QapiTracker
Six programs describe the same building, and most facilities run them in six unrelated places. QapiTracker runs them on one record, with one audit trail, so a finding in one becomes work in the next.
The platform
Each module earns its keep alone. Together they read the same facility, the same residents, the same staff, and the same audit trail, so nothing is retyped and nothing is rediscovered a year later.
01
CMS Long-Term Care Survey Process
The real process end to end: offsite preparation, initial pool, triage, investigation, wrap-up. All 44 CMS care-area pathways, data-driven resident selection, and a survey-ready binder with deficiency narratives, plans of correction, and a record of who did what.
02
Focused review
A shorter survey aimed at the care areas where a building is most exposed rather than at a full resident sample. The same pathways and the same evidence trail, sized to run quarterly.
03
42 CFR §483.71
A continuous staffing and resource monitor rather than an annual form. Census and acuity prefilled with the change since your last baseline beside the number, per-topic sufficiency with surveyor-focused guidance, copy-forward refreshes, and sign-off across the six governance seats.
04
42 CFR §483.75
QA&A committee composition checked against the mandated seats, governing body accountability, performance indicators with named owners and a review cadence, adverse-event and near-miss tracking, and an export mapped to F865, F867, F868, and F841.
05
PIPs · 42 CFR §483.75
A working QAPI loop. Charter, root-cause analysis, interventions as records in their own right with PDSA cycles attached, process and outcome measures charted over time, meetings that generate their own tasks and decisions, then conclusion and a sustainment plan.
06
CMS QAPI Self-Assessment Tool
The CMS instrument: 24 statements across the five QAPI elements on the 1–5 maturity scale, scored by element and overall, with year-over-year comparison. Ratings of two or below open action planning on the question that produced them.
On the roadmap: emergency preparedness, life safety code, action indicators, and satisfaction — CoreQ, resident, and family.
Why it exists
The work is already happening. It needs to be findable when you need it, and useful to the next module that picks it up.
A binder for the facility assessment. A shared drive for the QAPI plan. A spreadsheet per improvement project. A mock survey that arrives as a consultant and leaves as a PDF. When associated work stays visible across modules, each program builds on the last — instead of the same finding being rediscovered three times, and found by a surveyor on the fourth.
QapiTracker was built by and for people in skilled nursing and long-term care: running buildings, chairing QAA committees, writing plans of correction, and sitting through the survey the software models. Every pathway, prompt, and default came out of that work.
The software is the part you log into. The rest is knowing which findings matter, what a surveyor will actually ask, and what to do in the two weeks after the exit conference. Customers get both.
Experience
Co-founder and CEO
Tracy Cooley, RN, BSN, brings more than 32 years in long-term care nursing — as a Director of Nursing, a Healthcare Surveyor with the Ohio Department of Health, and a CMS Master Trainer for the Long-Term Care Survey Process. As CEO of QnC Systems, she leads the launch of QapiTracker, an integrated quality management platform for long-term care providers.
Former DON, state surveyor, and CMS Master Trainer; CEO, QnC Systems.
Data
MDS is one source among several. Every facility already submits it, so QapiTracker reads it and prefills what it can.
Every screen asks for the smallest thing it can, and asks once. Where the data already exists the work is review and affirmation rather than composition: census, acuity, care-area signals, and the residents behind any number are on the screen when you arrive.
FAQ
Deeper answers on Risk-Based Survey, Facility Assessment, and keeping QAPI work on one record — not a checklist of module names.
QapiTracker is QAPI and survey readiness software for skilled nursing facilities. It runs mock survey, risk-based survey, facility assessment, QAPI plan, improvement projects (PIPs), and QAPI self-assessment on one record with one audit trail.
Skilled nursing and long-term care teams that run quality and compliance programs day to day — administrators, directors of nursing, QAPI leads, and the staff who prepare for survey.
QnC Systems (Quality & Compliance Systems LLC) builds tools and practice for skilled nursing quality and compliance. It is led by Tracy Cooley, RN, BSN — co-founder and CEO — whose career spans facility nursing leadership, state survey, and CMS surveyor training. The mission is straightforward: help long-term care teams run the programs survey expects, on one record, without theater.
A full mock is necessary and still too heavy to run every quarter. CMS’s Risk-Based Survey is a shorter, focused process aimed at the care areas where a building is most exposed. QapiTracker keeps that process current — same pathways and evidence trail as Mock Survey, sized so teams can actually run it on a quarterly cadence instead of filing last year’s binder again.
Most facilities still treat the assessment as an annual document to finish and file. §483.71 expects a living view of staffing and resources, and to use it. QapiTracker runs Facility Assessment as a continuous monitor: census and acuity with change since the last baseline, topic-level sufficiency, and governance sign-off across the required seats — so the record stays usable between surveys, not just complete once a year.
Committee plans and improvement projects usually live in different places — a shared drive for the plan, a spreadsheet per PIP — so a finding in one never becomes work in the other. On one facility record, QAPI Plan and Improvement Projects share residents, staff, measures, and the audit trail. The plan stays connected to the projects that are supposed to move the numbers.
The CMS instrument is easy to complete once and forget. QapiTracker keeps the 24 statements across the five QAPI elements, scores by element and overall, and carries year-over-year comparison. Ratings of two or below open action planning on the question that produced them — so the self-assessment feeds the same system of record as the plan and the PIPs.
Email [email protected] with the subject “QapiTracker demo.” A walkthrough is about forty minutes on a building you know.
Per facility, per month. A base subscription sized by licensed beds, with unlimited users, and modules added above it. Organizations subscribe as one account, with volume pricing across their facilities. Twelve months to start, then month to month. Rates on request.
Every artifact records who did it, when, and why — and holds that name after the person leaves the building.
Get started
Request a demo and we will walk you through it. About forty minutes.