Inspection-ready — every single day
Heartly turns the notes and meds your staff already log into audit-ready compliance — and one clear view of the whole facility.
- HIPAA-grade security
- Works offline
- CA licensing aligned
Security and compliance
Immutable audit trail
Every PHI touch is recorded, forever.
HIPAA compliant
Built to HIPAA requirements end to end.
SOC 2 Type II
Independently audited infrastructure.
BAA available
Business Associate Agreements signed.
Encrypted everywhere
AES-256 at rest, TLS in transit.
A look at the Heartly shift dashboard
Illustration of the Heartly shift dashboard. Sample data only.
How it works
Your staff document once. Heartly does the rest.
Every California form, filled once
Enter a resident's details once and Heartly fills every California licensing form. One click prints the entire client file in inspector order — so you're audit-ready before they knock.
- Every CA licensing form, auto-filled from one client profile
- Print the full client file as one inspection-ready PDF
- A compliance view that flags what's overdue or due soon
The note that used to get filed and forgotten
For years the daily note was a sheet of paper — written at the end of a shift, dropped in a cabinet, and never read again unless something went wrong. Heartly turns that same two minutes into structured data: mood, activities, progress on Needs & Services Plan goals, and flags for the next shift.
- Mood logged every shift → 7-day wellbeing trends
- Progress on each Needs & Services Plan goal → fills the review
- Flags for the next shift & supervisor → nothing slips through
Catch what matters before it becomes an incident
The moment a note or med is logged it rolls into one shift-ready view — who's stable, who needs attention, and what's trending across every resident and shift.
- Today's notes, meds, incidents & health concerns at a glance
- Flagged residents surfaced for the next shift
- 7-day trends that reveal a decline early
Quarterly & annual reviews, done in minutes
Because every form shares one profile and every review builds from the daily notes and medication record your team already logged, reviews come pre-filled — the goal progress logged each shift fills the review's goals section. Your staff write the narrative, not the numbers, then export the PDF.
- Reviews pre-filled from real daily data, audit-trailed
- No re-typing the same detail across forms
- One-click PDF export, inspection-ready
Inspection readiness
Unannounced inspection? Print the client file.
Every client's record — every California licensing form — exports as one ordered PDF bundle, table of contents included. Every entry sits on an append-only audit trail, so what the inspector sees is what actually happened.
- Placement Information · LIC 627
- Needs & Services Plan · LIC 625
- Pre-Placement Appraisal · LIC 603
- Admission Agreement
- Physician's Report
- MAR · LIC 622A
- Psychotropic MAR · LIC 622B
- Medication Destruction
- Dental Report
- Emergency Medical Consent
- Weight Record
- Daily Notes
- Incident Report
- Personal Rights · LIC 613C
- Cash Resources Affidavit
- Possessions Inventory
- File Table of Contents · auto-generated
Built for the floor — even offline
Medication confirmations and daily notes keep working without a connection and sync the moment you're back online. Nothing stops when the Wi-Fi does.
- Offline MAR & notes
- Auto-sync on reconnect
- Made for real shifts
Behavioral design
Built for how your staff actually work
Six kinds of people share every shift. Heartly is designed around all of them — not just the ones who love software.
The Compliance Guardian
Sees the audit trail, the timestamps, and the signature on every entry.
The Care-First Documentor
Documents in seconds so the shift stays about residents, not screens.
The Efficiency Optimizer
Batch actions, keyboard-fast flows, zero duplicate data entry.
The Reluctant Adopter
Three big buttons and a clear next step — no training binder required.
The Data-Driven Strategist
Compliance scores and trends across every facility, at a glance.
The Shift Survivor
At 3 AM with two call-outs, the next task is always one tap away.
Frequently asked questions
Be ready before the inspector knocks
From first login to first daily note in under 5 minutes. Set up your facility today — your client files start getting inspection-ready immediately.