Survey-Ready Resident Records After Replacing a Legacy Vendor
The Challenge
A 50-bed New York assisted living residence ran its resident records on a vendor system so old the vendor had no other customers left. Every DOH form, ISP and care plan lived in it, so leaving meant migrating years of history without losing a single form. Shift handoffs ran on a paper communication book, and nobody could prove who had read it.
The Solution
Rebuilt the records system as a web app that fills every NY State form once and prints the official DOH paperwork: 4397A, 4397B, 3122, DSS-3123, ISP, care plan, medical consult, weight and diet logs, plus daily census, admit and discharge register, DNR roll-up, dietary roster and a missing paperwork report. Migrated 326 residents and about 1,200 dated form revisions from the old vendor with a field-by-field verification pass. Added a wall-tablet kiosk where staff must read every outstanding shift note at clock-in, matched to their Paychex punch, with compliance emails to managers three times a day.
The Result
Launched August 1, 2026 with no gap in records. Every form a surveyor asks for prints from one login, and the missing paperwork report shows gaps before the survey does. Managers see who read what and when instead of asking. The facility pays a flat monthly hosting fee, and the same system is now offered to other ESAAL member homes as Accountability Hub.
Technologies Used
“My aides love it, they walk in already knowing what happened while they were gone, instead of trying to piece it together. And my admins love how easy it is to see who's keeping up to date and who isn't.”Richard Rothstein, CEO, Keene Valley Neighborhood House
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