Evo Sphere Document Control Library
Your all-in-one compliance solution, designed to impress CQC from day one.
Take the stress out of paperwork. Evo Sphere’s Document Control Pack includes everything a registered care provider needs to meet and exceed regulatory expectations. Whether you’re preparing for an inspection, onboarding new staff, or standardising service user documentation, this pack ensures your service is audit-ready, always.
💡 Why choose our Document Control Pack?
Fully editable templates tailored to UK regulatory requirements
Created by compliance specialists with frontline care experience
Designed to support excellence across residential care, supported living, domiciliary care, and learning disability services
Instantly downloadable and easy to personalise.
You will receive a ZIP File containing the documents
Please Complete Disclaimer Form at Checkout - Prior to Purchase
Your all-in-one compliance solution, designed to impress CQC from day one.
Take the stress out of paperwork. Evo Sphere’s Document Control Pack includes everything a registered care provider needs to meet and exceed regulatory expectations. Whether you’re preparing for an inspection, onboarding new staff, or standardising service user documentation, this pack ensures your service is audit-ready, always.
💡 Why choose our Document Control Pack?
Fully editable templates tailored to UK regulatory requirements
Created by compliance specialists with frontline care experience
Designed to support excellence across residential care, supported living, domiciliary care, and learning disability services
Instantly downloadable and easy to personalise.
You will receive a ZIP File containing the documents
Please Complete Disclaimer Form at Checkout - Prior to Purchase
Your all-in-one compliance solution, designed to impress CQC from day one.
Take the stress out of paperwork. Evo Sphere’s Document Control Pack includes everything a registered care provider needs to meet and exceed regulatory expectations. Whether you’re preparing for an inspection, onboarding new staff, or standardising service user documentation, this pack ensures your service is audit-ready, always.
💡 Why choose our Document Control Pack?
Fully editable templates tailored to UK regulatory requirements
Created by compliance specialists with frontline care experience
Designed to support excellence across residential care, supported living, domiciliary care, and learning disability services
Instantly downloadable and easy to personalise.
You will receive a ZIP File containing the documents
Please Complete Disclaimer Form at Checkout - Prior to Purchase
· ‘I’ Statements and ‘Quality’ Statements
o Are Services Safe
o Are Services Effective
o Are Services Caring
o Are Services Responsive
o Are Services Well Led
o Quick Checklist
· Person centred plan
o Authorisation of People allowed to read plan
o Communication plan
§ Communication overview
§ How I communicate
§ My understanding of communication
§ How I like people to communicate with me
§ Communication aids and tools
§ Key words, phrases and gestures
§ Things that help me communicate better
§ Special considerations
§ Emergency communication plan
§ Important contacts and additional information
o My daily routines and preferences
§ (Morning)
o My daily routines and preferences
§ (Afternoon)
o My daily routines and preferences
§ (Evening)
o Things I like to do
o Things I don’t like
o How I like to be supported in my daily activities
o Relationship map
§ Closest to me
§ People who support me regularly
§ People I see occasionally
§ People in my life due to a specific role
o Health and well being
§ Medical conditions
§ Medication
§ Allergies
§ Dietary needs
§ Healthcare professionals involved
§ How I like to be supported with my health
§ Pain management
§ Exercise and physical activity
o My wellbeing Radar
o My personal preferences passport
o Skills for independence tracker
o My sensory preferences profile
o Quality of life journal
o My aspirations and Dreams planner
o My cultural and religious needs profile
o My life story timeline
o Personal calming strategies
o My strengths and achievements portfolio
o Decision making agreements
§ Dad to day decisions
§ Financial
§ Medical appointments
§ Who supports me
§ Sharing information
o Person centred skills matching form
§ Skills and experience matching
