How to Use the Quality Care Calculator

Eliminate the Guesswork When Setting Your Fees

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The Quality Care Calculator takes you through the key steps to creating the right fees - here's how to use it.

Set Up Your Home Details

Set up the details for each of your care homes

If you have multiple care homes you can set up and access each one using individual login details.

The first time you access your care home in the tool, you will need to enter your home details, such as its name and address. You also need to enter your bed capacity.

This capacity number is vital as it is used to calculate your running costs and basic care allowance for each resident.

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Cover Your Running Costs

Enter your fixed and staff costs to set your minimum cost for each resident.

Enter your monthly fixed costs and the Quality Care Calculator and will divide the total cost equally between your residents to show a weekly fixed cost that each resident's fee must cover.

You can change add extra rows if necessary. If you don’t wish to enter all of this detail you can simply enter your total monthly fixed cost in the ‘Other’ Table and make sure everything else is set to £0.

If you don’t have access to these costs or if you prefer, your accountant to enter your monthly fixed and staff costs you can set up their own login details. (See below.)

Enter your monthly staff costs and the Quality Care Calculator and will divide the total cost equally between your residents to show a weekly staff cost that each resident's fee must cover.

Enter the average hourly rate for your care and nurse teams and add a percentage employer on-cost (the added employer cost all organisations pay).

Based on your care and nurse costs and average hourly rate (with on-cost), the Quality Care Calculator will calculate how much basic care and nurse time each of your clients can receive each day as part of this cost.

Review and update your running costs annually or when a large change in your overall costs occurs.

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Enter your monthly staff costs and the Quality Care Calculator and will divide the total cost equally between your residents to show a weekly staff cost that each resident’s fee must cover.

Enter the average hourly rate for your care and nurse teams. Add a percentage employer on-cost (the added employer cost all organisations pay).

Based on your care and nurse costs and average hourly rate (with on-cost) the Quality Care Calculator will calculate how much basic care and nurse time each of your clients can receive within this cost.

Review and update your running costs annually or when a large change in your overall costs occurs.

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Create a New Person-centred Quote Based On Actual Care Needs

Enter all the extra and specialist care needs a person needs and establish their true of cost of care.

Enter all the extra and specialist care a person needs to establish your true cost of care.

The Quality Care Calculator will calculate how much extra individual care costs you beyond the basic care provision that each resident is allowed as part of your running costs.

Detail how long a task will take, how many times a day it must be carried out and by how many people. The tool will calculate the total daily and weekly time for each task and provide a total.

Extra rows can be added to ensure the care provision is as accurate as possible..


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Enter any specialist care the person needs and the Quality Care Calculator will calculate the total daily and weekly time it takes to provide this specialist care.

You can also enter any extra costs for medical sundries or specialist equipment (not shown in image) that this person needs.

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Person-centred Cost of Care

Your true cost of care for this person

Having entered the cost of delivering the individual care that you have assessed a person needs, the Quality Care Calculator will use the average care and nurse hourly rates to calculate your overall cost for caring for this person on a weekly basis.

In the quote the tool shows your running costs (with basic care allowance), the cost of any extra and specialist care this person needs, plus any medical sundries and equipment.

You now have your breakeven point – the point at which you have covered your costs for this person but no more. Receive a fee below your breakeven point and you will be losing money and subsidising the care you need to provide.

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Set the Fee You Need to be Financially Viable

Set a contingency factor and the profit you need to reach your final fee.

Before setting the profit your business needs, the Quality Care Calculator allows you to add a contingency factor to your breakeven point – an Impact Analysis - to cover future rises in your costs such as the national living wage.

Add the profit percentage you require, and any annual uplift provided by your local authority to reach your final fee.

Your profit is your business and not to present to your referrer. The tool will allow you to divide your profit between your fixed and staff costs, so that it is hidden in your final quote.

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Store Live Quotes and Turn into Residents

Store all of your live quotes and turn them into clients should they move into your care home.

All of your information and quotes are stored securely online and easily accessible to review and amend for as part of client reviews.

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New feature: Accountant Access

If you would prefer your accountant to add you fixed and staff costs then when you register, you will be given the option to add your accountant's details and set them up with a User Name and Password.

They will not be able to access individual care quotes and resident information.

