Care
Compliance software for care recruitment agencies.
A regulated client, a vulnerable service user and a DBS that was valid on the day you filed it.
14 days free access · no card needed
Care is the sector where the consequence of a bad placement is not a commercial dispute. Your client is regulated, inspected and accountable for who comes through the door, and they transfer a large part of that obligation to the agency in the terms they sign with you.
The document set reflects it. A care worker's file is the longest of any sector an agency places into, and the parts of it that matter most — the enhanced check, the barred list position, the mandatory training — are the parts most likely to go stale quietly while the worker is still being booked.
The file
What a care file has to hold
- Enhanced DBS certificate, with the date issued
- Barred list check, where the role requires one
- Right to work, and any time limit on it
- Mandatory and role-specific training records
- Professional registration where the role requires it
- References, and the gaps they are supposed to close
AgencyOptix records each of these as a dated item with its own expiry. It does not carry out the check.
The problem
What makes care compliance hard
A certificate is a snapshot, not a status
A DBS certificate records a position on the day it was issued and says nothing about the day you place somebody. Agencies that treat the certificate as an ongoing clearance are relying on a document to do something it was never designed to do.
Training that expires on its own schedule
Mandatory training comes in modules with different renewal periods, and a worker is only placeable while all of them hold. One expired module is enough for a client to refuse the shift, usually at the point the worker arrives.
Your client is inspected on your file
A regulated care provider has to show that agency staff were suitable and checked, and the evidence they produce is yours. An inspection of their service becomes an audit of your records with no notice.
Filling tonight's shift from an incomplete file
Care shortfalls are immediate and the pressure to fill is acute. A desk under that pressure needs the compliance position visible at the moment of booking, not reconstructable afterwards.
The answer
How AgencyOptix helps
A certificate is a snapshot, not a status
The DBS record carries the certificate detail, the date and the re-check date you set, so it is held as a dated event with a review attached rather than as a permanent clearance.
DBS & screeningTraining that expires on its own schedule
Each qualification and training record sits on the candidate file with its own expiry, so the file goes stale on whichever module runs out first.
Candidate recordsFilling tonight's shift from an incomplete file
The compliance position is visible at the point of placing, so a consultant filling a night shift can see what is missing before confirming rather than after a client refuses the worker.
Compliance dashboardYour client is inspected on your file
What was checked, by whom and when is held as an audit trail that can be produced, which is what a provider's inspection asks the agency to supply.
Audit trail
Who it is for
The people doing this job
Care consultants
Filling shifts into regulated settings, often same-day, against a file that has to be complete.
assignmentCompliance officers
Owning the candidate file and the part of it a client's inspector will read.
compliance fileRegistered managers at your clients
Accountable to a regulator for everyone working in their service, including yours.
Care workers on your books
Holding a long document set across several expiry dates, usually without tracking it themselves.
worker
Questions
What care desks ask
- Does AgencyOptix run DBS checks?
- No. It does not carry out any check. It records the check you made and the certificate you saw, and tracks when you have decided it should be done again. Submitting a DBS application stays with your umbrella body or provider.
- Can it track barred list checks separately?
- Each check is recorded as its own dated item on the candidate file, so a barred list position is held and reviewed separately from the certificate rather than being folded into it.
- Does it track mandatory training expiry?
- Yes. Qualification and training records carry their own expiry dates, so a file that is compliant except for one lapsed module shows as what it is.
- Our clients are inspected. Can we produce evidence quickly?
- The audit trail records what was checked, by whom and when, and is built to be produced rather than reconstructed. That is usually the part an agency struggles with under inspection timescales.
- Does it decide whether somebody is safe to place?
- No, and it should not. It shows you what is on file and what has lapsed. The suitability decision is yours, and it is a judgement the regulations put on the agency rather than on software.
Keep reading
One file per worker, and the dates watched for you
Candidates, clients, placements and the compliance behind them, for care desks.
14 days free access · no card needed