OrbitCare

Care documentation built for the people doing the work.

OrbitCare is a care documentation platform built for group home and youth program organizations in Alberta and BC: daily logs, incident reports, goals, and staff credentials in one place, with funder-ready output at the press of a button.

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Built for CFS- and DFNA-funded residential care organizations.

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The current reality

Good care, buried in paperwork that isn't working for you.

Most organizations we talk to aren't short on documentation, they're short on documentation they can find, trust, and hand to a funder without a scramble.

Paper trails and shift binders

Handwritten logs live in binders at each home. When a question comes up about a specific night three months ago, someone drives over and starts flipping pages.

Credential renewals slip by

First aid lapses, a CPI certificate quietly expires, and nobody notices until a licensing review does. Tracking it in a spreadsheet means someone has to remember to look.

The funder-report scramble

Month-end and audit season mean late nights re-typing notes into report templates. The information exists, it's just not in a shape anyone can hand over.

9:41

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, shared team chat, 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 · 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.

04 · 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.

05 · 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.

06 · 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.

07 · 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.

08 · 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.

09 · 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.

Access & security

Everyone sees exactly what their role allows. Nothing more.

OrbitCare has distinct roles, staff, management, and admin, and the app simply doesn't show people the screens and buttons their role can't use.

Staff

Frontline staff see their homes.

  • Write daily logs, contact notes, and incident reports for clients in their assigned programs
  • Log goal progress and see goals for the clients they support
  • Track their own credential checklist
  • No access to other programs' clients, org settings, or staff management
Management & Admin

Leadership sees the whole organization.

  • Review and sign off incident reports across every home
  • Credential compliance view across all staff, with expiry alerts
  • Manage programs, clients, staff invites, and required credential types
  • Full audit trail of access and changes

Your organization's data is walled off, at the database itself.

OrbitCare serves each organization as a separate tenant, and the separation is enforced in the database, not just in the app: every record belongs to your organization, and the database refuses to return it to anyone else's account, a protection known as row-level security. Access is audited, and sensitive documents live in private storage behind expiring links.

Standards & funders

Built for the standards that matter.

OrbitCare is designed around the funders and privacy obligations western Canadian residential care organizations answer to, so the records you keep are the records they ask for.

CFS-Funded Programs DFNA-Funded Programs PDD Programs PIPEDA Compliant

All data is encrypted at rest and in transit, and role-based access controls ensure staff only ever see what they need to.

See it with your own programs in mind.

A 20-minute walkthrough with your homes, your required credentials, and your reporting obligations on the table. No setup on your end, just bring the questions your last audit raised.

Book a walkthrough