If it is not written down, it did not happen.
Our systems exist because that sentence is literally true in a survey.
Completed at the point of work
The record lives in the facility, not in somebody's portal.
Our documentation is a paper system, filled out on the go by the person doing the work and signed off by the supervisor on the shift it happened. It stays on site, in your building, in a binder your administrator can pick up.
That is a deliberate choice rather than a gap. A housekeeper with a cart does not stop to log into an app, so digital systems in this department are usually completed at the end of a shift from memory, or completed by a supervisor who was not in the room. A form signed at the door, in the moment, is a better record — and when a surveyor asks for it, it is already in the building rather than behind a login somebody has to go and find.
It also means the record is yours from the first day and stays yours. If our contract ends, the binders do not leave with us.
See the actual forms
Rather than describe the documentation,
we will show it to you.
Every contractor in this category claims to document the work. Very few will show you the form before you sign. We will send the whole set — exactly as it runs in the buildings we hold — so you can judge the department by its paperwork before you judge it by its promises.
- Daily resident room cleaning sign-off sheet
- Pest sighting log
- Linen delivery schedule by shift and par
- Monthly linen inventory
- Lint trap cleaning log
- Supply usage log
- Floor care program calendar
- In-service attendance record
- Monthly quality and QAPI report
What we track
Three systems, running in every building we hold.
- 01
Resident room cleanliness
A record per room per day: room number, date, time in, time out, housekeeper name, signature, supervisor initials and notes. Refusals and inaccessible rooms are recorded rather than left blank. Sheets go to the supervisor at the end of every shift, not the end of the week. Alongside it runs the pest sighting log — date, time, room or unit, pest observed, person informed, housekeeper — logged and escalated the same day.
- 02
Linen
A delivery schedule by area and shift with a stated par for 7–3, 3–11 and 11–7, signed by each shift. A monthly inventory of every category — flat sheets, fitted sheets, pillows, pillowcases, towels, gowns, pads, blankets, spreads — counted across the laundry, the closets, the units and the beds, with rag-outs, total on hand, par required and quantity to order.
- 03
Floor care
A program calendar by area and task, with completion recorded. You can see what was burnished last week, which wing is due for recoat and when the lobby was last stripped, without asking anyone.
And the ones nobody thinks about
The records that only matter the week they are asked for.
- Lint trap cleaning log — by date and shift, every load, with a time and an initial
- End-of-shift laundry cleandown sign-off
- Supply usage log by item, quantity, unit and location type, which is how consumable waste gets found
- In-service attendance records
- Screening roster with clearance and expiry dates
- Equipment and dispenser maintenance checks
What comes back to you
The forms stay in the building. The data comes to you monthly.
The forms stay in the building. The data comes back as a monthly report covering what was done, what was found, what was corrected and what is scheduled next, delivered to the administrator and brought to your QAPI meeting.
Start here
Tell us what your facility needs.
We walk the facility with your administrator, director of nursing or environmental services director, review the current scope, the linen position, the condition of the floors and the state of the documentation, and put the whole scope in writing.