What is CareCalc?

The Ultimate Care Home Dependency and Staffing Tool

Total Care Hours

Instantly see how many care hours are needed for your residents each day.

Shift Requirements

Automatically calculates how many staff are needed for each shift based on resident needs and care complexity.

Staffing Gaps

Identify shortages by floor, unit, or ward and act quickly to balance staffing.

Fee Justification

Support private and local authority reviews by evidencing accurate care needs for appropriate funding.

CQC Compliance

Back up your staffing decisions with real-time evidence for inspections or audits.

Multi-Home Oversight

Multi-home organisations can view dependency trends and staffing benchmarks across all services via the Company Dashboard.

Spend just 2 minutes per resident monthly to plan rotas, cut agency costs, and evidence CQC compliance.

Safe Staffing.
Proven Practice.
Audit-Ready Evidence.

CareCalc doesn’t just suggest staffing — it proves why you need the people you do. Whether you’re answering to the CQC or presenting to funders, CareCalc gives you hard data and strong evidence to justify every shift.

“Why do you have this many staff working today?”
— CareCalc has the answer — instantly.
Staff Justification
CQC Ready
Risk Assessments — Better Quality of Care

🩺 Better ️Quality of Care


Align staff time with actual care needs, reducing missed care opportunities.

CareCalc ensures your staff are deployed based on real resident data, not generic ratios. By matching care hours to individual needs, you improve outcomes, increase resident satisfaction, and avoid gaps in service delivery — every shift, every day.

Bespoke Workflow Assessments

📈 Stronger Fee Justifications


Align staff time with actual care needs, reducing missed care opportunities.

With CareCalc, you can present quantifiable evidence of care needs to local authorities or ICBs. This helps justify higher fees or additional funding based on real-time data — not assumptions — making negotiations simpler and more successful.

Personalised Care Planning

✅ Regulation & Compliance


Evidence your care delivery and planning to regulators with confidence.

CareCalc maintains a live, auditable record of staffing levels versus resident needs. This gives you peace of mind during CQC inspections, showing your staffing levels are justified, person-centred, and compliant with regulatory expectations.

Day to Day Notes

💷 Save on Agency Spend


Plan staff in advance to reduce last-minute costly agency usage.

By accurately forecasting care hour requirements, CareCalc helps you build effective rotas in advance — reducing over-reliance on agency staff and saving thousands in emergency staffing costs annually.

Body Maps and Skin Integrity

🔍 Track Trends Over Time


Visualise changes in resident dependency and staffing needs across months.

Use CareCalc’s historical data to monitor how resident care needs evolve over time. Identify patterns, plan ahead, and adjust staffing strategies with confidence, using clear visual trends and summaries.

Task Management

🏢 Multi-Home Oversight


Compare staffing and needs across sites in one integrated dashboard.

Multi-home organisations can view dependency trends and staffing benchmarks across all services via the Company Dashboard.

⚙️ CareCalc Supports Quality Care & Compliance

Designed by clinicians. Built for care teams.

Move beyond outdated ratios — calculate staffing based on real-time complexity and dependency data, person-centred and audit-friendly.

1
Resident Profiling

Easily assess each resident using dropdowns and sliders across key areas like mobility, medication, nutrition, and more.

2
Dynamic, Real-Time Calculations

See exactly how care requirements translate into staffing needs — instantly and visually.

3
Home & Company Level Summaries

Total care hours required vs. actual hours available. Drill down by unit, time, resident, care type, and staff role.

4
Continuous Monitoring

Resident needs evolve — CareCalc data evolves with them. Update any time and retain audit-ready history.

5
Breakdown by Role and Skill Level

Differentiate between skilled and general care hours, helping meet the specific staff mix expectations of CQC inspectors.

6
Audit Trail for Inspectors

All records are timestamped and stored — ideal for sharing during inspections or after any staffing-related event.

Frequently Asked Questions About Care Dependency Tools

Your quick guide to how CareCalc supports safe staffing, compliance, and funding.

What is a care dependency tool?

A care dependency tool is a digital system that measures the support needs of each resident in a care home and converts them into care hours. This helps managers plan staffing levels, meet compliance requirements, and evidence care for inspections and funding.

Why do care homes need a care dependency tool?

Care homes need a care dependency tool to ensure safe staffing levels, prevent overstaffing or understaffing, and provide accurate evidence for CQC inspections and funding discussions. It ensures staffing is based on real resident needs, not guesswork.

How does CareCalc differ from other care dependency tools?

CareCalc is designed specifically for care homes. It splits resident needs into regular care hours (care assistants) and skilled care hours (senior carers/nurses), provides instant insights, and generates inspection-ready reports. It is also simple to use and supports person-centred care planning. CareCalc is highly configurable to suit different care settings.

How often should care dependency be assessed?

Care dependency should be reviewed regularly, as resident needs can change quickly. Best practice is to reassess whenever a resident’s health, mobility, or daily living needs change—and to review dependency across the home at least monthly.

Does the CQC require care dependency tools?

While the CQC does not mandate a specific tool, inspectors expect care homes to provide evidence of safe staffing levels. A care dependency tool like CareCalc makes this process easier by providing accurate, data-driven reports that can be shared instantly during inspections.

Can care dependency tools help with funding?

Yes. By showing exactly how many hours of care are required for each resident, care homes can use dependency tools to support funding requests with local authorities or families. This ensures funding reflects the true level of care needed.

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Ready to see CareCalc in action?

Book a demo with our team and discover how CareCalc helps you:

Improve care delivery

Reduce costs

Evidence staffing needs

Justify fees & funding