Care

Care manages the people your organisation looks after. That includes children in a children's home, older people in a residential home, and people supported in the community. Care records:

• where each person lives;
• who is responsible for them;
• what has happened to them;
• what their plan is.

A person receiving care is called a beneficiary. Their name, date of birth and other identity details come from their existing Party person record, so the same person is never entered twice. Care adds everything about their care around that identity.

How to use this guide

Every page follows the same pattern:

• Where (the screen) and Who can do it (the permission);
• numbered steps that use the exact button and field names;
• a field table with an example for each field;
• what the system does next, and what it refuses.

All examples use one invented organisation, described below, so you can follow a person from referral to discharge.

The example used in this guide

Sunrise Care Trust runs two homes. Each home is its own business unit and its own Care facility:

Person	Role in the examples
James Cole	Registered manager. Sets up programmes, facilities, beds and retention.
Sara Ahmed	Keyworker at North House. Writes notes, records visits and completes assessments.
Priya Shah	Safeguarding lead. Works from the Safeguarding inbox.
Tom Reid	Nurse at Elm Lodge. Records health information and medication rounds.
Leah Brown	Records officer. Second person for approvals, such as retention disposals.
Maya Khan (14)	Resident at North House. Her mother Aisha Khan holds parental responsibility; her father Mark Khan must not have contact.
Daniel Mensah (17 years 8 months)	Resident at North House who is approaching the leaving-care age.
Ruth Evans (82)	Resident at Elm Lodge. Has falls, medicines and an advance directive.

The Care menu

The menu across the top of Care shows only the pages you have permission to use. Two colleagues may therefore see different menus.

Menu item	What it is for	Guide
Dashboard	Totals and warnings for the facilities you can see	Dashboard and reports
Beneficiaries	Search for a person, open their profile, register someone new	Referrals and registration
My caseload	People you are currently assigned to	Casework
Referrals	The queue of people referred to you, and decisions on them	Referrals and registration
Households	Family groups and sibling groups	Family and records
Incidents	Reporting, reviewing and notifying incidents	Incidents and safeguarding
Safeguarding	The safeguarding lead's inbox	Incidents and safeguarding
Reviews due	Care plans, assessments and health items due or overdue	Assessments and plans
Leaving care	Young people approaching their age limit	Children and older people
Falls register	Falls per resident	Children and older people
Medication round	Recording doses for a facility	Care Health: medication round
Assessment templates	Building the questionnaires used for assessments	Assessments and plans
Facilities	Homes, their beds and the bed board	Set up Care
Programmes	The types of care you provide	Set up Care
Emergency access review	Audit of break-glass use	Casework
Retention	Retention periods, legal holds and anonymisation	Retention

The beneficiary profile

Most day-to-day work happens on a person's profile: Beneficiaries → search → select the number. The profile is one long page of sections, in this order. A section you are not allowed to see is either hidden or shows Restricted.

Section	What you do there	Guide
Alerts (top banner)	Read warnings such as a prohibited contact, an expiring consent, or leaving care due	Help
Overview	Number, status, name, age, alias, risk and sensitivity; Close record	Registration
Origin and background	Country, language, arrival circumstances, religion and ethnicity	Registration
Residential admissions	Admit, move bed, absence and return, transfer, discharge	Admissions
Community programme enrolments	Enrol in and end non-residential programmes	Admissions
Legal authority and consent	Who holds authority, and consent decisions	Family and records
Contact arrangements	Who may, and who must not, have contact	Family and records
Document records	Where documents are kept (no files are uploaded)	Family and records
Family and tracing	Households and family-tracing cases	Family and records
Care plan	Goals, actions, approval and reviews	Assessments and plans
Assessments	Complete questionnaires and see scores	Assessments and plans
Health record, Medicines	Allergies, conditions, observations, medication orders and MAR	Care Health
Education	School enrolment, attendance and results	Children and older people
Later life	Functional summary, falls, "what matters to me"	Children and older people
Legal holds	Stop a record being anonymised	Retention
Keyworker and team, Case notes, Visits	Assignments, notes and visitors	Casework
Incidents and safeguarding	Incidents involving the person; raise a concern	Incidents and safeguarding
Who viewed this record	The access log (audit permission only)	Casework

The life of a beneficiary

This is the usual path. Each arrow is something a member of staff does; nothing moves on by itself, except where marked (automatic).

Status	Meaning
Referred	Registered, but not yet admitted or enrolled.
Active	Has a live admission, or an active community enrolment.
On leave	Temporarily away: a home visit, hospital, a school trip, respite, missing, or other.
Discharged	Left your care. The record stays.
Transferred out	Moved out of your organisation's care.
Deceased	Died; recorded through a discharge with the reason Deceased.
Closed	The file is closed. Nothing can be added except by authorised staff.
Anonymised	The identity was removed under the retention policy. This cannot be undone.

Key terms

Term	Meaning	Example
Party	The person or organisation record shared across the whole application.	Maya Khan's Party record holds her name and date of birth.
Beneficiary	A Party who is registered in Care. Numbered BEN-000001 onwards.	Maya is BEN-000014.
Programme	A type of care, with optional age guidance.	"Children residential care" for ages 0–18.
Facility	A home or centre. Each one is a business unit of type Care facility.	Sunrise North House.
Location	A building, wing, room or bed inside a facility.	North House → First floor → Room 3 → Bed 3A.
Admission	One residential stay. Numbered ADM-000001 onwards.	Maya admitted 1 March 2026.
Placement	Which bed the person is in during an admission. Moves are kept as history.	Maya in Bed 3A, then moved to 5B.
Enrolment	Taking part in a non-residential (community) programme.	Attending a day centre twice a week.
Assignment	A staff member's responsibility for a person, such as keyworker.	Sara Ahmed is Maya's keyworker.
Legal authority	Someone's legal basis to make decisions for the person.	Aisha Khan: parental responsibility.
Consent	A recorded yes or no for one purpose, from someone entitled to give it.	Aisha consents to routine medical treatment.
Alias	A non-identifying name used where the real name must not appear.	Maya's alias "Star" on sponsorship screens.
Sensitivity	How hidden the record is: Standard, Elevated, or Protected (never listed in searches).	A child at risk of abduction is Protected.

Next: Access and permissions explains why a colleague can see something you cannot.