Section 01
What this covers
We Are Care uses Baton, our care operating software, to support how we run workforce operations. This statement explains where Baton helps and where our people stay accountable, across onboarding, compliance, worker communication, policy review and operational records.
Section 02
How we use it
Baton supports our team with evidence, reminders, review cycles and workflow consistency. In practice that means organising onboarding documents and tracking expiry of DBS, right-to-work, training and certificates; holding compliance evidence and audit trails in one place; prompting policy review dates and flagging regulatory changes for a person to review; and supporting worker reminders and availability. It helps us work more consistently and respond faster. It does not replace human review.
Section 03
People make the decisions
Baton works at four levels, and the level sets the control. Assist: it flags, summarises or organises information, and a person reviews anything material. Prepare: it drafts an action or message, and a person approves before it is used or sent. Automate: it runs a small number of low-risk, pre-approved tasks such as expiry reminders, each with an opt-out and an audit log. Block or escalate: where a risk is detected, it stops or routes the workflow to a named person. Baton supports decisions. People make them.
Section 04
What Baton does not do
It does not make safeguarding, medication or clinical decisions. It does not submit statutory notifications. It does not make solely automated significant decisions about workers or applicants, and anyone affected has a route to human review and correction. It does not replace a registered manager, a provider’s governance, or a client’s own policies, care plans and escalation routes.
Section 05
Worker data and review
Where Baton supports onboarding or compliance checks, it helps us organise documents, evidence, expiry dates and reminders. Decisions about suitability, placement, safeguarding or escalation remain subject to human review.
Section 06
Provider duties remain clear
Baton gives us and our clients better visibility of tasks, evidence and workflows. It does not replace a provider’s own policies, care plans, medication procedures, safeguarding duties, regulatory responsibilities or statutory notifications.
Section 07
Ownership and review
Owner: Joel Dawson. Reviewed at least annually, and sooner if Baton’s role materially changes or if national guidance on AI in adult social care is updated.
Published at wearecare.co.uk/policies/how-we-use-baton.