§ Personality and approach to care
§ Communication skills
§ Availability and flexibility
§ Additional preferences
o Restrictive practices
o Important FOR me
o Healthy and Safe
o PCP review Goals and Progress
§ Health and wellbeing
§ Social and community engagement
§ Life skills development
§ Communication skills
§ Emotional wellbeing
§ Summary
o Plan Confirmation / Signatures
· Initial needs assessment
o Health and medical history
o Personal care needs
o Communication and social interaction
o Mental health and emotional wellbeing
o Environmental compatibility
o Behaviour needs and support
o Risk assessments
o Compatibility assessment
o Personal goals and desired outcomes
o Family / care giver involvement
· Personal, behaviour and falls risk assessment and Plan
o Personal information
o Health and medical risks
o Health and medical plan
o Falls and mobility risks
o Falls and mobility plan
o Environmental risks
o Environmental plan
o Behaviour risks
o Behaviour plan
o Emotional and mental health risks
o Emotional and mental health plan
o Safeguarding risks
o Safeguarding plan
o Personal preferences and life goals
o Continuous monitoring and review plan
o Staff compliance signature page
· End of life care plan
o Person centred details
o Physical care needs
o Emotional and psychological support
o Spiritual, cultural and religious support
o Environment and comfort
o Support for family and friends
o After death wishes and arrangements
o Legislation and legal considerations
o Review and monitoring
o Final checklist
o Multi Profession signature sheet
· Daily Diary Log
o Morning routine
o Midday activities
o Afternoon / evening routine
o Night routine
o Additional notes and communication
o Role signatures
· Well-being and social interaction log
o Personal details
o Emotional wellbeing
o Physical wellbeing
o Social interaction
o Behaviour notes
o Personal preferences and feedback
o Daily summary
o Wellbeing actions for next 24 hours
· Weekly activity planner
o Personal and commissioned details
o Weekly schedule
o Commissioned utilisation and feedback form
· Advanced care plan
o Personal information
o Medical information
o Personal preferences
o Care preferences
o End of life preferences
o Emergency care plan
o Decision making and legal information
o Health and wellbeing goals
o Social and emotional support
o Review and updates
o Consent agreement
· Therapy and rehabilitation plan
o Personal information
o Preference and needs
o Therapy session log
o Review targets and outcomes
o Signatures
o Guidance notes
· Personal emergency evacuation plan (PEEP)
o Personal information
o Evacuation details – types of assistance required
o Mobility level
o Primary evacuation route
o Secondary evacuation route
o Assistance details
o Communication
o Specific instructions to evacuation
o Safety measures
o Training drills
o Review and updates
o Signatures
· My person budget planner
o Personal details
o Personal budget income overview weekly, monthly, yearly
o Monthly expenditure
o Goals and aspirations
o Emergency fund and contingency planning
o final decision making and support
o review and monitoring
o signatures
· Nutrition and hydration plan
o Personal details
o General information
o Nutrition requirements and dietary needs
o Hydration requirements
o Monitoring and assessment of nutritional and hydration intake
o Special considerations
o Encouraging independence
o Nutritional and hydration risk assessment
o Review and adjustments
o Action plan
o Signature section
· Service user Event / holiday form
o Personal details
o Holiday / Event details
o Safety and medical considerations
o Financial planning
o Risk assessment and management
o Daily schedule
o Additional notes and preferences
o Consent & Authorisation
o Evaluation and review
o signature
· Family, friends and residents meeting
o General information
o Attendees present
o Apologies
o Agenda items
o Discussion points and feedback
o Outcomes and agreed actions
o Action plan with examples
· Medication support plan
o Personal information
o Current medications
o Administration details
o Monitoring and side effects
o Allergies and adverse reactions
o Level of assistance required
o Specific support needs during medication administration
o Storage and handling
o Emergency procedures
o Review and updates
o Consent and agreement
o Manager and staff acknowledgement signatures
