For employers
Helping you
help us.
Received a request from MyCarerMiles?
MyCarerMiles helps care workers organise records relating to their work journeys and mileage.
Where a customer has authorised us to obtain relevant personal data on their behalf, we may contact their current or former employer.
We aim to make these requests as straightforward as possible for your team.
Working with employers.
Designed to minimise unnecessary admin
- We request only information relevant to the customer's case
- We accept existing exports
- We do not expect providers to calculate mileage for us
- We aim to avoid unnecessary back-and-forth
- We provide clear retrieval requirements
- We minimise unnecessary service-user information
Where appropriate, providers receiving repeat authorised requests can contact MyCarerMiles to discuss a simpler standard process.
Who we are
MyCarerMiles is operated by CareFlows365 Ltd.
We help care workers understand and organise records relating to work mileage.
CareFlows365 Ltd
91 Brookfield Avenue
Swinton
Mexborough
S64 8LQ
United Kingdom
Why we have contacted you
A current or former employee may have authorised MyCarerMiles to request relevant personal data on their behalf.
Our communication should identify:
- Employee
- Requested period
- Evidence of authority
We are requesting existing records relevant to work journeys and employer mileage payments.
Existing records. Relevant information.
What information we are requesting
Work visit information
Where held:
- Visit date
- Visit/start time
- Work-location postcode
If explicit journey records already exist:
- Recorded journey start postcode
- Recorded journey destination postcode
Mileage and payment information
Where held:
- Mileage recorded, submitted or approved
- Mileage paid/reimbursed
- Mileage rate applied
- Date/pay period relating to the mileage/payment
What we do not need
We do not need unnecessary service-user information.
- Service-user names
- Full addresses
- Telephone numbers
- Care notes
- Medication information
- Health information
- Other unrelated care information
You don't need to reconstruct the mileage for us
We're requesting existing records. You don't need to calculate distances or manually reconstruct the employee's journeys.
If relevant information already exists in your systems or records, that is generally what we need.
Please don't spend time reformatting data specifically for MyCarerMiles.
Where information may exist
Relevant information may exist within care-management systems, rostering systems, workforce-management systems, payroll systems and mileage systems.
Your team may be able to retrieve/export relevant records directly or ask your system provider/support team for assistance.
MyCarerMiles communications may include ready-to-forward wording that a provider can send to its system support team describing the minimum fields required.
Acceptable formats
Existing records can generally be provided in formats such as:
- CSV
- Excel
- Standard system exports
Common questions
Employer FAQ
Why has MyCarerMiles contacted us?
A current or former employee may have authorised MyCarerMiles to request relevant personal data on their behalf in relation to work journeys and mileage.
What information do you need?
Relevant existing records relating to work visits/journeys and mileage payment information for the requested period, where held.
Do we need to calculate the employee's mileage?
No. We request existing records and do not require providers to manually reconstruct journeys.
Do you need service-user names or care records?
No. We do not need unnecessary service-user information, including names, full addresses, care notes, medication information or health information.
What if the records are in our CMS or rostering system?
That is common. Existing exports are generally suitable, and your system support team may be able to help retrieve the requested fields.
What file format should we provide?
CSV, Excel, PDF and standard system exports are generally acceptable.
Who is CareFlows365 Ltd?
CareFlows365 Ltd is the legal company operating MyCarerMiles.
How can we contact MyCarerMiles about a request?
Email claim@careflows365.co.uk.