Auditing is a proactive tool to identify gaps, risks or opportunities in how care is documented, planned and delivered. It offers assurance to managers, clients, families and regulations that the right systems are in place and functioning effectively.
This guide provides a clear framework for auditing key aspects of your service using Nursebuddy.
Auditing Frequency
Area | Monthly and 3-Monthly | Annually |
eMAR and PRN | ✔️ | ✔️ |
Care Plans | ✔️ | ✔️ |
Risk Assessments | ✔️ | ✔️ |
Carer Compliances | ✔️ | ✔️ |
Manager Notes | ✔️ |
|
Visit Notes | ✔️ |
|
Spot Checks | ✔️ |
|
Call Monitoring | ✔️ |
|
eMAR (Medication Administration Records)
Why it matters:
Auditing eMAR and PRN sheets ensures proper medication management, identifies missed doses and enhances clients' safety.
Audit Steps:
Go to the client's profile and open the eMAR section
Use eMAR notes filters to find missed, given, or not given medications by visit status
Review missed medication alerts in the Notification Centre
Check for any Medication Assessments created from Risk Assessment Templates
Review Medication Compliance if configured for carers
Use the Actions menu > Print to view or download MAR sheets as PDFs
eMAR notes example
Carer compliance example
Below, you can also find some ready-to-use templates for medication auditing, courtesy of Care Quality Matters.
Care Planning Auditing
Why it matters:
Up-to-date care plans reflects the current needs and preferences of the client and are key evidence for inspections.
Audit Steps:
From the People List, select clients
Use the gear icon to display “Care Plan Published” and “Care Plan Next Review” fields
If overdue, revise and update the care plan, add notes, and set a new review date
To maintain an audit trail, print active or archived care plans from the Care Plan area > Actions menu
Configure reminders via Settings > General Settings > Days for care plan expiration warnings
People List example
Reminders example
Risk Assessments
Why It Matters:
Timely and accurate risk assessments reduce the likelihood of harm and demonstrate proactive risk management.
Audit Steps:
Go to the Risk Assessments tab in the client’s profile.
Toggle between Active/Draft and past versions using the arrow
Print or save assessments using the Actions menu
Default notifications are sent 7 days before review dates
Risk Assessment example
Carer Compliances
Why It Matters:
Maintaining up-to-date compliance records (e.g., DBS, Health & Safety, Medication) is essential for safe staffing and legal compliance.
Audit Steps:
Add compliance types via Settings > Carer > Carer Compliances.
For each carer, set Valid From and Expiry Dates in their profile.
Use the People List > Gear icon to view "Valid Compliances" and "Expired Compliances".
Set up compliance reminders via Settings > General Settings > Notifications.
Use the Compliance Report for auditing and inspections.
Compliance Report Example
Manager Notes & Visit Notes
Why It Matters:
Reviewing notes ensures management oversight, supports decision tracking, and evidences care quality.
Manager Notes
Go to the Manager Notes tab in the client profile.
Filter by category and print as needed.
Visit Notes
Navigate to Reports > Client Notes.
Select the relevant date range, client, and note types.
Export or print using the Actions menu.
To enforce task completion, enable:
Settings > Carers > Visit Reporting > "Carers need to complete all tasks to check out from a visit".
Client Notes Report Example
Spot Checks
Why It Matters:
Spot checks provide insight into real-time care delivery and support quality assurance.
Audit Steps:
Use the Client Calendar to schedule spot checks.
In the visit pop-up, define:
Visit length
Carer(s)
Instructions
Use Tasks to create custom forms for structured assessments
Below there are some examples of tasks you can create:
Cleaning and Safety
Medication Confirmation List
Review of Incidents
Client welfare (fluid intake, emotional wellbeing)
Medication Confirmation List Example
Some questions you can include are as shown:
Is the medication stored in the right place?
In case of blister packs, is medication administration reported matching with empty boxes?
7. Call Monitoring
Why It Matters:
Validates visit punctuality, GPS location accuracy, and carer accountability.
Audit Steps:
Use the Visit List Report to view completed and upcoming visits.
Drill down using Change Logs and SecureVisit
Check alerts in the Notification Centre for:
Late check-ins/outs
Location verification via GPS or QR code (with the option to check what was the accepted GPS distance at the time of check in and check out)
Late visits can also be checked by generating a report from the Visit List Report and using the option “Reported start time differs in more than 15 min…”
GPS for all visits can also be seen in the Visit List Report if you use the options: Visit Check in/out distance
SecureVisit Example
Final Notes: Make Auditing Part of Your Routine
✅ Schedule regular audits using Nursebuddy’s calendar or task system
✅ Use built-in reports and filters for quick access
✅ Match digital documentation with real-world care delivery
✅ Track and update compliance expiry dates proactively
✅ Maintain a mix of digital and printable audit trails for inspections
Explore more resources:
Check templates and auditing resources via Care Quality Matters for structured tools and best practices.