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Try it Now For Free

Here is a demo video showing the Quality Care Calculator in action

Cover Your Costs

Know exactly how much the base cost needs to be for each resident in order to cover the running costs – your fixed and staff costs – of your care home

Cost Based on Actual Care Needs

Accurately calculate the cost for all the extra care you need to provide, against the average hourly rate of your carers and nurses, so you know you can afford to deliver that care and not hope you can.

Return a Healthy Business Profit

Set the profit your care home needs to remain financially strong and divide into your running costs so your referrers can’t pressure you to reduce it.

Clear Breakdown of Your Care Cost

Show a clear, accurate breakdown of your care costs and be able to show what care would need to be reduced if your referrer wants you to reduce your fee.

Accurate Quotes in Minutes

The running costs you enter apply to all subsequent quotes you create. Enter any extra care needed and target profit and your fee is calculated for you.

Create New Quotes Anywhere

The Quality Care Calculator is mobile friendly so you can review all quotes created and create new ones wherever you may be.

Eliminate Guesswork

No longer accept a fee hoping it will be enough to care for your client and your business. Present a fee that you know will.

Access All Your Quotes Anytime

All of your quotes are stored safely, securely and privately in the cloud and are accessible at any time.

Positive Client Reviews

Cost out increased or reduced care needs of clients so that, along with your evidence, you can clearly present the new cost of meeting their care needs.

Stay Financially Healthy

No longer guess how much it will cost to deliver the individual care a person needs and to keep your care home financially viable.

The quality Care Calculator will help you set the fees you need for only £1.09 day. To eliminate all financial risk to you, in addition to our free 14-day trial, we have a, no questions asked, 30-day guarantee refund policy. So you can try the Quality Care Calculator for a full 30 days (including your free trial) with no risk. That's zero risk to try out the Quality Care Calculator and set the fees you really need.



Frequently Asked Questions

Do you have questions about the Quality Care Calculator? See the list below of our most frequently asked questions. If you want to asked another then please do contact us.

Who should use the Quality Care Calculator?

The quality Care Calculator is the only tool that you will be accurately calculate the care feeyou need. So whether you run a residential home or a nursing home for people with high-end needs, you need this tool

I'm not IT savvy – is it hard to use?

The Quality Care Calculator takes you through the usual steps you should take to create an accurate quote. We’ve worked hard to make it flow in a straightforward, easy to use way. Should you be unsure, we have a number of videos and a user guide to help you and our support email should you still have a question we hadn’t covered.

Do I Need to download any special software?

No. Provided you have access to the internet and a web browser you can log into the Quality Care calculator from anywhere and use all its features.

Do you offer an enterprise plans if we have more than 5 care homes?

Absolutely, contact us a and let us know how many care homes you need the tool for and we will come back to you.

Do I need to resubscribe every year?

No. Your subscription will automatically renew every 12 months. If you wish to cancel your subscription, for any reason, please contact us.


How do I cancel before the end of the Free Trial?

You can cancel your subscription at any time during the 14 day trial period. Just email us at support@qualityofcarecalculator.co.uk and we will cancel your subscription for you.


My Free Trial is over but I am within the 30 day money back guarantee period. How do I cancel my subscription?

You can cancel your subscription at any time within the first 30 days of signing up. Just email us at support@qualityofcarecalculator.co.uk and we will cancel your subscription and give you a full refund.


How does the 30 day Money Back Guarantee Work?

We offer a 30 Day No Risk Money Back Guarantee. The money back guarantee starts when you register for your free 14 day trial. Once you have completed your free trial your card will be charged with the first subscription payment, you will still have 16 days remaining to try the tool and get your money back if for some reason the tool is not right for you.


Try it Now For Free

Eliminate uncertainty and negotiate from a position of strength

Each client's care quote that you compile using the Quality Care Calculator, will be a much more accurate quote than you have prepared before.

Knowing how much that client is going to cost and knowing how much you need to charge in order to provide the quality care your clients' need, will put you in a much stronger negotiating position when you submit your fee.

Calculate the fees you really need and Stay financially strong

If you want a strong, successful care home that delivers quality care you must be financially viable. It is the foundation upon which you can build and sustain your organisation.

That means your revenue must cover your costs and return a profit high enough to keep your care home working well and resilient. Profit is the lifeblood of any business.

To ensure you receive the revenue your care home needs you must set the right fees. Receiving the fees you actually need to run your care home is the difference between financial stability and insolvency. The Quality Care Calculator is the only tool that will ensure you can do this accurately and confidently.

Calculate the fees you really need so you can deliver the care your clients need and stay financially strong.