Can I stop services starting before a client is assessed?

Yes. Make the assessment fields required on the assessment stage. The client will not move on until they have values, and the person moving the record is told which fields are missing.

Is this a clinical or care management system?

No. It tracks your intake and review process: who was referred, who assessed them, when the plan was agreed and when the review is due. It has no clinical notes, rostering or funding management, and it is not certified against aged care or NDIS standards.

Where is client information stored?

In Australia. Records, uploaded files and document scans are held in Sydney. Sending an email or SMS goes through providers in the United States, as do the AI features, but only when you use them.

Can some staff be kept away from parts of a client's record?

Yes. Each stage can be hidden from team members entirely, so its name is never shown and its fields are never rendered, and access to the whole stream is granted per person.

For home care

No services start until the assessment is recorded

When referrals live in email, a client can be booked for visits before anybody has properly assessed them, and the three month review falls overdue without anyone noticing. Both are process problems rather than people problems.

Get started free See the Home Care Client Intake template

Assessed before services
The assessor and support needs are required before a client can move on.
Reviews on time
Target days per stage, flagged on the record and emailed to the coordinator.
Stages per audience
Editable, read-only or hidden from team members, chosen stage by stage.
Stored in Australia
Records, files and scans held in Sydney, with every change in the audit log.

The same intake for every client

Write your intake down once: referral, assessment, care plan, services started, review. Every client moves through the same stages, with the referral source, the suburb and the support needs captured where they belong.

Each stage carries your own written instructions, so a new coordinator reads what your organisation does at that point while they are doing it, rather than in a manual nobody opens.

Assessment before services

Make the assessor and the support needs required on the assessment stage. A client cannot move on to a care plan until both are recorded. Try, and the record stays where it is, with the missing field named.

Do the same on the care plan stage with who the plan was agreed with. Services cannot be marked as started until that is written down, so things happen in the order you set, every time.

Add a user field and the assessor can be picked from your team rather than typed, which keeps the names consistent and lets you count who assessed whom.

Reviews that do not fall overdue

Give each stage a target number of days. A client waiting too long for an assessment, or sitting past the point their review was due, is flagged on their record, listed in the weekly summary, and emailed to whoever coordinates them the morning after it goes over.

Put an email on a stage and it sends itself when a client arrives there. The coordinator can be told the moment a referral is logged, with the client's details filled in.

Who can see what, and where it is kept

Access is granted per stream, and each stage can be set so team members can work on it, only read it, or not see it at all. Every change is in the audit log with who made it, when, and the before and after values.

Records, files and document scans are stored in Sydney. Email and SMS are sent through providers in the United States, and only when you send them.

See it happen

Is the care plan done? When referrals live in email, services can start before anyone has properly assessed the client, and reviews quietly fall overdue. Here is how Quandong Valley Home Care runs client intake as a stream: Referral → Assessment → Care plan → Services started → Review, and nothing moves on until each step is done.

More demos

A starting point: the Home Care Client Intake template

Take every new home care client through referral, assessment, an agreed care plan, the start of services and a scheduled review. 5 stages and 21 fields, with written instructions on every stage. Change any of it, because it is your process.

Start with this template Read it first

Questions

Can I stop services starting before a client is assessed?: Yes. Make the assessment fields required on the assessment stage. The client will not move on until they have values, and the person moving the record is told which fields are missing.
Is this a clinical or care management system?: No. It tracks your intake and review process: who was referred, who assessed them, when the plan was agreed and when the review is due. It has no clinical notes, rostering or funding management, and it is not certified against aged care or NDIS standards.
Where is client information stored?: In Australia. Records, uploaded files and document scans are held in Sydney. Sending an email or SMS goes through providers in the United States, as do the AI features, but only when you use them.
Can some staff be kept away from parts of a client's record?: Yes. Each stage can be hidden from team members entirely, so its name is never shown and its fields are never rendered, and access to the whole stream is granted per person.

Other trades doing the same thing

Start with the free plan

Two users, 500 records and every feature switched on. No credit card, and your data stays in Australia.

Get started free