While it is true that Birdie is designed and optimised to be used for hourly care packages, we can still effectively carry out live-in care packages on Birdie.

This article explains how you can manage Finance, Roster, Care Management, and Care Delivery for Live-in care.

Invoicing and pay rates

If you charge and pay different rates for live-in care then you will need to set up rates using the service type-specific rate cards.

Note: For the time being, you will need to divide your daily live-in care rates by the length of the visits to make sure the pay & charges are correct. For example, if the daily rate is £240 and you set up the visits as 24-hour visits, you would need to set the hourly rate to £10.

Make sure to create purchase orders. You'll then be able to specify that this visit is a live-in care visit when. scheduling it. It will be automatically paid and charged at the live-in care rate.

If you are using a rostering integration, you don't need to set up Finance.

Rostering - Setting up visits

You will need to create live-in care visits in the client's Visits page. How you choose to schedule these sessions is completely up to you. Some of our partner agencies schedule live-in sessions to last 24 hours, others schedule four sessions (morning, lunch, afternoon, evening) each day so that carers can record how long they are spending on breaks in between.

It also depends on how you'd like to pay your carers for the care they are delivering.

It is important to note that when creating 24-hour rotas, they begin on the next day. For example, if I create a rota for 8 AM - 07:59 AM (24 hrs) on Monday, the rota will effectively begin from 8 AM on Tuesday.

When you schedule a visit you'll be able to indicate the funding and the service type, so you'll need to select live-in if you charge and pay a different rate for live-in visits.

If you have double-up care visits during this 24 period, you can schedule additional visits for the carers attending throughout the day, and assign them to a different carer.

If you are using a rostering integration, you don't need to assign carers to visits in the Birdie roster, as this will be managed in your rostering system. You will need to create visit plans to match the visits you've scheduled in the rota.

Scheduling tasks and medications

For live-in care, it is common for care managers to use the “anytime” option for tasks that have no defined period for completion. For example, “Assist with laundry” may be done whenever there is a full laundry basket. In this case, the task can be assigned to all days (assuming the live-in carer will be there for a whole week), and “anytime” can be selected. In the app, the carer can simply tick off the task once completed. You can use the notes on tasks to make it clear to carers when these tasks need to be completed (e.g. specific times or anytime, optional or critical).

We highly recommend scheduling medications for exact times and not time periods. The time that the medication needs to be given to the client will show in the app in the client's tasks and medication section.

Whilst checked in, carers can tick off tasks, record medications, and observations and notes as they would if they were doing hourly care. Carers can edit these until they submit their report. Any changes to this information can be made right up to the point that the carer submits their report.

Assigning tasks and medications to visits

When you assign the tasks and medications to the visit, it is recommended to reorder them so that the order they need to be completed is clear and easy for the carer to follow, as the list might be quite long during a 24-hour visit.

Note: On the Visits page, visit cards are usually confined to the time period matching the start time whereas tasks and medications are always confined to their scheduled time. For example, a visit starting at 9 AM and ending at 10 PM will be confined to the morning time period. This does not stop tasks and medications that are confined to other time periods from being dragged and dropped into these visit cards.

When adding medications to a visit card, you receive a warning (see below) if a medication has already been added to a visit card i.e if a medication is scheduled to be given 3x a day, all three doses should be dragged into the visit card.

This is not unexpected, and you need not worry about it because when a carer checks into a visit, the medications are displayed, and the exact time you want them to be given will be highlighted.

This is not the case when you schedule a medication using time periods. In the screenshot above, panadol has been scheduled using time periods and Levetiracetam has been scheduled using exact times and this is why we suggest scheduling medications using exact times.


How your carers check into their live-in sessions will depend on how these are scheduled in your rostering system. In Birdie, carers check-in and check out at the start and end of these sessions. For example, over a 24 hour period, a carer may complete one session i.e check-in at 8 AM and check out at 7:59 AM, or even two sessions i.e, they may check into Birdie in the morning, and check out at midday. They then check in to start their second session and check out at the end of it.

If you do not use Birdie with rostering, check-ins can be done at any time. You may ask carers to only check-in when they have something to report, or you may wish to request carers check-in at defined intervals throughout the day.

If you don't have access to our rostering and finance features yet, check out this page to find out more about the new Birdie Platform.

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