◆ CareBackOffice modules

One platform. The whole back office.

CareBackOffice connects the money and the governance of every home — so data flows once, nothing falls through the cracks, and you see the whole group at a glance.

Resident fees & invoicing Payments & reconciliation Workforce & rota Payroll Training & competency Compliance Audits & quality Risk, incidents & visits Actions & oversight

Module 1 · Resident fees & invoicing

Know exactly who owes what — and bill it right, every time

CareBackOffice computes what every payer should pay to the penny, and turns it into invoices automatically.

✓ Date-effective fees split by payer — council, NHS, FNC, private and 1-2-1
✓ Automatic, penny-accurate invoices
✓ Live “who owes what” across every home and payer
✓ Hospital absences and mid-period rate changes handled for you
✓ Cumulative statements, so a resident only ever has one live invoice

To the pennyexpected fees computed by the same engine that bills

Module 2 · Payments & reconciliation

Catch every underpayment — reconcile cash without the spreadsheets

It imports the bank, reads each remittance, and matches money to the right resident and period automatically.

✓ Bank-file import with per-council and NHS remittance readers
✓ Auto-match by reference, with high-confidence auto-accept
✓ Council clawbacks and corrections tracked per period
✓ Closed periods protected — a late fee change can’t rewrite them
✓ Unallocated receipts view, so nothing sits unattributed

Auto-matchedhigh-confidence payments reconciled without manual keying

Module 3 · Workforce & rota

Safe staffing you can prove — and control of agency spend

It turns resident dependency into a required staffing level, then helps you roster to it and flags every gap.

✓ Dependency drives required day and night staffing
✓ Two-week rota with coverage view and safe-staffing warnings
✓ Agency and over-contract hours flagged as you roster
✓ Approval rules per home: enforce, flag only, or off
✓ Templates, quick-fill, open-shift volunteering and weekend fairness

Reg 18safe staffing evidenced from real dependency, not a guess

Module 4 · Payroll

Pay that matches the hours actually worked — first time

The worked rota becomes the pay run — gross pay calculated under each contract, ready to export to your bureau.

✓ Gross pay derived straight from the confirmed rota
✓ Per-person contracts: overtime, bank holidays, weekends, sickness and leave
✓ One-click BrightPay export plus a detailed CSV
✓ Nothing exports until every day is signed off
✓ Checks against your bureau’s figures after submission

Rota → payno re-keying between the rota and the payroll run

Module 5 · Training & competency

Never get caught out by an expired certificate or skill

A live matrix shows who’s trained and what’s expiring, and raises the chase automatically before anything lapses.

✓ Role-based training matrix with your own renewal intervals
✓ Expiring and overdue training raised as tracked actions
✓ Competency assessments with CQC references and review cycles
✓ Compliance % per home and per course at a glance

Auto-chasedexpiries become actions before they lapse, not after

Module 6 · Compliance

Inspection-ready every day — not just the week before

One register per home shows what’s due when, warns before it lapses, and keeps the certificate to hand.

✓ Certificate and check register per home: valid, due or overdue
✓ Gap report — what a home should hold and doesn’t
✓ Reminders escalate to tracked actions automatically
✓ CQC Provider Information Return (PIR) evidence assembled for you
✓ Documents stored against each record — proof in one click

0 surpriseswhat’s due, in every home, visible every day

Module 7 · Audits & quality

Turn audits into fixes — and evidence the CQC key questions

Run audits in the platform, and every finding becomes a tracked action with an owner — closing the loop.

✓ Your own audit templates, scored against the CQC key questions
✓ Findings become actions with owners and due dates
✓ Trends and oversight across every home
✓ Evidence — answers and photos — held with the audit
✓ No need for a separate audit app subscription

Findings → fixedevery audit finding becomes a tracked, owned action

Module 8 · Risk, incidents & visits

Governance that holds together — nothing slips the net

One governance spine: risks, incidents and visits all feed the same actions and oversight views.

✓ Risk register with configurable RAG scoring
✓ Incident logging with RIDDOR and CQC-notifiable flags
✓ Provider and quality visits with commitments tracked
✓ Everything raises actions into the same accountability loop
✓ Oversight and trends across the whole group

One spinerisk, incidents and visits share one action loop

Module 9 · Actions & oversight

Nothing falls through the cracks — and your data is always yours

One action list across every module, a daily activity view, and a one-click export of everything.

✓ All actions in one place, chased and escalated automatically
✓ Activity report: everything that changed, by day, week or month
✓ Service and facilities improvement plans with roll-up
✓ Business Continuity Workbook — take everything with you
✓ Multi-home dashboards and KPIs for the whole group

Leave any timea single export of your data, whenever you want it

See the modules working together

Book a 30-minute walkthrough on your own homes’ numbers.

Book a consultation → Email us