Record Keeping
Accurate records help us monitor the quality of our service, measure outcomes, and ensure the safety of everyone involved.
Session Notes
After each visit or call, you may be asked to complete a brief session record. This should include:
- Date and duration of the visit/call
- Type of contact (home visit, phone call, community meet-up)
- General overview of how the person seemed (mood, wellbeing)
- Any concerns or changes you noticed
- Any actions needed (e.g. follow-up with coordinator)
Keep notes factual and objective. Avoid personal opinions or assumptions.
Incident Reporting
If anything unusual or concerning happens during a visit, report it to your coordinator as soon as possible. This includes:
- Safeguarding concerns
- Accidents or near-misses (yours or the service user's)
- Property damage
- Aggressive or threatening behaviour
- Any situation that made you feel uncomfortable or unsafe
Confidential Storage
- All records must be stored securely in line with GDPR
- Do not store personal information about service users on personal devices
- Hand written notes should be passed to your coordinator — do not keep copies
- Digital records should only be submitted through agreed channels
Why Record Keeping Matters
Your records help us understand the impact of the project, secure future funding, and ensure that every service user receives the best possible support. Thank you for taking the time to complete them.