Care documentation built for the people doing the work.

01 · The director's view

Every home, on one screen.

Open OrbitCare and you're looking at your whole organization: active clients, programs, staff, and open incidents, live counts, not last month's spreadsheet.

• Alerts surface what needs attention, expiring credentials, incidents awaiting review, before they become findings.
• Each home is its own program with its own staff, clients, and records, but you see across all of them.

02 · Programs

Step inside any home.

Every home, youth program, or family-living placement is its own program in OrbitCare, with its own enrolled clients, assigned staff, chat room, and calendar. Tap a program on the dashboard to step right into it.

• Staff only ever see the programs they're assigned to, records stay scoped to the right home.
• Add or move clients and staff between programs in a couple of taps, records follow them, nothing is lost.

03 · Team chat

The handoff, the callout, and the record of both.

Chat is its own tab, not a feature buried three taps inside a program. One screen holds every conversation you're part of: a pinned General room for the whole organization, a room for each program, and named group chats for the people who need their own thread, weekend leads, an on-call rotation, the team around one client.

It's where the 3 a.m. callout goes, where the evening shift tells the morning shift what actually happened, and where a director reaches every home at once without a phone tree.

• Staff join a program's room the moment they're staffed on that program, nobody maintains a list, and nobody is missing from the home they're working tonight.
• Photos, reactions, unread counts, and search back through the conversation, and an @mention still reaches someone in a room they've muted.
• Every membership change is written into the room itself, so who was in a conversation, and from when, is part of the record rather than someone's memory.

04 · Client profiles

One client, the whole picture.

Each client has a living face sheet: identity, guardian and case-worker contacts, health details, medications, and allergy warnings, with their own tabs for logs, incidents, contact notes, goals, monthly reports, and forms all in one place.

• An allergy flag and status ride at the top of the profile, visible the moment any staff member opens it.
• Edits auto-save as you type, and the whole face sheet exports as a funder-ready PDF.

05 · Daily documentation

Shift logs staff actually finish.

A structured daily log with date and shift, mood and behaviour, activities, medication, and shift notes, instead of a blank page. Staff tap through it at the end of a shift in minutes.

• Drafts auto-save as staff type, a mid-shift interruption never loses a log.
• Structured fields mean consistent records across every home and every writer.

06 · Incident reporting

Incidents with a real review trail.

Incident reports capture what licensing expects: severity, type of occurrence, preceding events, mitigation, notifications, and any intrusive or restrictive measures, then move through a management review workflow with a visible status.

• Submitted, under review, closed, you always know where a report stands.
• Reviews are signed by the authenticated reviewer with a timestamp, never a typed name box.

07 · Goals

Goal progress you can show, month by month.

Each client has monthly goals: what they're working toward, logged progress entries with outcomes and prompt levels, and a narrative summary, the evidence base behind every placement report.

• Frontline staff log outcomes in seconds: achieved, partial, refused, with the level of prompting used.
• The month's goals and narrative export as a clean Goal Setting report.

08 · The documentation hub

Every record, filed and findable.

The Docs tab is the shared record room: daily logs, incident reports, contact notes, and monthly reports, all in one place. Filter by shift, status, contact type, or follow-up flag, and open any record to read, review, or export it.

• Every card shows its status at a glance, submitted, under review, follow-up, closed, colour-coded and consistent.
• Staff see only their own records; management and admins see everything across the organization.

09 · Staff credentials

Nothing expires quietly.

Define the credentials your organization requires, from first aid to medication administration, CPI, and agency-specific training, and OrbitCare tracks completion and expiry for every staff member.

• Staff see their own checklist; directors see who's missing what across the whole organization.
• Expiring credentials surface on the dashboard a week out, before they lapse, not after.

10 · Funder-ready output

One tap from record to report.

Every log, incident report, face sheet, and goal report exports as a clean, strictly black-and-white PDF, deliberately formal, print-safe, and ready to hand to a caseworker, placement authority, or licensing reviewer as-is.

• Consistent document IDs and headers across every report type.
• No re-typing: the report is generated from the record staff already wrote.