Referrals, care plans, rosters, visit notes and family bills for home nursing agencies.
Run a home nursing agency from one patient record. Referrals, home assessments, care plans, medication charts, rosters and signed visit notes sit together, so the coordinator sees who is free and the clinical lead sees what changed overnight. Accounts bill by visit, shift or package from confirmed hours, adds dressings and rented suction machines, and pays each nurse from the same shifts.
- Package types, night and live-in shift patterns and staff grades keyed exactly as your agency sells and rosters them, down to the allowance for a ventilated patient
- Current patients, staff files and unpaid invoices moved over from your registers, with a sample of migrated records read against paper files before the first roster goes out
- Roles limit each login to the patients that person looks after, and clinical notes such as wound measurements stay hidden from the accounts desk
A home nursing agency keeps referrals, assessments, care plans, rosters, signed visits, credentials, dressings and bills in one place, configured by GullySystem. Everything hangs off one patient record. It holds the plan, the matched nurse, each vitals chart and the invoice, so coordinator, clinical lead and accounts clerk read identical facts.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Referral
A request arrives. It is logged with the source, urgency, home address and name of whoever took the call from a family, a ward or a physician, before anyone books an assessment.
- 2
Assessment
A senior nurse visits the home. She records mobility, wounds, feeding route, stair width and the hours required, and the family accepts a package once the assessment is explained at the bedside.
- 3
Care plan
Plans list visit tasks, the medication administration record and the physician’s orders as supplied. Revisions are dated. Each superseded plan is kept, so the clinical lead can set old and new side by side.
- 4
Matching and roster
Matching uses skill, language and distance from the home. The roster is built for days, nights or live-in cover, and the family is told who is coming and when.
- 5
Visits
The nurse confirms arrival from a phone, records vitals and tasks done, logs the dressings used and signs off. A change in condition reaches the clinical lead before the shift ends.
- 6
Billing and pay
Confirmed visits and shifts become the family’s invoice, and the same hours feed the payout for each nurse and attendant, so the bill and the payroll sheet never disagree.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Lead Management
Each referral from a family, hospital or doctor is logged with source and urgency, then followed to assessment, acceptance or decline.
- Appointment Scheduling
Assessment visits are booked with a senior nurse at the patient’s home, and the outcome and package accepted are recorded on the same booking.
- Technician Scheduling
Day, night and live-in shifts are assigned to nurses and attendants, and an absence shows which free staff can take that shift.
- Service Reports and Proof of Visit
Arrival, vitals and tasks done are recorded by the nurse at the home, so a disputed visit can be shown with its own entry.
- HR Document Management
Registration, certificates, background checks and vaccination records are filed per person with expiry dates that stop new rostering once they lapse.
- Stock Tracking and Alerts
Dressings, catheters and gloves issued to nurses are logged per home, and low stock raises an alert before a visit goes without them.
- Invoice Management
Visits, shifts, consumables and equipment rent become tax invoices for the family or payer, with part payments held against the patient.
- Payroll Management
Pay for nurses and attendants is worked out from confirmed shifts, night allowances, advances and deductions, then issued as a monthly payout sheet.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For coordinators
Take referrals and build rosters. Match staff to homes. Arrange relief from the free list whenever a shift falls through at dawn, with the handover note already attached to the patient’s plan.
For nurses and attendants
Phones show the day. Open the visits and each plan, confirm arrival, record vitals, note the dressings used and sign off before leaving the house, so the family sees a finished entry.
For clinical leads
Review assessments and revise care plans. Read the flagged notes, and check that every nurse’s council registration and life support certificate is current before the next roster is released.
For accounts
Turn confirmed visits into invoices, add dressings and equipment rent, and book what each payer sends, while the monthly nurse payout sheet comes from the same signed shifts.
For owners
Read active patients, shifts covered and uncovered, staff hours and receivables without ringing the coordinators. Slow-paying payers show up. So does idle equipment.
The numbers the owner asks for.
- Visits scheduled, confirmed and missed by nurse and patient
- Shifts uncovered by date, with the relief staff free
- Care plans due for review, by clinical lead
- Staff credentials expiring in the next period
- Consumables used per patient against what was billed
- Equipment on rent by serial number and home
- Receivables by payer and staff payout for the month
Who this is built for.
- Agencies that send nurses into private homes for wound care, injections, tracheostomy suction, nasogastric tube feeds, catheter changes, nebuliser sessions and post-surgery support
- Providers of live-in and night-shift nursing for elderly, bedridden and dementia patients who need repositioning through the night to prevent pressure sores
- Agencies that supply care attendants, physiotherapists and newborn and mother care staff to the same households after a hospital discharge
- Agencies that take discharge referrals from ward nurses, orthopaedic surgeons, oncology units and general physicians
- Providers that rent oxygen concentrators, hospital beds, air mattresses and suction machines along with a nurse
When it is not the right choice.
- A single nurse with a few regular patients can use a diary and a receipt book. Software adds little.
- Providers of daily companionship and household help will find In-Home Care Provider Management Software closer, while clinics with consulting rooms will find Hospital and Clinic Management System closer.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- WhatsApp or other messaging
- SMS
- Card and payment gateway
- Accounting export
Questions owners ask before a demo.
Does the software advise on treatment?
No. It records what your physicians and clinical leads have set and shows it to the nurse, and it never suggests a dose, a diagnosis or a change of plan.
Can we build rosters for night and live-in cases?
Yes. A live-in case carries its relief cover and handover notes, and a night shift shows which nurse is free if the booked one cannot come.
How does a nurse confirm a visit?
She opens the roster, taps arrival, records vitals and tasks done, then signs off, and the coordinator watches each step appear on the office screen as it happens.
What happens when a registration lapses?
The date is flagged weeks before it falls due. After expiry, the person cannot join any new roster until the renewal is uploaded.
Can an invoice combine a package with extras?
Yes. A monthly package can carry night allowances, dressings, a rented bed and extra visits as separate lines, each traceable to the visit that used it.
Who sees a patient’s notes?
Only roles you allow. A nurse sees her own patients, the clinical lead sees all of them, and accounts sees billing detail without the clinical notes.
Can patients and staff be loaded from our registers?
Yes. Active patients, staff files and unpaid invoices come from your sheets, and before the first live roster a coordinator reads a handful of migrated records against the paper files.
Does it track nurses by location?
No. There is no live tracking of the nurse. Arrival is confirmed by the nurse on her phone, and the coordinator compares it with the booked time on the roster.
How is it priced?
Coordinator, nurse and attendant logins set the base, and each care package you offer has to be configured on top. You see a demonstration on a sample patient first. A written proposal follows.
Can we take our records out later?
Yes. A full copy of patient files, visit notes and invoices can be handed back as spreadsheets, laid out the way you choose at the start. The patients’ data remains yours.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Home Nursing Agency Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
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- A reply within one business day
- Your details stay private
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