Care Agency Client Record

Who this is for

The front sheet of a client's file. It holds the client's details, the agreed package as a table of visits with the weekly hours worked out, and the key contacts around the client, so a coordinator or a new carer sees the whole arrangement at a glance.

Small care agencies and their coordinators, self-employed carers with several clients, personal assistants working to an agreed package, and families who want the arrangement written down the way the agency has it.

What this helps you track

• The client's details and the arrangements for getting in, in one place
• Each visit in the package: type, which days, how long, how many carers
• Weekly hours per visit line and for the package, worked out from what you enter
• The key people around the client with a number that gets answered
• The dates the package started and is next to be reviewed, as agreed

How to use it

1. Fill in the client's details at the top, with the arrangements for getting in written as the client has agreed them.
2. Add a line to the package table for each kind of visit: what it is, which days, how many minutes it lasts, how many visits a week and how many carers attend.
3. The browser and spreadsheet versions work out the weekly hours per line and total the package; on paper, multiply and add when the sheet is agreed.
4. List the key contacts — family, doctor, social worker, whoever else is involved — with when they are the right person to ring.
5. Write the start date and the next review date as agreed with the client and whoever commissions the care.
6. Reprint the sheet whenever the package changes, and keep the old one behind it as the record of what was agreed before.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Does the sheet say what a care package should contain?

No. There are no visit lengths, no staffing figures and no standards on it. It records the package as it was agreed between the client, the agency and whoever commissions the care, and multiplies the figures you enter.

How are weekly hours worked out?

Duration in minutes divided by sixty, times the number of visits a week, on each line. The carers column is recorded beside it but not multiplied in, so the total is client hours; multiply by carers yourself if you need staff hours.

What should go in the access line?

Whatever the client has agreed about getting in, written as they want it written. Keep anything sensitive off a sheet that travels, and say where it is held instead.

Is this a contract or a care plan?

Neither. It is the summary sheet at the front of the file. The care plan sets out needs and how they are met, and the contract is whatever you and the client signed; what either has to contain is set by the rules where you are.

Can a family use it?

Yes. If you are arranging care yourself, it is a clear way of writing down what has been agreed, and of checking an invoice against the hours the package adds up to.