What Are Operational Documents?
The Operational Documents add-on in OnCare gives your agency access to a comprehensive library of ready-made, professionally written forms and documents that cover virtually every aspect of running a domiciliary care agency. These are practical, day-to-day working documents such as staff contracts, induction forms, risk assessments, incident reports, audit checklists, care planning forms, and much more.
This is a paid add-on feature. It is separate from the Policies and Procedures add-on, which is specifically designed for formal company policies that require staff acknowledgement via e-signature. Operational Documents are for general working forms and templates that your office team downloads, completes, and uploads back into the relevant client or care worker profile.
Why Operational Documents Matter
Setting up a domiciliary care agency requires a significant amount of paperwork. From staff contracts and job descriptions to risk assessments and audit checklists, there are dozens of documents that need to be in place before you can operate compliantly. Creating all of these from scratch takes a considerable amount of time and expertise.
The Operational Documents add-on saves you a huge amount of time, especially when you are starting out and beginning to recruit. All of the documents are already written for you, and they are automatically customised with your agency's branding. You set up your agency details in Settings > Policies and Procedures Settings and Operational Form Settings, and this information is applied across all your operational documents. This means your forms are ready to use straight away without having to manually add your logo, agency name, and details to each one.
OnCare also keeps the operational documents updated over time to ensure they remain compliant with current regulations. This means you do not need to worry about whether your forms are out of date. When updates are made, the latest versions are available for you to download.
From a CQC perspective, having a complete set of professional, branded operational documents demonstrates that your agency has robust systems in place. Inspectors expect to see proper documentation for recruitment, training, risk management, incident reporting, and auditing. Having these ready from day one puts you in a strong position.
How Operational Documents Work
The process for using operational documents is straightforward but involves some manual steps. You download the document you need from OnCare, and it arrives as a Word document on your computer. You then open it, edit it with the specific details for the client or care worker it relates to, and save it. You can convert it to PDF if needed. Once completed, you upload the finished document back into OnCare by attaching it to the relevant client profile or care worker profile.
This means the documents are not fully automated within the system. You cannot fill them in directly inside OnCare. However, having all of the templates ready-made and branded saves a significant amount of time compared to creating them from scratch.
Who Can Access Operational Documents
Only office staff can see and access the operational documents. Care workers do not have access to the operational forms library through the mobile app. This means all document management, downloading, editing, and uploading is handled by your office team.
Full List of Available Operational Forms
OnCare provides a comprehensive library of operational forms. Below is the complete list of all available documents:
Care and Service User Forms
ECH01 - ABC Chart (Antecedent - Behaviour - Consequence)
ECH03 - Consent to Care and Treatment
ECH06 - My Life Story (Service User)
ECH07 - Service User Care Plan
ECH08 - Service User Care Plan Review
ECH09 - Input and Output Chart (Oral Fluid)
ECH10 - Malnutrition Screening Form
ECH13 - Service User Death Form - Staff Responsibilities
ECH15 - Service User Offer Letter
ECH44 - Service User Feedback Form
ECH45 - Mental Capacity and Best Interest Assessment Forms
ECH46 - End-of-Life and Advanced Care Planning Documents
ECH47 - Service User Agreement
ECH48 - Initial Assessment Form
ECH58 - Service User Satisfaction Survey
ECH63 - Unexpected Death Procedure Form
ECH64 - Service User Body Map
ECH66 - Other Healthcare Professionals Visits Record
ECH79 - Service User Emergency Contact List
ECH80 - Service User Financial Transactions Record
ECH81 - Service User Daily Visit Record
ECH84 - Carer Visit Satisfaction Feedback Form
ECH85 - Advocacy and Independent Support Referral Form
ECH121 - Service User Smoking Risk Assessment
ECH122 - Service User Alcohol and Substance Misuse Risk Assessment
ECH144 - Service User Transport Risk Assessment
ECH145 - Service User Falls History Record
ECH153 - Service User Discharge / Transfer Record
ECH160 - Service User Care Review Invitation Letter
ECH182 - Service User Communication Needs Assessment
ECH187 - Hydration and Nutrition Chart
ECH188 - Social Isolation and Loneliness Assessment Tool
ECH189 - Oral Health Care Assessment
Staff and HR Forms
ECH02 - Care Staff Onboarding Form - Domiciliary Care
ECH04 - Induction Form - Domiciliary Care
ECH05 - Supervision and Appraisal Form
ECH11 - Employee Handbook
ECH12 - Staff Contracts - Support Worker
ECH14 - Staff Contracts - Deputy Manager
ECH16 - Job Description - Support Worker
ECH17 - Job Description - Registered Manager
ECH18 - Job Description - Deputy Manager
ECH19 - Staff Training Record
ECH20 - Staff Training Matrix
ECH21 - Disclosure and Barring Service (DBS) Checks
