Healthcare & care providers
Care software that keeps your CQC evidence ready.
Staff compliance, service user records, visits and incidents, held as structured records an inspector can follow. It has run every day at Healthcare Group, a UK care staffing agency, since February 2026.
Live at Healthcare Group, a UK care staffing agency, since February 2026.
The problem
Where care admin usually breaks down
Compliance lives in a spreadsheet
DBS dates, training records and right-to-work checks tracked by hand, in a file someone has to remember to open.
Incidents written as free text
"Bruise to the upper left leg" means different things to different carers, and cannot be counted, filtered or compared.
Nobody knows today's coverage
Whether every visit is staffed is a phone-round rather than a screen.
Inspection means a scramble
Evidence exists, but it is spread across notes, email and paper, and has to be assembled under pressure.
What the system does
One record per person, with everything attached
From recruitment to delivered visit, with the audit trail recorded as the work happens.
Staff & compliance
The things that put registration at risk are tracked automatically, with expiry surfaced before it lapses.
- DBS and renewal tracking
- Training records and certificates
- Right to work and ID documents
- Expiry alerts before the date
- Staff leave and availability
- Offboarding with reassignment
Clients & service users
The full picture of a person in one record, not spread across four systems.
- Client and service user records
- Care packages and support plans
- Documents and consent
- Contact and next of kin
- Visit history
- Family and professional contacts
Visits & delivery
What is scheduled, what is covered, and what actually happened.
- Scheduling and rotas
- Today's coverage at a glance
- Unfilled visits flagged
- Visit notes against the record
- Medication support prompts
- Carer mobile access
Incidents & safeguarding
Structured, searchable and defensible, rather than a paragraph in a notes field.
- Anatomical incident reporting
- Injury type, location and view
- Timestamp and recording staff member
- Pattern detection across weeks
- Safeguarding escalation
- Reportable without re-reading
Care CRM in practice
Structured incident recording, not another notes box.
The body-map workflow turns an injury into structured evidence that can be searched, filtered and audited later.
Sample data shown. Interface recreated from a working SmartCo demo.
The workflow
From applicant to delivered visit
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01
Recruitment
Applicants tracked through interview, references and onboarding.
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02
Compliance
DBS, training and right to work verified and recorded before placement.
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03
Placement
Carers matched to clients and packages, with availability respected.
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04
Delivery
Visits scheduled, covered and logged, with notes against the client record.
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05
Oversight
Incidents, expiries and gaps surfaced on the dashboard, not discovered later.
Built to order
Anatomical incident reporting
Carers record an injury against a body location, view and type instead of writing it out. It was built because a care provider needed it, and it is the clearest example of what bespoke actually means.
- Evidence an inspector can follow, rather than handwriting
- Repeated marks in one location reveal a moving and handling issue, an ill-fitting sling or a safeguarding concern
- Consistent between agency and permanent staff, because a marked position is not open to interpretation
- Four taps instead of a paragraph, so it gets recorded at the time
- Counted and filtered because it is data, not prose
Case study
Live at Healthcare Group
Healthcare Group is a UK care recruitment and staffing agency. Every candidate, compliance check, placement and invoice goes through SmartCo, so each care feature has been used on real placements before it reaches a new provider.
- Applicants tracked from first contact to placed carer
- DBS, right-to-work and training records with expiry alerts
- Nobody placed while a check is missing or out of date
- Client charge, staff pay and margin on every shift
- A staff app for shifts and documents
Pricing for care
Priced per carer, with office staff included
Care scales on carers, so that is the unit we price on. Administrators and compliance staff are not charged. From £199 a month for up to 10 carers, with managers, coordinators and compliance staff included at no charge. Extra carers are £12 each a month, £9 above 50 and £7 above 100. Optional managed onboarding is £299. Prices exclude VAT.
Common questions
Questions care providers ask
We keep the detailed answers together on the main FAQ page so they stay consistent across the website.
Next step
Talk to us about how your service runs
We start by walking through your process with you, then show what SmartCo would look like set up for it.