🗂️ Essential Forms for Care Services
A core set of templates to support safe, effective, and CQC-compliant care delivery

📝 Staff Guidance – Completing an Incident Report Form When, How, and Why You Must Report an Incident

🔔 When to Complete an Incident Report Form You must complete an Incident Report Form as soon as possible (ideally within the same shift) after any of the following:

🛑 Accidents or injuries to service users, staff, visitors, or contractors

💊 Medication errors (missed doses, wrong medication, wrong person, etc.)

🔥 Health and safety hazards or near misses (e.g. trips, broken equipment)

👮‍♀️ Safeguarding concerns or disclosures

🧠 Challenging behaviour incidents (including restraint, absconsion, or aggression)

⚠️ Environmental issues (e.g. gas leaks, fire alarms, infection outbreaks)

🧾 Complaints or allegations involving staff conduct

📉 Any event that could pose a risk to wellbeing, safety, or reputation If in doubt, report it — even near misses can help prevent future harm.

🛠️ How to Complete the Form

Be factual – Write exactly what happened, where, and when.

Stick to the facts. Include names – of those involved, witnesses, and staff who responded.

Use plain English – Avoid jargon. Use clear, simple language.

Record actions taken – e.g. first aid, safeguarding report, emergency call made.

Note who was informed – manager, safeguarding lead, next of kin, GP, etc. Sign and date the form, and ensure it’s submitted to your line manager or designated lead.

If using a digital form or system (e.g. Radar, Datix, iCare), ensure all mandatory fields are completed before submitting.

❓ Why Reporting Is Important

✅ It protects service users, staff, and the organisation

✅ It helps to identify patterns and prevent future incidents

✅ It supports regulatory compliance (CQC, Ofsted, HSE)

✅ It creates an open, honest, and learning culture

✅ It provides clear records for investigations, insurance, and safeguarding Failure to report incidents properly can result in disciplinary action and may put others at risk.

📬 Where to Submit the Form Handwritten forms: Submit directly to your line manager or the Designated Person Digital forms: Submit through the organisation’s online reporting platform or system Always keep a personal note of the incident time/date and that you reported it

🧠 Need Support? If you feel unsure, overwhelmed, or emotionally affected by an incident, speak to your line manager, safeguarding lead, or HR. Support is available, and reporting is a key part of protecting everyone.

📬 Submit Your Form Online Please complete your form using the secure online link below:

👉 Click here to fill in the Incident Report Form

📋 Accident Report Form If you have been involved in or witnessed an accident involving a service user, staff member, visitor, or contractor, you must complete an Accident Report Form as soon as possible. Accurate and timely reporting helps us:

✅ Protect everyone’s health, safety, and wellbeing

✅ Meet legal and regulatory obligations (CQC, RIDDOR, HSE)

✅ Learn from incidents and prevent recurrence

✅ Maintain a safe and accountable working environment This includes: Trips, slips, and falls Equipment-related injuries Accidents during care delivery Environmental hazards Any incident resulting in injury or potential harm

🕒 When to Complete It Ideally before the end of your shift or within 24 hours of the accident.

🖱️ Click below to complete the Accident Report Form online:

👉 Complete the Accident Report Form Here Your submission will go directly to the management and health & safety team for review and action.

🌴 Holiday / Annual Leave Request Form All staff must complete a Holiday / Annual Leave Request Form when requesting time off. This ensures fair rota planning, service continuity, and accurate payroll records.

📅 When to Use This Form: Requesting annual leave or booked holiday Requesting unpaid leave Applying for extended breaks (e.g. more than 3 consecutive days) Notifying of planned absences in advance

⏰ Notice Period: Please give at least 4 weeks’ notice for planned holidays whenever possible.

📌 Key Reminders: Leave is subject to managerial approval and rota coverage Do not book travel/accommodation before receiving official approval All leave will be processed by the HR/Payroll Team Unauthorised absence may affect pay or lead to disciplinary action

🖱️ Click below to submit your Holiday / Annual Leave Request:

👉 Submit a Leave Request Form You will receive a confirmation once your request has been reviewed by your line manager.

🤒 Sickness / Return to Work Form All staff must complete a Sickness / Return to Work Form following any period of absence due to illness or medical reasons. This ensures accurate record-keeping, supports your wellbeing, and helps the organisation meet legal and regulatory responsibilities.

📝 When to Complete This Form: After any sickness absence, even for a single day When returning after medical leave or unplanned time off After absences due to COVID-19, injury, or mental health concerns To notify of any ongoing health needs or reasonable adjustments

💡 Why It’s Important:

📌 Confirms that you're safe and ready to return to work

📌 Enables your manager to provide any support or adjustments

📌 Ensures compliance with health & safety and HR policies

📌 Required for payroll and absence monitoring

📅 What Happens Next: Once submitted: Your manager will review your form A Return to Work discussion may be arranged Any actions (e.g. referrals, support plans) will be agreed and recorded

🖱️ Click below to complete the Sickness / Return to Work Form:

👉 Complete the Return to Work Form Here Please complete this form before your next shift or within 24 hours of your return.

