Why Care Agencies Need a Single Records Hub

Care managers and office staff spend hours hunting for the right report: client bookings, visit history, hours delivered, medication logs, payroll data. When that data lives in different screens or spreadsheets, you lose time, risk errors, and struggle to prove what happened when — especially for CQC and commissioners.

AIM Records brings every type of operational record into one place. You choose the record type, set your filters (dates, clients, carers, tags, areas, statuses), run it, and export as PDF or CSV. Every time someone generates a record, the system logs who did it and what filters they used, so you have a clear audit trail for compliance and accountability.

What Can AIM Records Do for Your Business?

Client-Focused Records

Client Bookings: See all bookings for selected clients over a date range. Filter by clients, carers, status, and export for care planning or family updates.
Client Details: User reports filtered by client role — full profile and activity view for each client. Ideal for care reviews and handovers.
Visit Reports: Detailed visit records: who visited whom, when, what tasks were done, notes, and outcomes. Filter by date, client, carer; export for CQC evidence or billing.
Hours Delivered: Actual hours of care delivered per client or carer. Essential for contract monitoring and invoicing.
Scheduled vs Actual Hours: Compare planned hours to delivered hours. Spot gaps, overtime, or under-delivery and fix rotas or contracts.
Visits by Timeslot: View visits grouped by time of day or slot. Helps with capacity planning and identifying busy periods.
Alerts Summary: All alerts (medication, visits, compliance, etc.) in one record. Filter by type, date, client or carer for incident review and CQC readiness.
Medication Logs & Missed Medication: Medication-related records and missed-dose reports. Filter and export for safeguarding and medication audits.
Invoices Summary: Financial record of invoices (e.g. by client or date). Export for finance and commissioning.

Carer & Staff Records

Carer Bookings: All bookings per carer over a date range. Filter by carer, client, status — perfect for payroll and performance review.
Carer Details: User reports for care workers: assignments, visits, compliance, and activity in one place.
Office Staff Details: Same for office staff — visibility of activity and responsibilities for management and HR.
Documentary Review: Records supporting documentary review and compliance checks.
Holiday / Leave: Leave and holiday records. Filter by staff or date for rota and payroll.
Payroll Summary: Payroll-related records (e.g. hours, rates, totals). Export for payroll processing and audits.

Filter Once, Export Anywhere

Every record type supports flexible filters so you see exactly what you need:

Date ranges — from/to for visits, bookings, hours, and finance
Clients & carers — single or multi-select
Tags & areas — for grouping and location-based reporting
Statuses — e.g. visit or booking status
Grouping options — e.g. by client, carer, or timeslot

Run the record with your chosen filters, then:

Export as PDF — for sharing with families, commissioners, or CQC
Export as CSV — for Excel, payroll systems, or further analysis

No more copying from multiple screens; one place, one click, one file.

Audit Trail: Who Ran What, When

Accountability and compliance require knowing who generated which record and with what criteria. AIM Records logs every record creation:

Who created the record (user)
Record type (e.g. Visit Reports, Client Bookings, Payroll Summary)
Filters used (date range, clients, carers, etc.)

These entries appear in your agency’s Audit Logs (Settings → Audit Logs) under the “Record” feature type. You can search and filter audit logs by user, action, feature, and date — so you always have a clear trail for inspections and internal review.

How This Helps Your Business Day to Day

Operations

Run Visit Reports or Hours Delivered to verify delivery against contracts.
Use Scheduled vs Actual to balance rotas and reduce overtime or gaps.
Use Alerts Summary and Medication / Missed Medication to manage risk and evidence your response.

Finance & Payroll

Export Client Bookings or Hours Delivered for billing and invoicing.
Use Carer Bookings and Payroll Summary for payroll and timesheet checks.
Use Invoices Summary for revenue and ageing reports.

Compliance & CQC

Produce visit, medication, and alert records on demand with clear date and filter context.
Show who generated each record via Audit Logs, supporting transparency and accountability.

Management & HR

Carer Details and Office Staff Details give a single view of activity and workload.
Holiday / Leave and Documentary Review support planning and compliance.

Where to Find Records in AIM

In the AIM dashboard, open Records from the main navigation. You’ll see a single hub with:

Clients — Bookings, Details, Visit Reports, Hours Delivered, Scheduled vs Actual, Visits by Timeslot, Alerts Summary, Medication Logs, Missed Medication, Invoices Summary
Carers & Office Staff — Carer Bookings, Carer Details, Office Staff Details, Documentary Review, Holiday/Leave, Payroll Summary

Open the record type you need, set your filters, run it, and export as PDF or CSV. All record creation is logged for audit.

Ready to Run Your Care Business From One Place?

AIM Records gives you one hub for every operational record your agency needs — with filters, PDF/CSV export, and a full audit trail. Less hunting, fewer spreadsheets, and evidence-ready data for CQC, commissioners, and your own management.

Book a demo to see Records and the rest of AIM in action.

AIM Records: One Place for All Your Care Data — Export, Audit & Run Your Business