How it works
One resident, from admission to the month's filed paperwork
Most of what a home has to file is a by-product of care that already happened. VentoFlo is arranged so the daily record is captured once, as the care happens, and the month's documents are built from it — not re-entered at month end.
Set up the home
onceYour team
Add caregivers and your registered nurse, each with the access their role needs.
The home itself
Facility details, licence and time zone — every date and deadline is counted in your zone, not the server’s.
Your plan
Choose the plan with the features your home needs. It is a subscription — a base plan price plus a per-resident rate, billed monthly or annually — so a small home pays like a small home.
Admit a resident
the record everything else is built onResident details
Demographics, DSHS client ID, emergency contacts, POLST and DNR — with expiry tracking on the documents that have one.
CARE classification
An estimate of the WA service category, read from the assessment. It is an estimate to plan with, not the official DSHS determination.
Negotiated Care Plan
Drafted from the assessment, reviewed, then finalized — and finalizing it generates the resident’s ADL task list.
Medications
Read from the pharmacy MAR or the physician’s order and checked line by line before any of it goes live in the eMAR.
Behavior Support Plan
Where behaviors, their triggers and their standard interventions are documented. The daily log works from this plan rather than from memory.
Preliminary Service Plan
Required in the resident record by WAC 388-76-10340, alongside the personal belongings inventory.
CBHS authorization
The tier and authorized hours from the MCO, for residents eligible for Community Behavioral Health Support.
Invite the family
They see what you choose to share — medications, documents, messages — each switched on or off per person.
Coming from paper?
Import months of already-filed HCA 13-0126 forms instead of re-keying them. The filed PDF is kept with the import, and the whole import can be rolled back.
Every shift, every day
this loop is where the record is actually madeClock in
The shift starts and hours begin counting.
Medications — the eMAR
Routine doses, safety pre-checks that can hold a dose, as-needed doses with their own limits, refusals, and missed-dose corrections. Every path is documented, and the one the caregiver picks is what the record shows.
Care documentation
ADL tasks, progress notes and vitals — plus behavior supervision logged against the resident’s own support plan.
When something happens
Incident reports, leave and returns, and the communication log.
Clock out
Breaks attested by the caregiver who took them.
On a schedule
Fire drills
logged as they happen, or imported
RN delegation
plans, delegated tasks and supervision visits
Controlled substances
counts and discrepancies
Census
admissions, leave and discharge
What the month produces
built from the daily recordThe official HCA 13-0126
signed, locked and filed
Reports for DSHS
the 21-065 drill report and a monthly compliance summary
Timesheets
corrections confirmed or disputed by the caregiver
An audit trail
medications, delegation and incidents — who did what, and when
Stage 3, in detail
One dose, and every way it can go
A dose is never simply “given”. Each outcome below is documented in its own right, so a held dose or a refusal is as much a part of the record as an administration.
Given
Timestamped and initialled by the caregiver who gave it.
Checked first
Blood pressure or pulse taken before the dose, and recorded with it.
Held
Out of range, so the dose is held automatically and flagged for the nurse.
Refused
The resident declined. A reason is required, not optional.
Missed, then corrected
Corrected later without erasing anything — the original stands, annotated.
Two caregivers, the same dose
The second one is refused by the database itself, not by a warning someone can click past.
As-needed doses carry their limits
A maximum per day and a minimum gap between doses, both enforced as the dose is recorded — with the reason it was given, and whether it worked.
It rolls up by itself
Every dose and every minute lands in the month’s report. Nobody tallies anything at month end.
See it on your own residents
Every step above has a short walkthrough in the how-to library, or we can take you through it on a call.