Record-Keeping for Self-Employed Carers

Good record-keeping is a core part of working professionally as a selfemployed carer. It protects you, reassures families, supports continuity of care, and keeps you compliant with both safeguarding and tax responsibilities.

In the past, most companies left paper folders in clients’ homes for carers to update. While this was common practice, it often caused confusion over who owned the records and who could access them. With digital systems like Pocket Carer, records can now be kept securely, shared appropriately, and archived when care ends.

Why Records Matter

• For the person receiving care: Records provide a clear history of what support has been given and help ensure nothing is missed.
• For families: They give transparency and reassurance that care is consistent and safe.
• For you: Notes protect you if questions, complaints or safeguarding concerns are raised later.
• For professionals: Social workers, nurses and funders often ask to see evidence of care.
• For your business: HMRC requires accurate financial records as part of self-employment.

What to Record

Care records should include:

• Daily notes - meals, personal care, medication support, observations
• Care plans - goals, routines and preferences
• Risk assessments - hazards identified and actions taken
• Medication logs - where you are supporting with meds
• Incident and accident reports

Business records should include:

• Invoices and payments
• Expenses and receipts
• Mileage logs
• Contracts and agreements

PocketCarer makes it possible to keep all of these records securely in one place, with access controlled by you.

Who Owns and Accesses Records?

This is often an area of confusion.

• The information belongs to the client - it’s their personal history.
• You, as the carer, are responsible for maintaining records accurately and securely while providing care.
• Families and relatives may have access if the client has consented.
• Professionals may be given access if they are directly involved in care.

With PocketCarer, relatives can be given view-only access through the Relatives App, so families stay informed without compromising confidentiality.

How Long to Keep Records

Different records have different retention times:

• Care notes and records: Keep for at least three years, as complaints or safeguarding concerns can arise well after care has ended. Many insurers recommend up to seven years.
• Business and tax records: Keep for at least six years, this is HMRC’s requirement.
• Certificates (DBS, insurance, training): Keep current versions accessible and archive expired ones.

With PocketCarer, you can archive clients once care ends. Their records remain stored and accessible if ever needed, but no longer appear in your active caseload.

Privacy and Data Protection

As a self-employed carer, you are responsible for following data protection rules (GDPR):

• Paper records must be stored securely if used.
• Digital systems should be encrypted and compliant. PocketCarer is designed with this in mind.
• Only share records with people entitled to see them, usually the client, their chosen relatives, or professionals involved in their care.

Record Keeping and Expenses

Good record-keeping doesn’t just apply to care notes. It also applies to your business.

• Log all income and expenses
• Keep receipts and invoices
• Track mileage if you drive for work

PocketCarer includes tools to record invoices, expenses and mileage in one place. And remember: your PocketCarer subscription is a legitimate business expense that you can offset against tax.

Quick Checklist

• Daily notes completed after each visit
• Care plans and risk assessments reviewed regularly
• Medication and incidents logged
• Invoices, expenses and mileage recorded
• DBS, insurance and training records up to date
• Old client records archived but still accessible