Rotas and call-monitoring alerts
If a carer has not logged in for a visit, the coordinator on duty gets an alert with the client's details and who is working nearby. Rota changes go to carers by text, so nobody has to ring round.
AI automation · Care agencies
AI automation for care agencies.
In a home care agency the phone rarely stops. A carer calls in sick at 6am. A family rings about a late visit. The council wants last month's invoice in a different format.
We build automations for the admin around the care. Your coordinators and managers keep every decision about people. The software does the chasing, the copying and the reminders.
01
Where the time goes.
These are the jobs care agencies most often ask us about.
Carer recruitment and pre-screening
Applications from job boards and your website land in one list. Each applicant answers a few screening questions, such as whether they drive and which hours they can do. The ones who fit are offered an interview slot.
DBS and right-to-work chasing
We track the expiry dates for DBS checks, right-to-work documents and training. Carers are reminded before anything lapses, and your registered manager can see who is overdue.
New care enquiries out of hours
Families often look for care in the evening. An assistant can answer their first questions, note what kind of support they need and book a callback for the morning. A person always does the assessment.
CQC evidence and reporting
Spot checks, supervisions, incidents and training records can be gathered into one place and kept up to date. That saves a scramble before an inspection. Your manager still decides what the evidence shows.
Invoicing councils and private clients
Delivered hours from your care system become invoices in each council's format. Private clients get their statements on time, and late payers get a polite reminder.
If your problem isn't listed, ask us anyway. Tell us about it.
02
How a pilot works.
Every project starts with a small pilot on one job. We only roll out what works.
- 01
Discover
A free 30-minute call about where your team's time goes. If there is enough to work on, we suggest the audit.
- 02
Design
We choose one job for a small pilot and write down how we will judge it, for example hours saved each week. You get the price before we build anything.
- 03
Build
The pilot runs on your own work for about two weeks, with a person checking what it does. If the pilot doesn't earn its keep, we'll tell you and you stop there.
- 04
Operate
If it works, we quote a fixed price to roll it out. After that we can look after it on a Care Plan.
03
Packages and prices.
Most agencies start with the audit. The front desk suits agencies that miss calls from families in the evening. Prices exclude VAT where it applies. Tool subscriptions are billed to you at cost.
Automation Audit
From £495 one-off, credited against any sprint
Find out what is worth automating first, and what it would save, before you spend money on a build.
- 90-minute workshop with you and your team
- Written map of your top 5 automations
- Time saved and cost estimate for each
- Delivered within 5 working days
Automation Sprint
From £2,500 fixed price, about 2 weeks
One workflow built and live in about two weeks. For example, a new enquiry gets an AI reply, goes into your CRM and gets a booking link.
- Built in n8n, Make or Zapier, with AI where it helps
- An alert to you if anything stops working
- Documentation and a recorded handover
- 30 days' support after go-live
AI Front Desk
From £3,500 setup + £300/mo
An AI assistant on your website chat, WhatsApp or email. It answers common questions at any hour and books people into your diary.
- Set up with your FAQs, services and policies
- Books meetings into your calendar
- Passes the conversation to a person when it should
- Monthly fee covers hosting, monitoring and adjustments
Care Plan
From £400 per month
We keep your automations running and make one small improvement each month.
- We watch your live workflows
- We fix things when a connected tool changes
- One small improvement a month
- Cancel any time
04
Client and carer data.
Care records hold health information. UK GDPR treats that as special category data, so we handle it carefully and connect only what each workflow needs.
Before we build, we agree in writing where the data is stored and which AI services can see it, and we sign a data processing agreement with you. Messages to families, carers and councils wait for a person to approve them.
05
Questions from care agencies.
Can you connect to our care management system?
Often, yes. Many care systems have an API or can export reports on a schedule. We check what yours allows during the audit, before you pay for a build. If there is no safe way in, we will tell you.
Will this replace our coordinators?
No. It takes away the ringing round and the copying between systems. Who covers a visit, and anything to do with a client's care, stays with your team.
How do you handle client health data?
We use the least data each job needs. We agree where it lives and which services can see it before we build, sign a data processing agreement, and work within UK GDPR and your own policies.
Can it help us get ready for a CQC inspection?
It can keep the evidence you already record, such as supervisions, spot checks and training dates, in one place and up to date. Judging whether it is good enough stays with your registered manager.
Where should a care agency start?
With the job that takes most coordinator time. For many agencies that is rota changes or missed visit alerts. The audit, from £495, shows you which one to do first.
Talk to us about your agency.
Book a free 30-minute AI review, or send us a few lines about the job that takes too long. You can also email projects@codegarden.site.