Self Employed Carer Documents

Self employed carer with documents, writing in a notepad

When you are setting up as a self-employed paid carer, you need to ensure that you have certain documents, policies and procedures in place before you start working with clients.

This is so that you can offer a safe and accountable service, as well as offering both protection and reassurance to your clients. The right paperwork ensures you have all the records you need, and you can easily monitor your clients’ progress and make changes to the care you provide. More importantly, many of these documents and policies are critical if you wish to offer your services to clients who receive Local Authority funds.

Self Employed Carer Contract Template

A contract is absolutely essential for a self-employed paid carer. It outlines everything that is agreed between you and your client, including what services you are going to provide to them (and what you are not), the terms of your self-employment, payment and hours, and so on. 

Working with PrimeCarers means you won’t need to write up your own contract, as we have one for you. All you have to do is set your own rates.

Self Employed Carer Insurance

When running your own business, you should think about the insurance you might need if something goes wrong.

  • The key cover for carers is public liability insurance. It can protect you if someone, like your client, is injured or suffers a loss because of your business.
  • If you end up employing staff, employers’ liability insurance will likely be a legal requirement. It can cover the claim if a member of staff becomes ill or injured as a result of working for you.
  • It’s a good idea to look at other covers too, like business equipment insurance for when you lose or damage your equipment.

Like the contract, we also insure you whilst you work with clients on our platform. Which means you won’t have to pay for carer insurance. We do however take up to 20% off of what you earn. This is to pay for the insurance as well as the other admin tasks that we run for you.

The 20% reduction won’t affect how much you wish to earn, as this is clearly set out when setting your rates so you can see exactly what you’ll be taking home. You can find our terms of insurance as defined by our specialist carer insurer Fish here.

Other Self Employed Carer Documents

There are several other documents that you should consider having. The most important, being a DBS check and proof of qualifications. You should update your DBS regularly, we recommend doing so every 6-12 months. Although many organisations will have employees renewing theirs every 3 years. As there is no official expiration date on a DBS check, it is completely up to you how often you want it renewed. 

An alternative to renewing your DBS regularly is to register your DBS to the update service. For a small yearly fee, this will constantly keep your DBS up to date. It also allows you to view it online rather than keeping a physical record.

Your qualifications are very important to have when applying for any job. And being Self employed is no different. Having your qualifications easily accessible will help when providing carers with evidence for you being the right person for the job. And it of course provides evidence that you know what you’re doing.

Risk Assessment

A risk assessment can help you notice possible dangers around the home. Identifying and managing the risks in your client’s home keeps you and them safe. Doing so will reduce the number of falls and other accidents. Which means you can focus on delivering other aspects of their care. Rather than worrying too much as to whether or not they’re going to be in danger around the house.

You can see and download our risk assessment template here.

MAR Sheet

A medication administration record serves as a legal record of the drugs administered to your patient whilst in your care. Although some clients may not require medication, having a template at hand before you get the job will show your preparations. 

MAR Sheets are even more important when working with another carer. If you and another carer rotate hours, this record can help both of you keep track as to when the last medication was administered. 

Body Map Back And Front 

Body Maps are a quick and easy way to log ailments and improve note-taking accuracy, all while saving loads of time. All you have to do is add dots on the Body Map Chart that correspond with the physical marks on your client. There is also the option to give further details, as some clients may want further detail on the injury.

Contact Sheet 

As a self employed carer, you should be sure to get your client to fill out a contact sheet. This should list: next of kin/friends details, clients’ details; name, date of birth, etc. Doctor/nurse details as well as any other relevant information.

Likes/Dislikes Sheet

Keeping a list of all the things your patient does and does not like can help make your job easier. It will also be a very helpful tool for any new carers coming in. Whether you’re listing foods, allergies, clothes or even certain shows that they may not enjoy. It’ll give you something to refer to before performing any specific tasks.

Keeping your client safe and happy is always your main priority. So finding things they don’t like and avoiding them, can help make your client’s time more comfortable.

If you’re a carer looking at being self employed, carer documents are a necessity. Some of these documents, such as DBS and qualifications will be a factor as to whether or not you get a job. Most of the other documents are needed after you get a job. So it’s good to be prepared, as this will also make you look good to clients.

Author: James

I founded and manage PrimeCarers, a Platform that connects Private Clients with Private Carers near them.