Every carer's file ready for CQC.
Every month.
A done-for-you staff-file desk. We collect, check and chase every document Regulation 19 asks for, track every expiry, and send you a monthly staff-file matrix. Files stay in your OneDrive. You keep every decision.
- Carers upload by link: no app, no password
- Every referee attempt logged with date and time
- 30 days' warning before anything expires
- Published prices, from £595 a month
Founding providers: £395 a month for the first 3 months
Regulation 19, Schedule 3
What CQC expects in every staff file.
Gaps in recruitment records are a recurring inspection finding, and they can limit a Safe rating. The hard part isn't knowing the list. It's keeping every file complete while running rotas.
- Proof of identity, with a recent photograph
- Enhanced DBS check, with the adults' barred list
- Evidence of conduct in previous care work (references)
- Why previous care roles ended
- Qualifications
- Full employment history, with gaps explained in writing
- Health declaration relevant to the role
How it works
Send us a name. Get back a file.
- 1
Send details
You send the new carer's name and mobile number.
- 2
Carer uploads
They tap a secure link and upload from their phone.
- 3
We check
Every document checked; every history gap questioned and explained in writing.
- 4
We chase
Referees chased every 24–48 hours, every attempt logged.
- 5
You decide
The finished file lands in your OneDrive for the registered manager to review.
Monthly staff-file matrix
Every carer. Green, amber or red.
On the first working day of each month, the matrix lands in your OneDrive. Anything red goes to the registered manager the same day, and you hear about expiries 30 days ahead.
Download the sample matrix (PDF)
What we do
- Collect and check every Regulation 19 document for new carers
- Chase referees and log every attempt
- Track DBS Update Service status (with consent), visa follow-up dates, training renewals, Care Certificate deadlines, and driving licence and insurance
- Prepare the matrix and sample files within 24 hours of CQC announcing a visit
What stays with you
- Every hiring and suitability decision
- The official right-to-work check
- DBS applications through your umbrella body
- Sponsor licence duties beyond tracking dates
We don't give employment or immigration advice, and we never promise an inspection rating.
Price
Less than a part-time administrator.
Priced by number of carers. Every plan starts with a one-off clean-up of your existing files.
| Carers | Monthly | New carers included | First-month clean-up |
|---|---|---|---|
| Up to 30 | £595 | 2 a month | £395 |
| 31–75 | £1,095 | 5 a month | £695 |
| 76–150 | £1,795 | 10 a month | £995 |
Extra new carers £50 each. 3-month minimum, then 30 days' notice. Founding providers: the first three pay £395 a month for three months, with the clean-up free, in return for a short case study.
Our promise
A new carer's file is ready for your review within 5 working days of their upload (a new DBS certificate takes as long as DBS takes). If a file we kept is criticised at inspection because of our miss, the next month is free.
Your data
You stay in control of your data.
- You are the data controller; we act as your processor under a signed data processing agreement with the UK transfer addendum
- Finished files go into your own OneDrive
- Our working copies are deleted 30 days after filing
- Every access is protected by MFA and logged
Who you'll work with
I'm Miracle Obatare. I run Dextro's compliance desks for regulated UK services and supervise every file we prepare. Our team works UK hours from Lagos, Nigeria.
Miracle Obatare on LinkedIn →Questions
Before you book
- We already have staff-records software.
- Good. We're not another tool: we're the people who do the chasing and checking, and we work with the system or OneDrive you already use.
- Our coordinator does this between rotas.
- That's who we help. We take the chasing off them and hand your registered manager finished files to sign off.
- What happens if a referee never replies?
- We keep trying, log every attempt with date, time and method, and tell you when it's time for the manager to decide. A documented attempt is very different from a blank space.
- Do you decide who is suitable?
- No. Every hiring and suitability decision stays with you. We collect, check, chase and report.
- How do we start?
- A 20-minute call to see how your files are kept today, then the first-month clean-up of existing files and new carers from week one.
- Is there a minimum term?
- Three months, then 30 days' notice.
Book a 20-minute call
We'll look at how your staff files are kept today and show you the monthly matrix.
Calendar not loading? Email operations@dextrohq.com and we'll reply within one working day.