Where automation can help your care service
Care offices lose hours every week to recruitment paperwork, chasing references, compliance checks and answering the same enquiries. We set those tasks up to run in the background, and you only pay once it delivers the result we agreed
- Application receivedOnline form, 09:14
- Eligibility checkedRight to work, driving licence and availability
- Summary sent to the officeEverything needed to call the applicant
- Interview bookedYour team takes it from here
At Lilies Home Care: 5 hours of recruitment admin a week, now 10 minutes
A carer recruitment workflow
The process we built for Lilies Home Care, which took their recruitment admin from five hours a week to ten minutes
- 01
Application received
One structured online form
The carer completes one online application, giving your office everything it needs in one place, from right to work to driving licence
- 02
Eligibility checked
The right next step, automatically
Your agreed requirements are checked the moment the application arrives, so unsuitable applications never become hours of manual work
- 03
Information routed
A connected recruitment workflow
Information is validated and routed through your process, with the right next step triggered automatically
- 04
Ready for your team
People step in where it matters
Your office receives a complete summary of each applicant, ready to act on, and spends its time on interviews rather than paperwork
5 hours a week
10 minutes
Recruitment admin at Lilies Home Care
Where we can save your office time
Every service is different, so we start by measuring where your hours actually go
Care enquiries
Every enquiry from a family, social worker or hospital discharge team is answered, sorted and sent to the right person straight away, even late at night.
Faster replies, more new care packages
Carer recruitment and onboarding
Applications, eligibility checks and candidate messages are handled in the background, so good carers are not lost to another provider while they wait.
Less admin, better applicants
Training and compliance reminders
DBS renewals, mandatory training, supervisions, spot checks and DoLS review dates are tracked, with reminders sent before anything lapses.
Ready for your next inspection
Updates for families and clients
Visit confirmations, rota changes and check-ins go out on time, every time, without anyone in the office having to remember them.
Fewer calls to the office
Invoicing and payroll preparation
Visit hours become local authority invoices and payroll figures automatically, instead of being rebuilt by hand each month.
Fewer errors, faster payment
Enquiry to viewing
For care homes, viewing requests go straight into your diary, with a reminder before the visit and a follow-up after it.
More viewings, fewer lost enquiries
Reports for commissioners
Delivered hours, missed visits and outcomes collated into the format each local authority asks for, ready when they ask.
Reports without the late nights
Data entry between systems
Client, carer and visit details entered once are copied into your rota, payroll and finance tools automatically.
No double entry
Care decisions stay with your people
Before we build anything, we agree with you which steps can be automated and which need human judgement. Anything involving care decisions, safeguarding or clinical judgement stays with your team. Automation makes sure the right person has the right information at the right time.
We test every automation against real situations, including the unusual ones, before it goes live. We build and test with made-up data, never your real records.
Our approach
We look at how your office works today, agree the result you want and what it is worth, then build the system to deliver it
Find where time is being lost
Chasing references, answering the same enquiries and copying details between your rota, payroll and spreadsheets all quietly cost you time. We measure exactly how much, so we have a clear baseline
Agree what it is worth
Using that baseline, we agree the result we are aiming for and what it is worth to your service. That sets a fixed fee upfront, and you only pay once the system is live and delivering
Map and build around your tools
We look closely at how your office team and carers work today, then build around the tools you already use, so nobody has to learn a new way of working
Test, launch and look after it
We test against the real situations your office deals with before anything goes live. Once it is running, we keep it up to date, and any ongoing costs are agreed upfront
Frequently asked automation questions
Do we need any technical knowledge?
No. We handle everything, from planning and building your automation to looking after it once it is live. We explain it all in plain English, so you always know what it does and why.
How will automation affect our carers and office team?
Our aim is to take repetitive admin off your team, not to replace anyone. You decide how best to use the time saved, whether that is recruitment, supervision or more time with the people you support.
What if it gets something wrong?
Before building anything, we agree how each process should work, including which decisions can be automated and which need a person. We build those safeguards in, then test against real situations and edge cases before it goes live.
Will it work with our care management system?
In most cases, yes. We build around the tools you already have, from your care platform where it allows connections to the spreadsheets, email and paper forms you want to retire. If something new is needed, we explain why first.
Who owns the automation?
Your automation is provided as a fully managed service, with us taking care of the hosting, platforms and technical setup. We retain ownership of the automation and give your service a licence to use it, while your data remains entirely yours.
What happens after launch?
Some automations need a monthly retainer for monitoring, maintenance, fixes and updates as your tools change. Simpler ones may not. We tell you upfront which applies to yours.
How do we know what to automate first?
You do not need to have it figured out. On a free call, we talk through where your office’s time goes and help you spot the tasks worth automating first.
What is taking up your office’s time?
Book a free 30 minute, no obligation call to talk us through the task, and we will show you what automating it could save
Free 30 minute, no obligation call on Google Meet