CAERN Exception Reporting

For trusts

Exception reports,
handled.

Every report in one queue. Not in your inbox.

Review and confirm in one click.

or book a 20-minute look

Your doctors

They report on WhatsApp.
No app, no login.

  1. 1

    They message Caern when they finish late.

  2. 2

    Two taps: where they were, pay or time off. Caern refuses a saved or searched place.

  3. 3

    The report reaches you at once, with a certificate of receipt.

With every report

  • Tamper-proof location map
  • Nearest NHS site
  • Rostered vs actual hours
  • Pay or time off

The dashboard

One queue, not a spreadsheet.

The Caern review queue, shown with demonstration data and invented names: seven exception reports listed for a trust, sorted by deadline with the overdue ones first. Each row shows the doctor, grade, specialty, category, additional hours, the estimated cost, the deadline or how long the report has waited on the doctor, and review status. Three counters above the table read seven awaiting action, two approaching the deadline and two overdue.

What your trust gets

Less admin at every step.

  • One place, not email

    Every report lands in one queue. No inbox to search.

  • One-click review

    Hours, location and cost are already worked out. Confirm, done.

  • Ask the doctor

    Type a question in the dashboard. It reaches the doctor on WhatsApp.

  • Ahead of the 7 days

    Deadline order, reminders and alerts.

  • Payroll-ready

    Pay and time off in lieu, in one file for payroll.

  • Board-ready

    A monthly digest your Guardian can table.

Why now

The rules changed on 4 August 2026.

7 days
to review each report. It was 10.
£500
fine per doctor per week. It doubled.
Every starter
needs reporting access within 7 days, proven by a test report.

NHS England 10 Point Plan

  1. 1
  2. 2
  3. 3
  4. 4
  5. 5
  6. 6
  7. 7
  8. 8
  9. 9
  10. 10

Point 7: enable and encourage exception reporting.

Caern is that line of your plan, done.

The specification

Built to the national spec, line by line.

NHS Employers, November 2025: 63 mandatory requirements in nine areas.

  • Tamper proof evidence - time stamped location report for each ER
  • Deadline count down and reminders
  • Follow-up questions to the doctor on WhatsApp
  • Escalate a report to your Guardian
  • Education reports go straight to your DME
  • One click Board report
  • Payroll export for pay and time off in lieu
  • Full audit trail of every decision
  • Cost worked out for every report
  • Monthly digest by email
  • Import the reports you already hold

Pricing

Pricing that fits on one line.

£5,000/yr
under 250 resident doctors
£7,500/yr
250 to 600 resident doctors
£10,000/yr
over 600 resident doctors

Questions trusts ask

Do our doctors need an app?

No. Caern runs on WhatsApp, which they already have. Nothing to install, no passwords, no training session.

Is WhatsApp appropriate for this?

This is a workforce tool. The report itself lives in Caern's UK database, not in the chat thread. WhatsApp is just the front door.

Does this replace our rostering system?

No. Caern sits alongside whatever you run today. Decisions export as a clean payroll file; nothing about your rota changes.

Who owns the data?

The doctor owns their record and can have it erased; your trust holds the reports and certificates it receives. UK storage, immutable audit trail. The IG pack has the full detail.

What does it cost our doctors?

Nothing, free forever.

How fast can a new intake be onboarded?

A QR code on one induction slide. Every scan opens a WhatsApp thread with Caern - access on day one, before the seven-day clock starts.

See it with your own eyes.

or book a 20-minute look

Or email exceptionreporting@caern.ai with any questions