· Medication stock check form
o Provider and resident information
o Disclosure
o Medication stock check chart to complete
o Comments and notes
o Actions required (if any discrepancies noted)
· Staff medication competency checklist
o Provider and employee information
o Knowledge and understanding
§ Legislation and guidelines
§ Type of medication
§ Medication administration
o Practical skills
§ Preparation and storage
§ Administration techniques
§ Recording and reporting
o Person centred care
§ Communication
§ Respect and dignity
§ Observations and monitoring
o Training and development
§ Continuing professional development
§ Visual stage practice of administration (3 separate occasions)
o Acknowledgement and sign off as competent
· Medication identification record (completed for each medication)
o Provider and resident information
o Description of medication
o Possible side effects
o Monitoring and reporting
o Any observed side effects
o Comments / notes
o Disclosure and signatures
· Medication administration form
· Health action plan
o Communication
o diagnosis information and past medical history
o physical health screening
o medication
o diet and nutrition
o swallowing problems
o bowels
o urinary system
o eyes and vision
o ears and hearing
o oral hygiene
o skin
o feet
o mental health
o dementia, LD etc
o sleep
o epilepsy
o behaviour
o breathing
o circulation
o smoking
o alcohol
o men’s health
o women’s health
o review sheet
· Hospital admission form
o Personal information
o Medical history
o Current medications
o Mental and emotional wellbeing
o Functional status
o Person centred preferences
o Consent and legal information
o Signatories
o Additional information
· G.P and Specialist outcome form
o Personal information
o Input appointment matrix for staff to complete
· Staff Training record
o Provider and employee details
o Training overview
o Completed training courses
o Ongoing training courses
o Upcoming training courses
o Training needs analysis
o Compliance with CQC standards
o Review and acknowledgement
o Signatories
· Local health authority contact list
o Prompt and information gathering form
· Recruitment and induction form
o Provider details
o Application details
o Pre employment checks
o Interview assessment
o Induction programme
o Policy and procedures
o Training record
o ongoing support and development
o Employee and manager acknowledgement
· Supervision record
o Staff and supervisor information
o Attendance
o Training record
o Employee handbook acknowledgment
o Performance and development
o Professional development goals
o Compliance and polices
o Feedback and communication
o My personal development and reflection journal
o Staff wellbeing and support plan
o Communication and collaboration passport
o Skills sharing and mentorship tracker
o My value and care philosophy statement
o Agreement and signatures
· Annual appraisal form
o Employee information and review period
o Job description review
o Previous objectives
o Performance review
o Strengths and achievements
o Areas for improvement and development
o Staff training record
o Optional additional training
o General Knowledge test
o Training and development needs / requirements
o step by step action plan
· Staff rota
o Identifies shift leaders
o Commissioned hours calculator
· Environmental risk assessment and plan
o General information
o Risk identification and assessment
o Fire hazards
o Inadequate ventilation
o Health and safety hazards
o Manual handing risks
o Specific residents’ risks
o Environmental hazards (lighting, temperature, accessibility)
o Risk rating
o Action plan
o Review and monitoring
· Legionella risk assessment and plan
o Introduction
o Risk assessment details
o Description of water systems
o Risk identification and assessment
o Control measures and prevention actions
o Monitoring and record keeping
o Staff training and awareness
o Emergency procedures
o Action plan
o Action plan integration into cleaning schedule
o Signatories
· Equipment maintenance log
o General information
o List of Equipment to be checked
o Risk assessment and Action plan
· Cleaning schedule
o List of mandatory tasks
o Section for record of water temperatures
o Daily, weekly and monthly completed schedules
o Information e infection control
o Information re health and safety
o Information re compliance.
