Can a Washington adult family home keep resident records in an app instead of on paper?

What the rule says

Washington's resident record rule asks for a record in a format useful to the home. It must be confidential, protected from loss, alteration or unauthorized use, and kept three years after discharge or death (WAC 388-76-10315). Nothing in chapter 388-76 WAC requires paper, and nothing forbids an app.

What DSHS expects during a visit

A 2024 DSHS letter to providers, amended April 4, 2025, says you can give inspectors access to paper or electronic records during the visit. Access to electronic records can be temporary and limited to the documents they request. You can also email, fax or scan documents. Anything not provided during the visit should be sent electronically within 24 hours (DSHS letter AFH #2024-011).

What to check before you switch

• Every caregiver signs in with their own account, so you know who wrote each note.
• Notes show when they were written and signed, and changes are recorded.
• You can show any resident's records quickly, including residents who have left.
• You can export everything, because the three-year clock doesn't stop if you change vendors.
• The vendor stores data securely and will sign a business associate agreement if your home needs one.

A practical way to switch

Start with one kind of record, such as the daily behavior note, for a few residents. Keep paper alongside it until you trust it. Documents that only exist on paper, like a signed care plan, can be scanned into the resident's record if your app holds documents. Divinity, for example, keeps each resident's signed notes and PDF documents together.