Care Home Administration
Take the "Aaargh" out of your admin. Say goodbye to reams of paper, endlessly clicking through spreadsheets and human errors of care home admin. Have your records saved digitally with smart features that are easily accessible across multiple care homes and teams.
Care homes are well loved and lived in. We can’t stop things getting chipped, broken or needing checks…CoolCare can take away all the faff though.
Work smarter not harder. Digitalise your maintenance jobs to schedule the right tasks, with the right suppliers without the hassle.
- Maintenance Job Tracker
- Manage Suppliers
- Email Tasks and Requests
- Set Deadlines
- Create Recurrent Tasks
- Add Commentary
care home resident records.
Make your resident admin smarter. Your team will save time, reporting will improve and everyone’s life will be easier. Go grab a cuppa with a resident instead.
Residents come with a lot of data and it needs to be kept accurate. CoolCare’s easy to update resident records give you a quick snapshot of dependency level, financial information, personal details and much more.
CoolCare smartly automates billing adjustments, due to resident absence, based on your contract terms. That’s hours extra for your finance team each month by not having to manually edit invoices.
Let CoolCare do the hard work managing contacts in a GDPR compliant way. Store multiple contacts against each resident, keep a log of marketing consent and manage which users can access them.
CoolCare shows you each resident’s full room history so you can easily audit who was living where and when. Less detective work for your staff and more accurate invoicing with less effort for you.
Nowhere to store all your filing cabinets? We’ve got you. Upload an unlimited amount of documents onto CoolCare’s resident records.
No need to go to the home to find a document either. Log on to CoolCare from wherever you are and hey-presto, there the document is.
virtual notice board for care homes.
Shout about the great stuff going on in your care home to everyone living in the home. Trust us, it creates an instant visual impact as soon as visitors walk in too.
The best bit? It only takes a few minutes to set-up and install. Have one, two…or ten around your home to display who’s on shift, today’s menus, events and any other info you want to share with your care home community.
Display what’s on the menu with mouthwatering photos so residents can pick their choices.
You can set menus to repeat so on-going updates are quick and easy. Every Friday can be a fish supper without you even needing to log in.
Got a band coming in to entertain? Schedule it in the Virtual Notice Board, set whether it is recurrent and let CoolCare sort the rest.
The event will automatically move from “Upcoming” to “Today’s” and finally into “Past” events. No need for flyers, your residents will be able to plan their social calendar straight from here.
Add an unlimited number of web pages to your display.
You can link to either other websites or create your own landing pages. Just put the web address in the Virtual Notice Board and it will appear on rotation.
staff on shift.
Want to let your residents and their families know who is in the building? Staff automatically show on shift when they clock-in.
You choose whether you want their photo, full name and/or position to show so you can adjust how much information displays for each staff member.
Frequently Asked Questions
By offering useful monitoring dashboards to support all aspects of back-office functions – enquiries, maintenance, staff training, invoicing, residents, and occupancy – which enables real-time reporting and the ability to react swiftly and proactively to any issues. This level of oversight and coordination is an invaluable contribution to the effective running of a care home.
Very simple, Your Nomad machine (clock in and out machine) is configured to your business in the CoolCare offices and sent out straight to your home or homes.). iIt can be attached to the wall,: we recommend in a location with a strong phone signal and easily accessible for staff. Your trainer will also show you how to assign your iButtons (staff fobs) to staff, this can be done even faster if you have an iButton Reader.
There are many ways CoolCare helps the admin team. A home’s invoices can be run with just 3 clicks, automated invoicing and email invoicing reduce hours of work to minutes. Fee contribution changes can be updated and back-dated with just two parameters, saving time and the risk of error. Shift cover requests are a simple click and text messages are autogenerated and sent direct from the rota. Saving hours per week. Holiday requests are done online and can be done from home with the staff portal, reducing hours of work per staff member to request, approve, update calendar, update totals, update rota and notify staff, all done with 2 clicks.
We can help you through every stage of the implementation process – we have a strong onboarding programme which includes access to our training and support teams so that we can make every stage as simple as possible. We understand that adopting new systems can be a challenge for your teams so we do everything we can to make the process as easy as possible. You will have an allocated Account Manager (we call them Customer Success Managers) and our Support team are available by email, by phone and by live chat to answer any questions you may have.
Yes! When creating your CoolCare database you will be given one user account which will have access to all areas of the software. During your training we’ll show you how to create user groups across your business, making sure each user group has appropriate access permissions. This means your staff will only see data that you want them to see!
Software is only as good as it is used. Effective implementation and user adoption is key to success. That’s why our software is so intuitive and implementation is easy, with teams on hand to help your ongoing digital journey. CoolCare is more than just software, it’s great service.
Smarter staff management = better recruitment and retention. With less work for everyone, smart workforce processes mean improved outcomes, less cost and more time. It’s a no-brainer.
Manage staff hours efficiently. No more paper timesheets or hours of reconciliation. Just automated clock-ins, accurate shift adjustments and quick checks. Trust us: your team and bank account will thank you.
Streamline your resident finances; everyone's a winner! The team saves time and your invoicing is more accurate. With automated billing rules, speedy invoicing and analysis, you'll have time to dedicate to business improvement.
learn to love your admin.
We'd love to show you our easy-to-use software for care home operators. Arrange a free demo.