· Food hygiene and assessment plan
o Purpose
o Food storage
o Food preparation
o Meal planning and nutrition
o Food serving and safety
o Monitor and review
o Staff signatures
o Daily temp checks record to complete
§ Fridge and freezer temps
§ Food temperature checks
· Fire risk assessment
o General information about premises
o Identification of fire hazards
o People at risk
o Fire detection and warning systems
o Firefighting equipment
o Emergency escape routes
o Fire evacuation procedures
o Training and drills record
o Fire incidents record
o Fire risk action plan
o Legislation and compliance checklist
o Review and monitoring with signatories
· Fire Drill and Equipment check form
o Purpose
o General information
o Fire drill procedure
o Fire drill checklist
o Fire equipment checklist
o Fire extinguishers
o Fire doors and emergency lighting
o Smoke detectors
o Risk assessment and action plan
o Notable: emergency lighting faults, evacuation delays, non-functional fire alarms, reporting and record keeping
· COSHH risk assessment and Plan
o Introduction
o Service details
o Hazardous substances identified
o List of substances
o Risk identification and assessment
o Control measures and preventative actions
o Risk reduction plan
o Emergency procedures
o Staff training and awareness
o Monitoring and record keeping
o Legislative and regulatory compliance and example
· Material Safety Data Sheet (MSDS)
o Introduction
o Hazard identification
o Composition / information on ingredients
o First aid measures
o Firefighting measures
o Accidental release measures
o Exposure controls / personal protective equipment
o Physical and chemical properties
o Stability and reactivity
o Toxicological information
o Ecological information
o Disposal considerations
o Transport information
o Regulatory information
o Action plan for minimising risks
· Pest control record
o Service information
o Pest control monitoring log sheets
o Detailed investigation and follow-up actions
o Regular pest control maintenance record
o Staff training and awareness
o Environmental health and safety monitoring
o signatories
· Visitors log
o Provider information
o Visitor guidelines
o Visitor log form disclosure statement
o Guidance notes and signature
· Emergency contact numbers form
o Provider information
o Staff emergency contacts
o Family emergency contacts for residents
o Key external contacts
o Key points to review
· Shift handover log
o Outgoing, incoming staff
o Residents’ updates
o Medication information
o Dietary information
o Personal care
o Activities and social engagement
o Behaviour and mood
o Medical appointments and visits
o Safety and environment checks
o Family and visitor updates
o Incidents and accidents
o Additional notes and handover instructions
· Staff meeting minutes
o Service information
o Attendance
o Agenda
o Review previous minutes
o Policy discussions
o Compliance and regulatory updates
o Upcoming Evo Sphere System
o Health and safety
o Quality assurance
o Resident centred care
o Training and development
o Team and staff welfare
o New business
o Plans and future objectives
o Next meeting
o Actions items
o Signatories staff acknowledged
· Emergency evacuation plan
o Provider information
o Introduction
o Purpose
o Emergency contact information
o Emergency procedures
o Evacuation roles and responsibilities
o Personal emergency evacuation plans (PEEPs)
o Evacuation drills
o Communication plan
o Post evacuation procedures
o Review, training and signatories
· Contingency plan for critical Incidents
o Provider information
o introduction
o purpose
o definitions of critical incidents examples given
o emergency contact information
o roles and responsibilities
o initial response procedures
o specific critical incident responses
o pandemic outbreak
o communication plan
o post incident procedures
o review, training and signatories
· Pandemic Response Plan
o Provider information
o Introduction
o Purpose
o Definitions of pandemic examples given
o Emergency contact information
o Roles and responsibilities
o Initial response procedures
o Residents care procedures
o Staff procedures
o Communication plan
o Visitors’ policy
o Post pandemic procedures
o Review, training and signatories
o Disclosure
· General Correspondence Plan
o Provider information
o Correspondence details
o Description of correspondence
o Action required
o Notes and comments
o Focus guidelines
· Staff contact list
o Provider information
o Staff member information form
o Key contacts form
o Acknowledgement section
· Social media and website content record
o Provider information
o Content type
o Content description
o Image and media attachments
o Compliance and permissions
o Privacy and data protection considerations
o Action plan
o Guidance
· Newsletter template
o Template of key areas to update service users, families and friends – examples of content throughout whole document
§ Welcome
§ Care / support updates
§ Medication management
§ Quality and safety measures
§ Staff training and development
§ Upcoming events and family engagement
§ Innovation and compliance
§ Feedback and complaints
§ Emergency contingency planning
§ Stay in touch
· Communication template for families and media
o Service details
o Introduction
o Family communication
o Media communication
o General communication guidelines
o Communication log
o Acknowledgement and signatories
· Complaints and feedback log
o Service information
o Summary of complaints and feedback
o Detailed investigation and follow up (if applicable)
o Complaints and feedback monitoring overview
o Record of communications
o Signature section