Active
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+4 wk/wk
Carefold / HelmThe agency control centre.
Helm is the browser app your Registered Manager, coordinators, finance, and quality leads run the agency from. Twenty-six modules. One temporal record. An exception-driven dashboard that surfaces what needs you, not what doesn't.
Who's in Helm
Five roles. One source of truth.
Helm ships with five built-in roles tuned to UK home-care operations. Permission is granular, branch-scoped, and re-pickable — including custom roles you build yourself.
Registered Manager
Full operational & compliance authority.
Configure the organisation, manage roles, view full audit, approve incidents, sign off care plans & safeguarding referrals, sign DBS overrides.
Care Coordinator
Scheduling, allocation, oversight.
Rota, carer allocation, visit oversight, client view (no financial data). Cannot delete clients or care workers; cannot sign off high/critical incidents.
Office Administrator
Clients, invoicing, reporting.
Full client management, billing, reporting. No scheduling write access, no workforce management.
Finance Manager
Billing, payroll, reconciliation.
Full billing access, read-only client and visit data, payroll export, Xero / Sage sync. Mileage approval and dispute resolution.
Quality Lead
Audits, supervision, corrective action.
Read access to clients, carers, visits, incidents. Full write access to audits, supervision, surveys, corrective actions. Cannot edit care plans.
Custom roles
Build your own.
Pick from 140+ granular permissions. Restrict to branches, geographies, or client cohorts. Versioned and auditable.
Inside Helm
26 modules. Built to ship together.
Every module ships at launch. No phased rollout, no feature gates by tier. Launch density is the product strategy — Carefold replaces the toolchain, not one tool.
01 · Foundation
Authentication & access
Multi-tenant Laravel. Role-based + branch-scoped permissions, TOTP & passkeys, anomalous-login detection, session governance.
- Spatie permissions, granular
- Branch & geo scoping
- WebAuthn / passkeys at launch
02 · Operations
Command-centre dashboard
Exception-driven, not vanity. Live operational strip, missed/late visits, unallocated, compliance alerts, Pulse insights.
- WebSocket live updates
- Per-role default layouts
- Phone-usable for on-call
03 · Clients
Client management
Profile, contacts, funding, hospital admissions, documents. "This Is Me" dementia-friendly narrative profile. Status lifecycle enforced.
- Encrypted key safe (AES-256)
- NHS PDS validation
- Risk flags w/ carer ack
04 · Care planning
Care plans & outcomes
Temporally versioned plans. Routines, tasks, restrictions, escalation, MCA & DoLS / LPS, consent. Outcomes engine as first-class records.
- Side-by-side version diffs
- "I-statement" outcomes
- Commissioner export schemas
05 · Assessment
Risk tools at launch
Waterlow · MUST · STRATIFY · Manual handling · Dysphagia · Environmental · Lone-worker · Cognitive · Continence · Hydration · Safeguarding.
- Score-driven re-assess dates
- Auto recommendations
- Referral letter templates
06 · Safety-critical
eMAR & controlled drugs
NICE NG67-aligned. PRN protocols, two-carer CD administration, running stock balance, allergy interlocks, GP Connect sync.
- Missed-dose escalation
- BNF interaction warnings
- Legally-compliant CD register
07 · Clinical
Daily charts & vitals
Body maps (EPUAP/NPIAP staging), food / fluid, bowel & bladder, repositioning, vitals (NEWS2), sleep, mood, activity.
- Bluetooth devices in Move
- NEWS2 auto-escalation
- Wound photo timeline
08 · End-of-life
Advance care planning
ACP & DNACPR & ReSPECT visibility, anticipatory medication workflow, bereavement workflow, post-death audit trail.
- Always-visible DNACPR badge
- Anticipatory med protocol
- Family condolence template
09 · Scheduling
Rota & allocation
Drag-and-drop rota with WTD checks, double-up, sleep-in / waking-night, mileage-aware routing, Pulse continuity matching.
- Mencap-compliant pay logic
- Continuity score per client
- Bulk re-rostering
10 · Visit
ECM & visit oversight
Electronic Call Monitoring — geofence + NFC + manual. Live visit map, late/missed alerts, lone-worker check-in, panic alarm flow.
- Offline-resilient capture
- Tamper-proof timestamps
- Auto-incident on miss
11 · Notes
Daily care notes
Structured + free-text notes per visit. Tagged to tasks, outcomes, clients. Sentiment surfaced to Pulse wellbeing score.
- Voice-to-text in Move
- Note categorisation
- Family-visible filter
12 · Safety
Incidents & safeguarding
RIDDOR-compliant incident workflow, safeguarding referrals, CQC notifiable-event flagging, root-cause analysis, lessons-learned register.
- 5-step RCA workflow
- LA + CQC route automation
- Anonymous whistleblowing
13 · Workforce
Care worker management
Pre-employment checklist gate, DBS, RTW, Care Certificate, competency matrix, leave, Bradford Factor, supervision history.
- Encrypted PII (NI, bank)
- Auto-block on expired DBS
- Recruitment pipeline
14 · Learning
Training & competency
Training matrix per role. Built-in LMS + SCORM/xAPI integration. UK mandatory courses pre-populated. Expiry-driven scheduling blocks.
