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Essential documents for building a homecare business

Posted on 15/04/2016

If you are planning on setting up your own homecare business, providing personal care to people, in their own homes, then you need to ensure that you have all the right policies, procedures and documents in place.

It doesn’t matter whether you are a self-employed paid carer working on your own, or whether you are employing staff, there are the same basic documents that you will need in place. Here we take a look at some of the key documents and what you need them for:

Contract

A contract is one of the most important things that you need to have in place. This sets out an agreement between you and your client, determining when you will be working with them, what tasks you will be carrying out, any particular exceptions to your role, what happens if you are ill/on holiday and so on. You can amend it to suit your needs and cover you in all circumstances. If you are employing staff you will also need an employment contract for them to cover their employment rights.

Contract for use with clients

Contract for use with employees

Risk assessment

You should have a clear risk assessment system in place to ensure that the place you are working in is safe for you to do so, and safe for any staff that you are sending out to a location. You should keep a list of anything that may have risk attached, how you plan to manage the risk and a date when you will review the situation in case anything changes.

Risk assessment form and guidance

Safeguarding

When you are working with vulnerable people, it is important that you pay heed to safeguarding and have a clear policy in place for yourself and your staff. You should be aware of different types of abuse and how to respond, in terms of who you should report to and how to provide support.

Safeguarding guidance

Invoicing

You work to get paid, so you need to ensure that you have a system in place that makes this easy for you. You need to have a budget so that you can ensure that your costs do not outweigh your earnings. You also need to be able to track the time that you work and generate invoices for your clients to be able to pay you.

Timesheet and invoicing tool

Budget template

Making your care business pay guidance

Keeping records

It is important that you keep thorough records about all of your clients, as you may need to refer to notes that you have made, as well as review the care that you are providing on a regular basis. Records should also include things like your hours, payments received and if you have staff, things like holidays and sickness.

Record keeping guidance

Support planning

As part of your role, you may be involved in support planning, which means coming up with a care plan or being involved in one that is created by someone else (use as a social worker or doctor). Understanding how support planning works and how to apply it to different situations is important.

Support planning guidance

Leaflets

Leaflets can be useful for a number of purposes. They help you with marketing to originally attract new clients, placing them in local locations to attract the right clients. They are also useful to have to hand out to clients once engaged to explain certain procedures, such as what they should do if they have a complaint about the service you are providing.

Marketing leaflet template

Changing or complaining about services leaflet template

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