Features

Occupancy Management

Quickly fill your empty beds with no fuss. No more calls from Head Office to "check" latest figures. Just seamless enquiry tracking to increase occupancy , self-funder ratio and weekly fees, supported by live reporting to show you're on track.

enquiry management.

Good care home enquiry management is about quality and timely communication.

There’s no black magic to converting enquiries: just a few simple ingredients for success (honestly, we promise!). Our enquiry CRM has those ingredients inbuilt. Simply let it guide you to look after enquirers with the same care as a resident.

Enquiry Tracker
Automatic Task Creation
To-Do Lists
User Dashboards
Live Occupancy Data
Live Enquiry Data
Group Level Management

occupancy reports and analysis.

dashboard widgets.

See your real-time care home occupancy as soon as you log-in to CoolCare’s care home management software. Viewing at home or group level, your team have all the info they need to fill your homes right there.

Occupancy by Funding Type
Planned Admissions
Upcoming Tasks
New Enquiries Added

occupancy analysis.

Total occupancy, funding mix and weekly fees are core KPIs for any care home operator. The reporting suite complements the enquiry management tools by giving you performance analysis to keep your care home business on track.

Max. and Min. Fees
Funding Split
Average Weekly Fees
Average Occupancy
Income Analysis

enquiry performance.

Each enquiry is worth about £45k. With clear oversight of your enquiry management performance, CoolCare makes sure you make the most of each enquiry.

Waiting Lists
Conversion Rates
Average Time
Overdue Tasks
Funding Mix
Assessments Completed

admission and discharge reports.

Keep a track of who is moving in and out of your homes: is it as you’d projected?

Admissions come with a lot of important admin. Without CoolCare, it’s easy to overlook things. Missing fees and contracts can really bite you on the bottom (…line). They become a thing of the past with CoolCare. Visibility of your admissions and discharges lets you spot issues before they arise.

Frequently Asked Questions

How quickly can I convert enquiries into residents?

In the shortest time possible! CoolCare captures all the information you need about your prospective resident so you can tailor and progress the enquiry in line with their needs. Multiple teams can work on the same enquiry to ensure you are extremely responsive to requests for admissions and proactively shorten the time between initial enquiry and moving into your home. On average, CoolCare customers admit a greater proportion of self-funding residents in around 20 days – reducing time to convert by 5 days over the last couple of years!

Is it easy to keep track of enquiries?

Yes, the Coolcare dashboard lets you stay on top of your enquiry tasks by highlighting any missed tasks and any due soon. You can also assign tasks to staff during the enquiry process allowing for accountability.

Why is having my enquiries online better than our current book/diary system

Online enquiry management ensures a clear, high-level visibility of enquiries and at what stage they are up to, CoolCare records funding type, care needed, current situation and reasons for seeking care. Having the record online allows instant reporting and comparisons of time from enquiry to admission, enquiries lost and converted, how they heard about the home etc.

Do I have to re-enter data when the enquiry becomes admitted as a resident?

No need! As CoolCare is a connected holistic system when the enquiring resident is due to be admitted the resident data is auto-populated into the new resident record, not only that if you use Person Centred Software or Nourish as a care planning system the resident data will be transferred. This means a new service user will be automatically created in the care planning software and the data core will be auto-populated.

How does CoolCare help me manage enquiries?

With all the relevant information in one place, CoolCare can assist your admin teams to manage your enquiries through the process – so they are sent brochures and contacted at the right times ensuring that your admission rates versus enquiries received are maximised, making sure you make the most of your marketing and promotional activities.

How easy is it to access important data such as how are my homes performing and current occupancy levels?

By setting up the widgets on your dashboard (this only takes seconds) you can instantly see how your homes and business as a whole is performing. The occupancy widget is a very visual interpretation of your data and breaks down your current occupancy and the type of occupancy along with average fees. You can also track the percentage of empty beds across your business and check your pipeline for potential new residents.

More Features

Implementation and Support

Software is only as good as it is used. Effective implementation and user adoption is key to success. That’s why our software is so intuitive and implementation is easy, with teams on hand to help your ongoing digital journey. CoolCare is more than just software, it’s great service.

Care Home Administration

Take the "Aaargh" out of your admin. Say goodbye to reams of paper, endlessly clicking through spreadsheets and human errors of care home admin. Have your records saved digitally with smart features that are easily accessible across multiple care homes and teams.

Workforce Management

Smarter staff management = better recruitment and retention. With less work for everyone, smart workforce processes mean improved outcomes, less cost and more time. It’s a no-brainer.

Time & Attendance

Manage staff hours efficiently. No more paper timesheets or hours of reconciliation. Just automated clock-ins, accurate shift adjustments and quick checks. Trust us: your team and bank account will thank you.

learn to love your admin.

We'd love to show you our easy-to-use software for care home operators. Arrange a free demo.