What Reports and Visit Tracking Does
The Reports section in OnCare is where you access all the data generated by your care operations. It brings together visit reports, time sheets, invoicing, and mileage data into one place, giving office staff a complete view of what happened during every visit and the financial data that flows from it.
OnCare calculates both scheduled time and actual time for every visit. The scheduled time is what was planned on the rota. The actual time is based on when the care worker physically clocked in and out using the mobile app. This means you always have two reference points: what should have happened and what actually happened. Both are used to generate automated time sheets, payroll calculations, and invoices.
How Visit Tracking Works
Every visit on the schedule becomes a trackable event once a care worker clocks in. When the care worker opens the OnCare app, they see their scheduled visits. They tap the green Clock In button when they arrive at the client's home. The app captures their GPS location and a timestamp. During the visit, the care worker completes any tasks assigned to that visit, including medication administration if applicable. When they are finished, they tap Clock Out, and the app captures their location and time again.
Once the care worker clocks out, the visit report is generated and all connected systems are updated. If the visit included a medication task, the eMAR is updated at this point. It is important to understand that eMAR only updates on clock-out, not in real time during the visit. This is why it is critical that when a client needs to take medication at a specific time, the office staff set up a visit plan with a medication task inside it. For example, if a client's care plan says they need morning medication at 9:00 AM, there must be a morning visit scheduled with a medication task assigned to it. When the care worker clocks in for that visit, the medication task will appear on their app, and they can record whether each medication was taken or not taken. If not taken, they must write down the reason. Once they clock out, the eMAR updates with this information.
What You Can See in a Visit Report
Each visit report contains a complete record of what happened during that visit. This includes the care worker's name, the client's name, the date and time of the visit, the scheduled start and end time, the actual clock-in and clock-out times, the GPS location at clock-in and clock-out shown on a map with pins, the tasks that were completed during the visit, any notes the care worker left, medication records (if applicable), any alerts that were raised during the visit, and any alert resolutions added by office staff.
Visit reports also show agency notes (notes added by office staff that are visible to the care worker before they start the visit), and Friends and Family reviews if a family member has left feedback for that visit, rated on a scale of 1 to 10.
Editing Visit Reports
Office staff can edit the check-in and check-out times on a visit report if they need to correct an error. When editing these times, the system requires a reason for the change. The edit history is tracked and can be viewed by going to the visit report, clicking the Alerts tab, and selecting Report Edits then View Edit History. This shows who made the change, when, and what the original and updated times were. Editing visit reports is covered in more detail in a separate article.
Available Reports
The Reports section includes several types of reports that you can generate and download:
Visit Reports - detailed records of every visit with all the data described above. Can be filtered by date, client, care worker, and other criteria. Exportable as CSV.
Time Sheets - automated calculation of hours worked by each care worker based on scheduled and actual times, with all the columns needed for council payments and payroll processing. Exportable as CSV, designed for easy integration with QuickBooks, Xero, and Sage.
Invoicing - generate PDF invoices based on scheduled or actual time, with your agency branding. Can be sent directly to clients. Covered in detail in the Payroll and Invoicing article.
Mileage - calculate distance and travel time between visits for each care worker. Covered in detail in the Mileage and Travel Time article.
Exporting Report Data
All reports can be exported as CSV files. The CSV format is designed to be compatible with common accounting and payroll systems. You select a date range, choose which clients or care workers to include, and download the file. Visit reports can also be filtered by specific criteria before exporting, so you can generate targeted reports for particular clients, care workers, or time periods.
What Reports Cannot Do
OnCare does not generate pay slips. The time sheet data shows hours and amounts, but individual pay slips for care workers are not available. Reports do not submit data to HMRC or process payments. Mileage and travel time cannot be included as line items on client invoices generated through OnCare. There is no bulk download option for invoices. For more details on these limitations, see the Payroll and Invoicing and Mileage and Travel Time articles.