One connected system for referrals, care plans, caregiver rosters, visits and billing.
Manage referrals, assessments, care plans, caregiver rosters, visit records, medication prompts, incident notes, caregiver pay and client invoices in one system. Each client carries a care plan, a set of regular visits and a record of every visit made. Coordinators see the whole week, caregivers see their own visits on a phone, and families can follow the plan.
- Care task lists, visit types and rate cards entered the way you deliver and bill
- Client records, caregiver files and open visits migrated
- Changes to forms, task lists and roster rules made by GullySystem staff when asked
Home care agencies and support-at-home providers keep referrals, care plans, rosters, visit records and invoices together, with the system configured by GullySystem. Each client has a plan, a list of regular visits and a log of tasks done. Caregivers check in and out from a phone, and the hours feed pay and billing.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Referral and assessment
A family, hospital discharge team or funder asks for care. The assessor records needs, risks, the home setting, mobility aids and the hours wanted, then returns with a draft plan.
- 2
Care plan and agreement
A care plan lists tasks for each visit, from personal care and meal prompts to medication prompts. A service agreement sets visit times, rates, key safe details and who pays.
- 3
Roster and matching
Coordinators match caregivers by skills, language, distance and availability, adding a second caregiver where a hoist needs two. The weekly roster is published to each caregiver’s phone.
- 4
Visit and record
The caregiver checks in at the home, follows the plan, notes tasks done, from bathing to commode checks, and checks out. Any concern is flagged to the office at once.
- 5
Pay and billing
Verified visit hours feed caregiver pay with travel and mileage. The same hours are priced against the rate card and invoiced to the client or funder, so the two totals agree.
- 6
Review
Plans are reviewed on their due date. Incidents, spot checks, feedback and changes in need, such as new continence or mobility problems, are recorded, and the plan is updated.
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.
- Technician Scheduling
The weekly roster puts each visit against a caregiver by skill, language and distance, and an absence shows which visits now need cover.
- Attendance & Time Tracking
Caregivers check in and out from a phone, and the recorded start and end times become the hours used for pay and billing.
- Service Reports and Proof of Visit
Each visit ends with a note of tasks done and observations, kept against the visit as the record of what was delivered.
- Training & Development
Certificates, checks and training carry expiry dates, and coordinators are warned before a caregiver falls out of date for a role.
- Payroll Management
Pay is worked from verified visit hours with evening, weekend and travel rules, and a pay statement is produced for each caregiver.
- Ticket Management
An incident or complaint becomes a numbered record with an owner, those informed and the action taken, until someone closes it.
- Invoice Management
Visits are priced from the rate card and invoiced to the client, family or funder, with the share for each payer taken from the agreement.
- Client Portal
A nominated family member signs in to see upcoming visits and notes of tasks done, without ringing the office for each question.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For owners and managers
See visits delivered, uncovered visits, hours billed, caregiver pay cost, spot checks done and incidents still open, so each staffing decision rests on the week’s figures, not guesswork.
For care coordinators
Build rosters, match caregivers, pair double-handed calls, cover absences and answer calls from clients and families. Short notice cover is quick.
For caregivers
See each day’s visits in route order, open the care plan and key safe details, check in and out, and record what was done from a phone.
For assessors and supervisors
Carry out assessments, write and review plans, schedule unannounced spot checks, and follow up incidents and probation reviews for new caregivers.
For finance and payroll
Verify hours, run pay with mileage and sleep-in rates, invoice clients and funders, and follow unpaid balances.
The numbers the owner asks for.
- Visits scheduled, delivered and missed by day
- Hours delivered by client, caregiver and funder
- Caregiver credentials and training due for renewal
- Incidents and complaints by client and status
- Care plan reviews and spot checks due
- Caregiver pay and mileage against hours billed
- Invoices raised and balances outstanding
Who this is built for.
- Agencies that send caregivers to older adults for daily personal support
- Providers of live-in or overnight care at home
- Companies that supply support workers for people with disabilities
- Home health providers that mix personal care with nursing or therapy visits
- Small care businesses that currently run rosters in spreadsheets
When it is not the right choice.
- A residential home where people live on site is closer to Assisted Living Community Management Software.
- End-of-life programmes with a medical team and on-call rotas are closer to Hospice Management Software.
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
- SMS
- WhatsApp and other messaging
- Payroll export
- Accounting software export
- Spreadsheet import
Questions owners ask before a demo.
Do caregivers need a special device?
No. A caregiver opens the visit list in a phone browser, checks in and out, and records tasks. Poor signal inside a stone-walled flat is handled by saving the entry until the phone reconnects.
Can it verify that a visit really happened?
The caregiver’s arrival and departure times are stamped onto the visit. Location capture is optional and agreed with you, because some agencies and clients prefer not to use it.
Can care plans change between visits?
Yes. An assessor updates the plan, and the next caregiver sees the new task list and notes about the change, such as a new hoist or a changed diet.
How are credentials followed?
Each caregiver file holds checks, certificates and registrations with expiry dates. Coordinators see a list of what falls due, and a lapsed item can block rostering.
Can one visit be billed to a family and a funder?
Yes. A visit can be split by payer according to the agreement, so the funder’s share and the family’s top-up are each invoiced from the same hours.
Does it work out caregiver pay?
Yes. Pay comes from verified visit hours and your own rates, travel, mileage and deductions. A statement is produced for each caregiver, and the totals can be exported to payroll.
Can families see what has been done?
Yes, if the client agrees. A nominated family member sees upcoming visits and notes of tasks done. Clinical detail you choose to keep private stays private.
Can we move over our existing clients and rosters?
Yes. Your clients, recurring visits, caregivers and invoices still owing are imported from existing files, and a coordinator reads through one sample week before the first live roster.
Who owns the client records?
You do. How client files and visit histories are returned to you is settled in the quotation before the build starts.
How is pricing decided?
The figure reflects how many caregivers, coordinators and payers you manage. You first see a demonstration using your own visit types, then receive a quotation.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
See In-Home Care Provider 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.
- No obligation
- A reply within one business day
- Your details stay private
Start with your requirements
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