- Skills for Care endorsed
- 15-standard Care Certificate
- Cohort completion reports
15 · Quality
QA & supervision
Internal audits, spot checks, supervision, appraisals, service-user & carer surveys, whistleblowing log. Corrective action tracker.
- Audit sample randomisation
- NPS & theme analysis
- Quarterly supervision cadence
16 · Communications
Internal messaging
Replaces WhatsApp sprawl. Direct & group messages, broadcast notices with mandatory acknowledgement, retention policy, client-tagged.
- GDPR-compliant retention
- Read & ack receipts
- Emergency broadcast
17 · Finance
Billing & invoicing
Rate cards (Mencap-compliant), planned-vs-actual reconciliation, invoice generation, payroll export, mileage approval, dispute workflow.
- Xero / Sage two-way sync
- Per-funder invoice schemas
- Margin per client/branch
18 · Insight
Reporting & analytics
Operational, compliance, financial, CQC SAF pack with 34 Quality Statements mapped to evidence panels. CSV / PDF / API exports.
- SAF evidence one-click
- Funder commissioning packs
- Custom report builder
19 · Trust
Compliance & audit
Immutable audit log, corrective action register, policy library, version control, retention enforcement, statutory notification queue.
- 7-year retention defaults
- Append-only audit table
- DSPT evidence library
20 · Inventory
Equipment & PPE
Equipment register, LOLER inspections, PPE stock per branch, hoist sling expiry, fire safety log.
- Asset depreciation
- Auto-renewal calendar
21 · Foresight
Pulse — predictive layer
Missed-visit risk · wellbeing decline · continuity matching · capacity strain · anomaly detection. Every forecast cites its reasoning.
- 24h & 7d horizons
- Reasoning-transparent
- Action-suggested alerts
22 · Voice
Family & service-user portal
Carefold Home, linked. Family invites, visit updates, photos with consent, messaging, wellbeing summaries. Service-user survey channel.
- Per-family permission scopes
- Photo consent enforcement
- Multi-family households
23 · Field
Move — carer PWA
Offline-first PWA, two-tap visit screens, eMAR rounds, body maps, vitals, voice notes, panic alarm, ECM.
- Installable on any device
- Bluetooth medical devices
- Tamper-proof timestamps
24 · Automation
Workflow engine
Build workflows: triggers → conditions → actions. Re-route alerts, auto-create incidents, schedule reviews, send broadcasts.
- Visual builder
- Audit trail per run
- Tenant-scoped policies
25 · Connect
Integrations
GP Connect FHIR · NHS PDS · Xero · Sage · BACS · pharmacy partner APIs · LMS providers · Mapbox · Twilio.
- OAuth where supported
- Idempotent retry semantics
- Webhooks for tenants
26 · Help
Assist — in-app AI
"How do I…" answered in the page you're on. Reads your tenant's data with strict permission scoping. Never hallucinates rates.
- Grounded on tenant data
- Permission-aware
- Audit-logged conversations
Inside the outcomes engine
An outcome is a record. Not a paragraph.
Most agencies write outcomes once and re-paste them at review. In Carefold they are structured, scored, and tied to the visit tasks that evidence them. Pulse-derived signals — mood, sleep, intake, mobility — feed in automatically.
Aligned to CQC's "I" statements
Outcomes are authored in the client's voice. Each one maps to a Quality Statement in the Single Assessment Framework, with the evidence chain auto-assembled at audit time.
Auto-trend, auto-evidence
Every chart line is a real measure. Every measure cites the visit and task that recorded it. The audit trail you'd otherwise spend a quarter rebuilding is the side-effect of routine care.
Commissioner export, per funder
Local authority? ICB? Private? Each has their own format. Carefold ships seven of the most common funder schemas and lets you author your own. One report. One click. Their format.
Inside eMAR
The safety-critical module, designed like it.
eMAR is the most clinically risky workflow in homecare and a primary cause of regulatory failure. Carefold ships a full eMAR module at launch — built around NICE NG67 and the Misuse of Drugs Regulations.
- Two-carer controlled drug administration with countersignature
- PRN protocol with pre/post symptom score & effectiveness review
- Allergy interlock — hard block, manager-overridable, audited
- Missed-dose escalation chain configurable per medication
- Running stock balance, expiry block, pharmacy reorder workflow
- GP Connect FHIR med-list sync at launch
Helm · questions we hear
A few things to expect.
Typical migration for a 50–150-client agency runs two to four weeks. We have CSV importers for the eight platforms most often mentioned in our calls, including field maps for care plans, MARs, rate cards, and carer documents. A migration engineer is assigned per tenant from day one.
All client data is hosted in UK-region AWS (London / Ireland-failover). Encryption at rest (AES-256) and in transit (TLS 1.3). Point-in-time backups every 15 minutes for 35 days; nightly cold backups retained for 7 years. Full disaster-recovery posture documented in the DSPT & DTAC packs.
Yes. Role-based access is granular — 140+ permissions composable into roles you author yourself, and scoped by branch. Quality Lead is a built-in role with read access to clinical and operational data and write access only to audit, supervision, and corrective action records.
Yes. Helm is responsive and works on iPad/Pro. For at-the-doorstep carer use we recommend Move (our carer PWA) — same data, offline-resilient, designed two-handed for gloves.
Move when you're ready
A 30-minute call. A live walkthrough of Helm.
We log into a real tenant. We follow a real client. Your team asks anything.