🗂️ Supervision Record Staff supervision is a structured, supportive process that allows you to reflect on your work, discuss performance, identify training needs, and ensure that service delivery meets quality standards. All supervision sessions must be recorded using the Supervision Record Form, which forms part of your professional development and accountability framework.

📋 Purpose of Supervision:

✅ Reflect on practice, challenges, and successes

✅ Review performance against role expectations

✅ Discuss wellbeing and workload

✅ Identify training, development, or support needs

✅ Ensure compliance with safeguarding and quality standards

✅ Promote continuous improvement and personal growth

📅 When Supervision Takes Place:

🗓️ At least every 6–8 weeks (or in line with organisational policy)

🆘 After incidents, safeguarding concerns, or performance issues

📈 During probation reviews, annual appraisals, or role changes

📌 What the Record Should Include: Date, time, and location of supervision Supervisor and supervisee names and roles Key discussion areas (e.g. performance, training, incidents) Any concerns raised Agreed actions and deadlines Signatures of both parties Date of next supervision 🖱️ Click below to complete or upload your Supervision Record:

👉 Submit a Supervision Record All supervision records are confidential and must be submitted to the HR/line manager within 48 hours of completion..

🌟 Appraisal Form The Appraisal Form is a structured tool to support annual performance reviews, enabling staff and managers to reflect on achievements, identify areas for development, and agree future goals. Appraisals promote continuous improvement, strengthen communication, and help align individual performance with your service’s values and objectives.

🎯 Purpose of the Appraisal:

✅ Recognise strengths, skills, and contributions

✅ Reflect on challenges and growth areas

✅ Review progress against goals or role expectations

✅ Set new objectives and training plans

✅ Support wellbeing and career development

✅ Ensure regulatory compliance (e.g. CQC/Ofsted, Skills for Care, CPD logs)

📅 When to Use This Form:

🗓️ Annually as part of formal performance review

🆘 Following extended absence, role change, or promotion

📈 As part of professional registration, CPD or revalidation evidence

📝 What the Form Includes:

Section 1: Staff Details and Review Period

Section 2: Key Achievements and Reflections

Section 3: Performance Against Role or Objectives

Section 4: Areas for Development or Support

Section 5: Agreed Goals and Training Plan

Section 6: Employee and Manager Comments

Section 7: Signatures and Review Date

🖱️ Click below to complete or submit your Appraisal Form:

👉 Complete the Appraisal Form Here Completed forms must be signed by both parties and returned to the HR or compliance team within 5 working days of the appraisal meeting.

🎓 Training Record A Training Record is a formal log of all training completed by a staff member. It ensures that the workforce remains competent, compliant, and confident in delivering safe, high-quality care and support. Maintaining accurate training records is essential for CQC, Ofsted, commissioner audits, and staff development.

📌 What to Record:

✅ Mandatory training (e.g. safeguarding, health & safety, infection control)

✅ Role-specific training (e.g. medication, PEG care, autism awareness)

✅ Induction and onboarding training

✅ External courses or qualifications

✅ Supervision, shadowing, or CPD sessions

✅ Dates, trainers, and certificates

📅 When to Update It: Immediately after completing any training Following refreshers, re-certifications, or new qualifications When requested by HR, managers, or during appraisal/supervision

🧾 Why It Matters:

📊 Tracks individual and team compliance

🧠 Supports learning and development plans

📂 Provides evidence for audits, inspections, and funding

📈 Helps identify gaps, plan training, and monitor progress

✅ Required under CQC Regulation 18 – Staffing and Ofsted staff development standards

🖱️ Click below to upload or complete your Training Record:

👉 Submit or Update Your Training Record Here Please upload certificates where available and ensure your record is up to date before appraisals or audits.

💬 Staff Feedback Form We value your views. The Staff Feedback Form provides you with a safe and confidential way to share your ideas, concerns, or suggestions about your role, team, or the wider organisation. Your feedback helps us improve the work environment, shape better policies, and celebrate what we do well.

🧭 Use This Form To:

✅ Share ideas or suggestions

✅ Give feedback on training, supervision, or leadership

✅ Report areas for improvement

✅ Highlight positive experiences or teamwork

✅ Raise low-level concerns anonymously (if desired)

🔒 Confidentiality Your responses can be anonymous unless you choose to include your name. All feedback is reviewed by the management or HR team and may inform service improvements, training, or wellbeing initiatives.

