When DOH walks in, the binder is already built.
Resident records and shift notes for New York assisted living.
Every NY State form, ISP, care plan and clinical log lives in one place, is filled in once, and prints as the official DOH paperwork. A missing paperwork report shows you what a surveyor will find before they do.
The same login runs shift notes your staff must read at clock-in. Every read is timestamped and matched to your time clock.
Four minutes, no login. Then built and run every day at Keene Valley Neighborhood House.
A missing form is a citation.
This tells you before the surveyor does.
Every fine starts with a paperwork gap.
Close the gap, skip the fine.
The surveyor asks, you click, they leave.
Surveys that take hours, not days, because every record is already ready.
You already fill these forms. Fill them once.
Every state form, ISP, care plan and clinical log lives in one place, is filled in once, and prints as the official DOH paperwork. Good records protect residents first and the license second.
Every NY State form, filled once
Personal data, admission, contacts, providers, insurance.
Resident evaluation. Finalized once at admission, kept on file.
Medical evaluation. Each dated version kept, next one prefilled.
Incident report, finalized as a dated record.
Initial and six-month service plans, each a dated snapshot.
Patient care and treatment plan with full history.
Consult forms with finalize and dated versions.
Monthly weight logs and the facility diet roster.
When DOH walks in
- Admission and discharge register. Live, always current, prints on demand.
- Daily census. DOH-5176 and DOH-5177, generated from today's residents.
- DNR roll-up. One list of every resident's code status.
- Dietary roster. Textures and restrictions for the whole building.
- Missing paperwork report. Which resident is missing which form, before the surveyor asks.
- Form error check. Required fields flagged across every resident.
Records that hold up
- Autosave. Nothing is lost between sessions or shifts.
- Finalized snapshots. A finalized form is a dated, unchangeable copy. Reprint it years later, identical.
- Append-only notes. Case notes are corrected or voided, never silently edited.
- Access by role. Super admin, admin, nurse and staff each see only what they should. Records are encrypted at rest.
Every shift note gets read. And you can prove it.
Critical resident updates are communicated, acknowledged and documented before staff begin their shift. No more missed handoffs, unread communication books, or “I didn’t know.”
Eliminates missed communication
Staff read outstanding notes during clock-in before starting work.
Survey-ready documentation
Timestamped read receipts create an auditable history for regulators.
Real-time management
Managers receive alerts when staff fall behind on required reading.
Faster onboarding
New employees quickly catch up on resident-specific information.
Reduces risk
Creates accountability and helps prevent incidents caused by communication failures.
Simple implementation
Only one wall-mounted tablet is required. Setup is included.
Five steps, one wall tablet.
- 1
Post
Nurses and admins post shift notes, resident updates and med changes in seconds.
- 2
Read at clock-in
Staff use a wall tablet to read every outstanding note, about ten seconds each.
- 3
Clock-in tracked
Real clock-in times are matched to reads, flagging anyone who skipped their notes.
- 4
Prove it
Every read is timestamped. You can see who read what, and when.
- 5
Follow up live
Emails during the shift show managers who is behind, addressed in real time.
Resident records
Built by a facility, for facilities.
Accountability Hub was designed around how shifts, clock-ins and surveys actually run, because we run them ourselves at Keene Valley Neighborhood House, a working assisted living facility in New York. We use it every day.
Keene Valley Neighborhood House runs every resident record on this system and has no DOH fines on record.
“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
Claim one of two pilot spots.
The free pilot covers shift notes. Resident records is paid from day one, because setup means importing every resident, and that work is the product.
Shift notes: 30 days free
Full access to the kiosk for your first 30 days. One wall tablet, provided. Installation and setup are on us, start to finish. No servers and no IT project.
Resident records: paid from day one
Setup fee plus month one, cancel any time. Setup includes importing every current resident so the binder is built before you log in.
50% off for 12 months
Continue after the pilot and lock in half off standard pricing for a full year.
Two products, one login
Start with shift notes, add resident records, or take both. Multi-site operators: one login per facility, one price per facility, one contract.
Fifteen minutes on a screen share tells you whether it fits your facility.
Chris Brody, Groundworks Development
groundworksdevelopment@gmail.com
(518) 806-1278