Digital Care Planning & Care Management Software

The problem with paper and patchwork

A care service produces a steady stream of records: the initial assessment, the care plan, risk assessments, daily notes, incident forms and review dates. In many small services these live in paper folders, Word files and a shared spreadsheet. The result is familiar to every registered manager. Nobody can tell at a glance which plans are overdue for review, handover notes get lost between shifts, and preparing for an inspection means days of collecting evidence.

Digital care planning software replaces that patchwork with one record for each person, with a clear owner for every task and a dated trail of who wrote what. It does not replace professional judgement. It gives your team the right information at the right moment.

What the system will do

Plans and assessments

• Structured assessment forms, with the assessor and date recorded.
• Person-centred care plans that capture preferences, goals and the support agreed, with a named owner for each section.
• Version history, so staff always see the current plan and managers can see what it replaced.

Daily care records

• Daily notes and task ticks linked to the right person, shift and staff member.
• Quick entry on a phone or tablet, designed for use on shift.
• Concerns can be flagged and assigned to a named person for follow-up.

Risk and review control

• Risk assessments with revision dates and escalation instructions.
• Review reminders that name the person responsible, with approval recorded when a new version is signed off.
• Manager views showing overdue reviews, incomplete records and open follow-ups.

Access, audit and export

• Role-based access, so staff see only the people and sites they are assigned to.
• An audit log of views and changes.
• Export of a person’s record for inspections, safeguarding enquiries or a handover to another provider.

Medication administration (eMAR) is a separate, higher-risk requirement. It is not part of the first release, and any later module would need review by the responsible clinical professionals before use.

A worked example

A 24-bed residential home has eleven care plans due for review this month. Today the manager finds out by going through folders. In the system, the dashboard lists the eleven, grouped by the named reviewer. A senior carer opens Mrs Ahmed’s plan, updates her mobility goal after a discussion with the family, and submits it for manager approval. On the evening shift a carer records a note about reduced appetite and assigns it to the senior on duty. The next morning the senior sees the note, the status and the earlier entries together. At inspection time, the manager exports the plan history and daily notes for the period. This example is illustrative, not a customer result, and it follows the service’s own procedures for emergencies.

Who it is for

• Residential and nursing homes.
• Domiciliary (home care) agencies. Pair it with our care rostering and visit scheduling system.
• Supported living and disability services.
• Small groups of up to a few sites that want one view of quality.

How it compares

Pricing

Indicative early-access prices, excluding VAT, billed monthly:

Onboarding and data entry help is £250 one-off. Early-access customers receive a price lock for the first 12 months. These are planning prices and may change before general launch. Final prices are confirmed on your quote.

Security, privacy and responsibility

Care records are special-category personal data. The system is being designed for UK/EU hosting, encryption in transit and at rest, two-factor sign-in for managers, least-privilege roles, backups and a documented recovery routine. We will provide a data processing agreement and help you complete your own data protection impact assessment. You should also review your use against the NHS Data Security and Protection Toolkit and your regulator’s expectations. Software supports good practice but cannot guarantee compliance; the provider remains responsible for its own records and decisions.

Early-access timeline

1. Join the list and tell us your size and current process.
2. We run a short discovery call and map your forms.
3. You pilot with a small group on real workflows, with the price lock.
4. We adjust based on your feedback before wider launch.

Frequently Asked Questions

What is digital care planning software?

Software that records assessments, care plans, daily notes and reviews electronically so teams can find the current plan and evidence of care quickly.

Is this ready to use today?

It is in an early-access programme. You can join the list, and pilot places are limited.

Is it an eMAR or medication system?

No. The first release covers plans, notes, risks and reviews. Medication records are a separate, higher-risk module.

How does it differ from rostering?

Care planning records what support a person needs. Rostering schedules staff and visits. The two products are designed to share people and visit data.

Can we import our existing records?

We can help enter or import key data during onboarding. The effort depends on how structured your current records are.

How much does it cost?

Indicative packages start at £99 a month for up to 20 service users.

Is training included?

Onboarding and a short training session are included in the £250 setup.

Where is data stored?

The plan is UK or EU hosting. We will confirm the exact provider and location in your data processing agreement.

Does it work on phones and tablets?

Yes, it is designed for use on shift on common devices.

Does it guarantee CQC compliance?

No. It helps you keep and evidence records, but compliance depends on how your service uses it.

Can I start with a pilot?

Yes. Early-access pilots are the main way to start.

What support is available?

Email and WhatsApp support during UK working hours, with priority support on the Growth package.

CYBEX IT Solutions Ltd · Company No. 15580066 · 95C Belgrove Road, Welling, DA16 3PG, UK · Registered in England & Wales. Explore the Care & Social Services solution hub.