📝 How Your Feedback Helps:

📈 Supports our commitment to continuous improvement

👂 Shows we listen, value, and act on staff voices

🤝 Helps us build a stronger, safer, more supportive culture

✅ Meets regulatory expectations (e.g. CQC Well-Led, Ofsted Leadership) 🖱️ Click below to complete the Staff Feedback Form:

👉 Submit Staff Feedback Here Thank you for helping us grow and improve together..

📚 Policy & Procedure Confirmation Form All staff are required to read and confirm they understand and agree to follow the organisation’s policies and procedures. This includes key policies around safeguarding, health and safety, GDPR, equality, and clinical practice (if applicable).

By signing this form, you confirm that you:

✅ Have read and understood the organisation's policies and procedures

✅ Agree to follow them in your day-to-day role

✅ Understand where to access updated copies

✅ Know who to ask if you require clarification

📄 When to Complete This Form:

📅 During induction or onboarding

🆕 When new or updated policies are issued

🔁 As part of annual policy reviews or audits

📋 Following training or supervision where policy updates are discussed

✅ Supports Compliance With: CQC Regulation 17 – Good Governance Health and Social Care Act 2008 Ofsted Leadership and Management expectations Data Protection Act 2018 & UK GDPR Local authority contract monitoring requirements

🖱️ Click below to confirm you’ve read and understood the policies:

👉 Complete the Policy & Procedure Confirmation Form Here

⚖️ Disciplinary / Performance Concern Form This form is used by managers or senior staff to formally raise performance concerns, breaches of company policy, or issues that may require disciplinary action or supportive intervention. Raising concerns early helps protect service quality, support staff development, and maintain professional standards in line with company values and regulatory expectations.

📝 Use This Form For:

🚩 Repeated lateness or absence

📉 Failure to meet performance expectations or role standards

💬Inappropriate behaviour or attitude

🔐 Breaches of policy (e.g. safeguarding, confidentiality, code of conduct)

🧾 Issues requiring formal supervision, investigation, or improvement planning

🛠️ What Happens After Submission: The concern is reviewed by HR or a senior manager The staff member will be invited to a supportive discussion or fact-finding meeting Depending on the outcome, the following may occur: Informal supervision and support Performance improvement plan (PIP) Investigation under the disciplinary or capability procedure All concerns are handled confidentially and in line with the organisation’s Disciplinary, Capability, and Grievance Policy.

✅ Why This Matters: Supports safe care, team integrity, and regulatory compliance Promotes fairness, transparency, and early intervention Helps staff understand expectations and access support Demonstrates a well-led culture (CQC, Ofsted, Skills for Care standards)

🖱️ Click below to submit a Disciplinary / Performance Concern Form:

👉 Submit Concern Here This form should be used in good faith, with the aim of supporting improvement and protecting the service. Malicious or unfounded reports will be reviewed under the misconduct policy.

🚗 Vehicle Use Declaration Form All staff who use their own vehicle for work purposes — including transporting service users, attending meetings, or travelling between sites — must complete a Vehicle Use Declaration Form. This is a legal and regulatory requirement to ensure the safety of staff, service users, and members of the public.

📄 What You Confirm by Submitting This Form: By completing this declaration, you confirm that:

✅ Your vehicle is roadworthy, taxed, and holds a valid MOT (if applicable)

✅ You hold a full, valid UK driving licence appropriate to the vehicle

✅ You have business use insurance in place for work-related travel

✅ You agree to inform the organisation of any changes (e.g. licence penalties, insurance updates)

✅ You understand and follow the organisation’s Driving for Work Policy

✅ You will not transport service users without explicit authorisation and risk assessment

🧾 You May Be Asked to Upload: A copy of your driving licence A copy of your motor insurance certificate (with business use cover) Evidence of MOT and road tax (if required)

✅ Why This Matters: Ensures compliance with health & safety law Reduces risk to staff, the organisation, and the public Protects you in the event of an accident or incident Required for CQC Regulation 12 – Safe care and treatment Meets expectations of fleet and lone worker safety policies

🖱️ Click below to complete your Vehicle Use Declaration:

👉 Complete the Vehicle Use Declaration Form Here This must be completed before using your vehicle for any work-related travel and updated annually or after any changes..

🧭 Lone Working Risk Assessment This form must be completed by any staff member who works alone, off-site, or without direct supervision — including home visits, community outreach, or lone office working. A Lone Working Risk Assessment helps ensure your safety by identifying potential risks and putting control measures in place to reduce harm.

