Start with one secure filing system
Use one main location for work records where practical. Avoid relying on scattered screenshots, personal messages and unrelated apps as your whole admin system.
Create a clear folder structure
- Business admin: insurance, registrations, templates, invoices and expenses.
- Participant folders: agreements, support information, bookings, progress notes, incidents, invoices and payment records.
Protect access
- Use strong passwords and device locks.
- Use multi-factor authentication where available.
- Restrict access to people who genuinely need it.
- Keep secure backups.
- Avoid placing participant information into public groups or general-purpose forms.
Use a weekly and month-end routine
Check notes, incidents, invoices, payments, overdue items and filing each week. At month end, review what was worked, invoiced, paid, outstanding and filed.
Frequently asked questions
What is the best admin system for an independent support worker?
The best system is secure, consistent, easy to maintain and appropriate for the information you need to store.
Should each participant have their own folder?
Yes. Separating participant records makes them easier to retrieve and reduces the risk of mixing information.
Can I put participant information into public AI tools?
Do not place identifying participant information into public or general-purpose tools unless you have an appropriate, secure and authorised process. Use de-identified examples for general questions.