rota with Conflict Detection
Drag-and-drop rota builder with shift patterns, recurring schedules and automatic conflict detection when you double-book a carer.
QR Code and NFC Check-in/Check-out
Verify carer attendance at each client's home using QR codes or NFC tags. No more guesswork about who arrived and when.
GPS Visit Verification
Optional GPS location capture at check-in and check-out for complete visit verification and commissioner confidence.
Smart Rota Optimiser
Travel efficiency scoring that helps you build realistic schedules, minimise mileage and keep your carers where they should be.
Visit Task Templates
Pre-configured task lists by time of day. Morning visits, lunchtime calls and evening check-ins each have their own template.
One-Click Visit Generation
Generate a full week of visits from your rota with a single click. No more manually creating each visit one by one.
Finance
Take control of your finances with automated invoicing, payroll support and accounting integration.
Automated Invoicing
Generate professional invoices directly from confirmed visit data. No more spreadsheets, no more manual calculations.
Payroll with NI, Pension and Holiday
Calculate staff pay from visit data with National Insurance, pension contributions and holiday accrual handled automatically.
Timesheet Generation and Approval
Auto-generated timesheets from visit check-in data. Review, approve and export in a few clicks.
Overtime Detection
Automatic flagging when carers exceed their contracted hours so you can manage costs before they spiral.
Xero Two-Way Sync
Sync invoices, payments and contacts directly with Xero. Changes in either system stay in sync automatically.
Per-Client Margin Calculator
Understand your true cost per visit and margin per client. Make informed pricing decisions with real data.
Family Portal
Build trust and reduce phone calls by giving families direct access to their loved one's care updates.
Magic Link Access
No passwords to remember. Families receive a secure link by email to access their portal instantly. Simple and safe.
Real-Time Visit Status
Families can see when a carer has arrived, what tasks were completed and when the visit ended. Peace of mind in real time.
Daily Care Summaries
Automatic daily summaries of care delivered, so families stay informed without needing to call the office.
WhatsApp-Style Messaging
Secure messaging between families and the care team. Familiar chat interface with full conversation history.
Photo Sharing
Carers can share photos from visits so families feel connected, even from a distance.
Weekly Reports
Automated weekly summary reports sent to family members, covering care delivered, health observations and upcoming visits.
Staff Management
Keep your team organised, trained and supported with tools that make HR simple.
Holiday and Absence Management
Track holiday requests, sick leave, entitlements and approvals with calendar visibility for the whole team.
Digital Competency Tracking
Monitor mandatory training, certification expiry dates and competency assessments. Know who can do what, and when renewals are due.
Carer Burnout Detection
Automated flags when carers are working excessive hours or showing patterns that suggest burnout risk. Protect your team.
Performance and Recognition
Record supervisions, appraisals and spot checks. Recognise great work and track development over time.
Recruitment Pipeline
Track applicants from enquiry through interview, references and onboarding. Never lose a good candidate to a slow process.
Simple Mode for Digitally Nervous Carers
A stripped-back interface for carers who are less confident with technology. Large buttons, clear language, no overwhelm.
Compliance
Stay inspection-ready every day with tools that map directly to CQC requirements.
Automated Audit Trail
Every action is recorded with who did it, when and from where. Nothing gets lost or overwritten. Complete accountability.
CQC Inspection Evidence Pack
Generate a comprehensive evidence pack for CQC inspections with a single tap. Everything organised by key question, ready to present.
Safeguarding Referral Tracking
Record, track and follow up safeguarding referrals with structured workflows and outcome recording.
Statutory Notification Management
Track and manage statutory notifications to CQC and local authorities. Never miss a deadline or required submission.
Care Quality Scoring
Internal quality scoring aligned to CQC ratings: Outstanding, Good, Requires Improvement, Inadequate. Know where you stand before the inspector does.
Road to Outstanding
Gamified improvement framework that helps your team work towards an Outstanding rating with clear milestones and progress tracking.
See it in action
Get in touch and we'll arrange a 20-minute walkthrough to show you how Caelum handles the things that matter most to your service.