ECH22 - Right to Work Documentation Checklist
ECH23 - Timesheet
ECH24 - Annual Leave Request
ECH25 - Performance Improvement Plan (PIP) Template
ECH26 - Disciplinary Hearing Notification Letter
ECH27 - Disciplinary Hearing Record Form
ECH28 - Disciplinary Outcome Letter
ECH29 - Appeal Request Form
ECH30 - Appeal Hearing Notification Letter
ECH31 - Appeal Hearing Record Form
ECH32 - Final Appeal Outcome Letter
ECH33 - Employee Warning Notice
ECH34 - Employee Acknowledgment Form
ECH62 - Staff Contracts - Registered Manager
ECH65 - Job Offer Letter
ECH67 - Employee Probation Review Form
ECH68 - Staff Exit Clearance Form
ECH69 - Employee Grievance Form
ECH70 - Employee Wellbeing and Support Plan
ECH71 - Volunteer Agreement and Induction Form
ECH72 - Shadowing and Buddy System Form
ECH74 - Staff Return to Work Form
ECH75 - Staff Roster and Scheduling Record
ECH76 - Staff Exit Questionnaire
ECH101 - Job Application
ECH106 - Annual Staff Appraisal Form
ECH123 - Care Staff Working Time Opt-Out Form
ECH126 - Staff Suspension Notification Letter
ECH129 - Record of Training Attendance Sheet
ECH143 - Agency / Bank Staff Booking Form
ECH149 - Moving and Handling Competency Assessment
ECH155 - Infection Control Competency Assessment
ECH177 - Spot Check Observation Record (Staff Competency)
ECH186 - Staff Exit Interview Record
Risk Assessments
ECH36 - Client's Home Risk Assessment
ECH37 - Moving and Handling Risk Assessment
ECH38 - Lone Working Risk Assessment
ECH40 - Fire Safety Risk Assessment
ECH77 - Personal Emergency Evacuation Plan (PEEP)
ECH78 - Deprivation of Liberty Safeguards (DoLS) Assessment
ECH90 - Slips, Trips and Falls Risk Assessment
ECH198 - Cold Weather Risk Assessment for Clients
ECH204 - Health and Safety Risk Assessment
Incident Reporting and Safeguarding
ECH43 - Incident and Accident Investigation Report
ECH49 - Complaints Form
ECH60 - Complaint and Incident Investigation Report
ECH102 - Safeguarding Incident Report Form
ECH132 - Safeguarding Referral Log
ECH138 - Complaints and Compliments Log
ECH193 - Vehicle Incident Report Form
Audits and Compliance
ECH51 - Internal Audit Schedule
ECH52 - Care Quality Audit
ECH53 - Health and Safety Audit - Service User Home
ECH54 - Infection Control Audit
ECH55 - Safeguarding Compliance Audit
ECH56 - Medication Management Audit
ECH57 - Data Protection and GDPR Compliance Audit
ECH95 - CQC Compliance Readiness Checklist
ECH111 - Medication Error Report Form
ECH116 - MAR Audit Checklist
ECH201 - Audit Action Plan Template
Infection Control and Health & Safety
ECH39 - Infection Control
ECH88 - COSHH (Control of Substances Hazardous to Health) Register
ECH91 - PPE Usage Log
ECH158 - Temperature Monitoring Record
ECH159 - Food Safety and Hygiene Checklist (for Meal Preparation Support)
ECH195 - Home Safety Checklist for Clients Living Alone
Equipment and Clinical
ECH35 - Clinical Observations Record Form
ECH42 - Daily Log Sheets (Visit Report)
ECH142 - Daily Log Sheet (Care Staff Visit Report) for Domiciliary Care
ECH163 - Mattress and Pressure Relief Equipment Check
ECH164 - Hoist and Equipment Service Log
ECH167 - Controlled Drugs Administration Log
Data Protection and GDPR
ECH96 - Data Breach Incident Report Form
ECH97 - Service User Data Access Request Form
ECH99 - GDPR Consent Form
Business and Finance
ECH50 - Petty Cash Form
ECH61 - Business Continuity and Contingency Plan
ECH94 - Driving and Vehicle Safety Checklist
ECH203 - Mileage Form
Operational Documents vs Policies and Procedures
OnCare offers two separate add-ons for document management: Operational Documents and Policies and Procedures. It is important to understand the difference.
Operational Documents are practical working forms and templates. You download them, fill them in, and upload them to client or care worker profiles. They do not require e-signatures or staff acknowledgement. They are for day-to-day operational use.
Policies and Procedures are formal company policies that are published to your care team through the system. Care workers and office staff must read and acknowledge them with an e-signature. These cover areas like safeguarding, data protection, health and safety, and other regulatory requirements. Policies and Procedures are covered in a separate article.
What Operational Documents Cannot Do
Operational documents cannot be edited directly within OnCare. You must download them, edit them on your computer in Word format, and then upload the completed version back to the relevant profile. There is no built-in form-filling or digital signature workflow for operational documents.
There is no notification system to remind you when documents need to be reviewed or renewed. However, OnCare keeps the templates updated over time to ensure they remain compliant with current regulations, so you do not need to worry about whether the base templates are out of date.
Key Things to Remember
Operational Documents is a paid add-on. Contact your account manager to enable it.
All documents are pre-written and automatically customised with your agency branding through Settings.
Documents are downloaded as Word files, edited on your computer, and uploaded back to client or care worker profiles.
Only office staff can access the operational forms library. Care workers cannot see them.
OnCare keeps the document templates updated to maintain compliance.
Configure your details in Settings > Policies and Procedures Settings and Operational Form Settings to customise your documents.
This feature saves significant time, especially when starting up and recruiting, as all forms are ready to use from day one.