A Home Care Business Owner’s Guide
If you’re running a home care business and feel like you’re doing everything yourself, you’re not alone. Calls at all hours, endless questions from your team, last-minute fires to put out. Sound familiar?
The truth is: You don’t have a people problem. You have a systems problem.
And there’s a solution – SOPs (Standard Operating Procedures).
Let’s walk through how to create SOPs that actually free up your time, reduce stress, and grow your business. These methods apply whether you’re offering personal care or running a full domiciliary/live in care service.
🚨 Why SOPs Matter in Home Care
In home care, small mistakes can have big consequences. Whether it’s missed visits, incorrect care plans, or payroll issues – clarity and consistency are key. Without SOPs, your team will always come to you for answers.
SOPs help you:
- Delegate with confidence
- Onboard new carers faster
- Reduce costly errors
- Protect your reputation
- Create a business that runs without you
Well-documented SOPs for home care providers are especially important if you’re working to meet CQC standards or other regulatory requirements.
🧠 A Simple Method: C.O.D.E.
Use this easy-to-follow framework for creating powerful SOPs:
✅ C – Capture
Start by recording yourself doing the task. Use screen recordings for admin work or video for physical processes. You can use Loom to quickly capture and share your recordings.
Example: Record how you schedule carers or do a client intake call.
✅ O – Organize
Break the task into steps. Add titles, subtitles, and checklist-style instructions. Keep it simple.
Tip: Use Google Docs or SharePoint to store your SOPs in one place.
✅ D – Delegate
Share the SOP with a team member. Ask them to follow it step by step. Let them own the task.
Pro tip: Make the team member update the SOP as they go. This builds accountability.
✅ E – Evolve
Your business changes, so should your SOPs. Review and improve them regularly.
Set a reminder every quarter to review your top 5 SOPs.
📋 Top SOPs Every Home Care Business Should Have
Start with high-impact, high-frequency tasks:
- Client Intake Process
How to gather client info, do assessments, and set up care plans. - Carer Onboarding
Step-by-step guide for recruiting, vetting, training, and scheduling new carers. - Visit Scheduling
Instructions for matching carers, setting shifts, handling changes. - Payroll & Invoicing
How to track hours, calculate pay, and send invoices on time. - Emergency Call Handling
What to do when there’s a missed visit, complaint, or safeguarding issue.
💬 Real Talk: SOPs Aren’t About Control, They’re About Freedom
A lot of home care owners worry that SOPs will make things too “corporate.” But here’s the truth:
SOPs don’t replace your care. They protect it.
They give your team structure. They give your clients consistency. And they give you room to breathe.
Imagine going on holiday without your phone buzzing. Imagine onboarding a new team member in one week instead of one month. That’s the power of SOPs.
👣 Start Small. Start Today.
- Pick one task that drains your time every week
- Record yourself doing it
- Write out the steps
- Share it with your team
Repeat.
In just a few weeks, you’ll have a growing library of systems that make your home care business stronger and your life easier.
You don’t need to do it all yourself. You just need to build the system that does.