📌 Who Must Complete It: Support workers, care staff, or therapists working in the community Staff working out of hours, evenings, or weekends Admin/clinical staff working alone in office spaces Staff who travel or attend meetings off-site alone

🚨 Why It Matters: Protects you from foreseeable risks (e.g. violence, injury, health emergencies) Supports compliance with: Health & Safety at Work Act 1974 CQC Regulation 12 – Safe care and treatment Lone Worker Guidance (HSE) Ensures clear communication, support, and emergency procedures Demonstrates a well-led and safety-focused organisation

📝 What the Assessment Covers: Type of work and frequency of lone working Location and known risks (environment, clients, time of day) Access to communication devices (e.g. work phone, check-in system) Emergency response procedures and lone working policy awareness Health needs that may increase risk Actions needed (e.g. risk controls, buddy system, equipment)

🖱️ Click below to complete your Lone Working Risk Assessment:

👉 Complete the Lone Working Risk Assessment Form Here This assessment must be completed prior to working alone and reviewed annually or when circumstances change.

🏠 Home Working & DSE Assessment All staff who work from home — full-time or part-time — must complete a Home Working & DSE (Display Screen Equipment) Assessment. This ensures your work environment is safe, comfortable, and compliant with health and safety law.

💻 Why It’s Important:

✅ Helps prevent discomfort, fatigue, or injury from poor posture or workstation setup

✅ Ensures a safe and suitable home working environment

✅ Supports compliance with: Health and Safety (Display Screen Equipment) Regulations 1992 Health and Safety at Work Act 1974 CQC Regulation 12 – Safe care and treatment

✅ Promotes staff wellbeing and productivity

📝 What the Assessment Covers: Work area (e.g. desk, chair, lighting, ventilation) Screen and equipment positioning Keyboard and mouse use Cables and electrical safety Access to breaks and stretching Mental wellbeing and lone working safety Fire safety and emergency procedures Need for adjustments or support (e.g. wrist rest, laptop riser, eye tests)

🖱️ Click below to complete your Home Working & DSE Assessment:

👉 Complete the Home Working & DSE Form Here This must be completed when starting to work from home and reviewed annually or after any changes to your setup.

📬 Staff Complaint Form This confidential form is for staff members who wish to raise a formal complaint or concern about any aspect of their working environment, treatment, or experience within the organisation. We are committed to fostering a culture of fairness, safety, dignity, and respect, where staff feel heard and supported. 📝 Use This Form If You Need to Report:

🗣️ Bullying, harassment, or discrimination

🛠️ Unsafe working conditions

🚩 Breaches of organisational policy or procedure

📉 Poor management or unfair treatment 💬 Any issue that has not been resolved through informal discussion or supervision If your concern relates to serious wrongdoing (e.g. fraud, abuse, risk to health or safety),

please use the Whistleblowing Form.

🔐 What Happens After You Submit: Your complaint is reviewed by HR or a senior manager You may be invited to a meeting to discuss the issue An investigation may follow, with updates shared throughout You will receive a formal response and outcome, with the option to appeal All complaints are handled in line with the organisation’s Grievance and Complaints Policy, and support will be offered throughout the process.

⚖️ Supports Compliance With: Employment law & ACAS Code of Practice CQC Regulation 17 – Good Governance Ofsted leadership and staff welfare standards Equality Act 2010 and organisational values

🖱️ Click below to submit your complaint securely:

👉 Submit a Staff Complaint Form Your confidentiality will be respected at all times. Malicious or knowingly false reports may be subject to the disciplinary process.

🗣️ Freedom to Speak Up Form Everyone has the right to speak up without fear. This form allows staff to confidentially raise concerns about unsafe care, wrongdoing, poor practice, or risks that could affect service users, staff, or the organisation. We are committed to creating a culture of openness, honesty, and accountability, where concerns are listened to and acted upon — not ignored or punished.

📝 Use This Form To Report:

🚨 Unsafe care or unsafe staffing

⚠️ Poor practice or negligence

💬 Bullying, harassment, or a toxic culture

🔐 Safeguarding concerns

🧾 Fraud, misconduct, or unethical behaviour

❌ When you feel your concerns haven’t been taken seriously This process is separate from complaints or grievances. If you’re unsure, you can still submit a concern — it will be directed appropriately.

🔒 Confidentiality & Protection: You can raise concerns confidentially or anonymously Your identity will only be shared with consent or where legally required You are protected under the Public Interest Disclosure Act 1998 Retaliation against staff who speak up is strictly prohibited

🧭 What Happens Next: Your concern is reviewed by the Freedom to Speak Up Guardian or nominated lead You may be contacted for more information or support An investigation or learning review may follow You will be updated on any action taken (where appropriate)

✅ Supports Compliance With: CQC Regulation 17 – Good Governance NHS & Health and Social Care Whistleblowing Guidance Public Interest Disclosure Act 1998 Ofsted staff culture and leadership expectations

🖱️ Click below to raise a concern securely and confidentially:

👉 Submit a Freedom to Speak Up Form If you prefer to speak to someone in person, you can also contact your Freedom to Speak Up Guardian or HR Lead directly.