Journal system for supported housing
Bring records, care plans, medication and rotas together. Give every shift a shared view of residents’ daily life, goals and appointments.
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What the documentation has to do
In supported housing the record is not an archive you visit when a report is due. It is what the evening shift reads at three, and what the night shift writes in at three in the morning. A journal system for supported housing therefore has to do something a system built for outpatient work does not: give the whole house a shared view that someone who has just come on shift can take in within two minutes.
This page covers what the documentation has to do, where it usually breaks down, and which questions are worth putting to a supplier.
A shared view of the house
Who lives here, who is in, who is missing medication, who has an appointment today. It should read on one screen, not be assembled from five tabs.
The daily log
The running observation is the basic unit. It has to be quick to write in the middle of a shift — otherwise it gets written tomorrow, or not at all.
Handovers
What the next shift needs to know cannot be scattered across twelve notes. The system has to gather what has happened since last time.
Medication across shifts
Who had what, when, and who gave it. As-needed doses have to be recordable in the moment, not afterwards.
Records of restraint
Incidents have to be recorded in a structured way while they are fresh, and be findable again when they are reported or reviewed.
Access that follows the house
Agency and cross-unit staff should see what they need — and only that, with a log of who viewed what.
Three places it usually goes wrong
The system was built for office hours. If writing a log entry takes five screens, the entry gets shorter than it should be — and that is exactly the documentation an inspection asks for.
The rota lives somewhere else. Staff have to remember two systems, and attendance gets entered twice. It is the most common source of duplicated work.
The history cannot be traced back. Without version history you cannot show what the note said when the decision was made — only what it says now.
How it works in Validi
The client list gathers the whole house on one screen: who is admitted, who is missing medication, and what is scheduled today. Rotas with statutory time recording sit in the same system as the record, so attendance is captured once, and the room overview shows who lives where. Everything written carries version history.
Read more about the client list as a daily overview and rotas inside the journal system.
From moving in to the next handover
- At admission: bring together agreements, support needs and relevant medication information. Establish access and responsibilities before the first shift takes over.
- During the shift: record support, observations and changes close to the event. Connect notes to the goals staff are working towards.
- At handover: review changes, outstanding tasks and upcoming appointments. Assign follow-up, including when agency staff join the shift.
- At review: discuss goals with the service user and prepare a professional account for the municipality and relevant inspections.
Documentation requirements and responsibilities
A supported-housing service may operate under sections 107 or 108 of the Danish Social Services Act. Establish the applicable remit, funding decision and reporting duties. Recording an incident does not replace a required report on restrictive practices.
When staff perform healthcare tasks, such as administering medication, management must provide the conditions for proper record keeping. This also applies to staff without a healthcare authorisation. See the Danish Patient Safety Authority’s guidance.
From observations to care-plan goals
A goal needs to work in daily practice. Validi can suggest intermediate goals for a professional to review, edit and approve. AI-assisted content is marked and included in the version history. AI makes no decisions about the service user.
Pricing and what is included
Shared hosting has a base price per clinic plus a fee per employee. Include both the subscription and expected usage when preparing your budget.
Shared hosting
DKK 199/mo. per clinic
+ DKK 96 per employee/mo.
Excluding VAT. SMS, CPR lookups, speech-to-text and AI are charged by usage. A dedicated clinic mobile number has a separate monthly charge. See the full price list for rates.
- Everything in Validi, unlimited clients
- Rota planning incl. statutory time tracking
- HR with staff reviews and workplace assessments
- Rooms for residential facilities
- Free, full export — always
- No lock-in
- Danish support
Need a dedicated server operated and maintained by Indee ApS? See Enterprise for published setup and hosting prices.
A system change in four steps
Define what needs to move
List records, attachments, plans and history. Agree retention requirements, access rights and any need to consult the previous system.
Check a sample export
Agree an export format with your current supplier. Check that service users, notes, dates and attachments remain connected before confirming the scope.
Test a working day
Walk through a fictional case with the relevant professional groups. Check permissions, corrections, reports and exports; agree training and responsibilities.
Approve the transition
Agree the final export, cutover date and a fallback plan if there are delays. Check record counts and selected cases, then have the responsible person approve the result.
Migration scope and costs are agreed before work starts. Enterprise packages include migration as described in the price list; fixed pricing assumes data in the agreed export format. Deviations are priced in advance. Read about switching systems and exporting data.
Try the workflows in your own demo clinic
Choose a clinic type and explore journals, medication, shift scheduling and HR with fictional clients and staff. Try the workflows before you decide.
Create a free demoFree, with no obligation · No payment details required
Frequently asked questions
- Can agency staff use the system without training?
- It is a fair thing to require. Ask to see how a temporary worker finds today's overview and writes a first note, without anyone explaining as they go. If it cannot be done in a demo, it will not get easier on a busy evening shift.
- Should the rota live in the journal system?
- It does not have to, but it saves a system and a double entry when it does. What matters is whether attendance and time recording connect to everything else — otherwise the work simply moves somewhere new.
- How do we document restraint?
- The incident has to be recordable straight away and in a structured form, with the details the report requires, and it has to be findable months later. Ask the supplier to show the actual screen — not a description of it.
Documentation requirements are not the same across social care. Four service types, and what typically sets them apart:
A journal system for social care →