Five places to write one observation.
The service app, daily log, behavior log, 24-hour binder, and a pocket checklist all compete for the same few minutes.
Voice-first AI for assisted living
The chart that writes itself.
AI documentation built for California assisted living. Care Managers and Med Techs capture observations by voice while they care; licensed nurses review survey-ready notes, and signed records reach the EHR before shift end.
HIPAA-alignedLicensed nurse reviewWorks with your EHR
Built around the assisted living floor
Care ManagersMed TechsLVNsRNsCare DirectorsExecutive Directors
The digital 24-hour binder
The shift ends with the notes already written.
Your team dictates at the bedside. CareTrace writes shift notes, incident reports, and service plans into the EHR at a tap. Survey-ready.
Live observation · Room 522
Captured once. Routed to the nurse.Care Manager observation · change-of-condition flag attached
The problem on the floor
Care should not create a second shift of paperwork.
The handoff between care staff and nurses still runs on paper, walkies, verbal updates, and a shared binder. That is where observations get lost.
Half the nurse shift can disappear into charting.
Paper notes at the bedside become a second documentation job back at the desktop, between constant interruptions.
One incident report can take an hour.
Seventeen sections, notification follow-up, and a backlog that grows while the nurse is still responsible for the floor.
What changes
Less charting. More time on the floor.
- Replacement cost$61Kper RN lostRetention is the ROI
- Paper to EHR0retypesOne step, not two
- Signature to EHR30secondsOne tap, no retype
- Documentation6×faster, end-to-endThree hours back per shift
- $61K Per-RN bedside replacement cost. 2025 NSI National Health Care Retention & RN Staffing Report.
- 0 Dictation auto-fills your EHR at a tap. No end-of-shift re-entry.
- 30 Time from nurse signature to EHR write, measured in internal testing. RCFE incident reporting follows California Title 22 §87211.
- 6× Conservative speedup across seven high-frequency RCFE documentation workflows, measured in internal testing. Per-workflow range 5× to 10×.
How CareTrace works
Charting ends when the shift does.
Staff dictate at the bedside. Survey-ready, regulation-aware documentation lands in the EHR at a tap, before the shift ends.
- 01
Staff talk while caring.
A fall at 7:14. Spoken at the bedside, not queued for the end of the shift.
- 02
Voice becomes the note.
CareTrace structures the dictation into a survey-ready incident report. Regulation-aware, care plan updated, nothing retyped.
- 03
Lands in your EHR before the shift ends.
One tap into the EHR your community already runs, while staff are still on the floor. The paper-to-EHR gap closes inside the shift.
One capture, every artifact
Documentation that keeps up with the shift.
The same documentation repeats across every assisted living shift. CareTrace generates and formats each piece from bedside dictation before the shift ends.
Incident reports
Bedside observations become complete, review-ready LIC 624 drafts with the timeline, injury check, notifications, and follow-up captured for Title 22 §87211.
Service plan updates
A meaningful change in condition can prompt the service-plan and reappraisal work the licensed team needs to review next.
Shift assessments
ADLs, skin observations, refusals, behavior changes, and routine shift notes are dictated where the care happens instead of reconstructed later.
Survey-ready notes
Every note is timestamped, reviewable, and structured around California Title 22 and the community's own documentation policy.
Into the EHR
After licensed review, CareTrace files the signed note into the EHR your community already uses, without an end-of-shift retype.
Fits the workflow you have
Designed for the systems your team already runs on.
CareTrace writes into any EHR you use.
YardiOne
Care observations and reviewed notes mapped to the fields your team already uses.
ElderMark
Shift documentation prepared for the resident record after licensed review.
Your current EHR
The workflow is mapped during the pilot, without asking your team to replace its system.
And any other EHR your team already runs. We'll map it at pilot.
Built on a protected foundation
How we handle security.. Built for resident trust.
Protection is part of the documentation workflow, not an add-on after resident information has already moved.
FAQ
The questions care teams ask first.
What is CareTrace?
CareTrace is voice-first AI documentation for California assisted living facilities. Care Managers and Med Techs speak observations as they work, a licensed nurse reviews the draft, and the signed note reaches the EHR before the shift ends.
How is CareTrace different from an AI medical scribe?
Medical scribes are designed around a clinician visit. CareTrace is designed around an assisted living shift: many residents, care-staff observations, the 24-hour binder, licensed review, and California Title 22 documentation.
Does CareTrace replace my EHR?
No. CareTrace works alongside the EHR your community already uses. It turns spoken observations into structured drafts, keeps licensed review in the loop, and files the signed note without creating a second chart for staff to maintain.
What care settings is CareTrace designed for?
CareTrace is focused on California Residential Care Facilities for the Elderly, including assisted living and memory-care programs operating inside an RCFE.
How does CareTrace work?
Three steps: a Care Manager, Med Tech, or nurse speaks an observation; CareTrace structures it into the community's documentation format; and a licensed reviewer edits and signs it before it is filed into the EHR.
How long does it take to document a resident with CareTrace?
A bedside interaction typically produces a finalized note in under two minutes. Staff speak naturally; CareTrace structures the note to community policy and routes it to the EHR.
Is CareTrace HIPAA compliant?
Yes. CareTrace signs a HIPAA Business Associate Agreement, keeps PHI in U.S. data residency, encrypts data in transit and at rest, and supports per-tenant audit logs. BAAs with sub-processors (AWS, Anthropic, AssemblyAI) are executed before any PHI is processed.
How does CareTrace protect resident data?
CareTrace encrypts all data in transit (TLS 1.2+) and at rest (AES-256). PHI is isolated per-tenant with row-level security in a U.S.-hosted database. Role-based access control limits who can view, edit, or export data. Every access event is logged for audit.
How do I try CareTrace at my community or facility?
Qualifying California assisted living communities can run a pilot on a real shift. Your team dictates, reviews the generated documentation, and sees how it reaches the existing EHR before deciding on a rollout.
What does a CareTrace pilot look like?
A pilot runs a single shift end-to-end: your staff dictates real documentation, CareTrace generates structured notes, and your Resident Care Director or DON reviews the output. No commitment beyond the pilot shift. Most teams decide within one shift whether CareTrace fits their workflow.
See it on your own workflow
Dictated at the bedside. Filed before shift end. Survey-ready in the EHR.
Start with one real shift. Your team speaks, reviews, and sees what reaches the EHR before anyone commits to a rollout.