Adult Day Care Attendance Software
Adult Day Care Attendance Tracking Software
Record pickup and drop-off times once. ElderSuite keeps the daily service record connected to transportation, calculated units, reports, meals, and insurance billing.
Free for 30 days. Full version. No credit card required. No contracts.
One Daily Record
The Service Day, Recorded Once
One row per client for each service date
Pickup and drop-off times, plus a middle time pair when a client leaves and returns
Service units calculated from the times staff record
Saving attendance creates the claim as Pending
The Daily Record
One Attendance Record per Client, per Service Day
Attendance & Transportation Records lives in the Client Center and shows one service date at a time — every client due that day, one row each. Staff record when each client was picked up and dropped off, and when someone leaves and returns during the day, a middle time pair captures that too. A client who did not attend simply keeps blank times for the day.
The payoff comes at save time: when staff save the day's attendance, ElderSuite creates the matching claim as Pending. Billing starts from the same record the front desk just finished — not from a re-typed copy of it.
See how a service day is recorded →Transportation
Attendance and Transportation are the Same Record
Transportation isn't a separate module to reconcile later — it's handled in the Client Center, on the same screen as attendance. Staff can narrow the day's list to a single route or reorder it into pickup order, and the transportation times they record are the attendance times.
Centers that run paper on the vans print the Daily Transportation Record – Form 3682 for handwritten pickup and drop-off documentation. Scan Times reads the completed sheets and places the recognized times into Attendance & Transportation Records, where staff review the imported values before Save & Close.
Read about adult day care transportation management →Paper-friendly by design
Print route sheets drivers can hand-write, scan them back in, and review what the scan found before anything is saved. Nothing reaches the database until staff approve the day.
How scanning times works →Units come from the day staff documented
On the attendance screen, the Units field is read-only. ElderSuite pairs the recorded pickup and drop-off times, totals the hours, and converts them to units using the unit definitions on the client's Payment Type — so the quantity billed starts from the day that was actually documented.
Calculated Units
Calculated by Default, Correctable Where Billing Lives
On Attendance & Transportation Records, units are worked out from the recorded times — staff don't type them. That keeps the billed quantity consistent with the documented service day.
When a claim does need a hand, billing staff work at the claim level: open it from Claim Center → Scrub Claims → Edit Claim and make corrections while the claim is editable. If a claim has already been processed, returning its status to Pending re-opens it for correction and resubmission.
Flexible Entry
Four Ways to Get the Day on Record
ElderSuite is a Windows desktop application, and it meets the front desk where it works — typed times, scheduled times, live time stamps, or scanned paper route sheets. Every path lands in the same daily record, and nothing is saved until staff approve the day.
Manual Entry
Type any of the four times directly on a client's row — precise control for corrections and unusual days.
Use Scheduled Times
Fill the weekday from each client's scheduled times in one action, then adjust only the exceptions.
Quick Check-In
Stamp arrivals and departures using the current time as they happen, keeping the day in progress until it's finished.
Scan Times
Print Form 3682 route sheets, let drivers hand-write times on the van, and scan the completed sheets back in for review.
Meals
Attendance Can Feed the Meal Count
Meal Records is its own workflow in the Nutrition Center — a roster with Breakfast, Morning Snack, Lunch, and Afternoon Snack boxes for each client. Calculate Meals can fill those boxes in from the center's configured meal times plus the attendance times already recorded for the day.
It fills the boxes for review — nothing saves automatically. Staff look the day over and save it themselves, so the meal count on file is one a person approved.
Read about meal tracking and CACFP →Less double entry
The same daily record staff saved for attendance helps produce the meal count — instead of re-keying the day into a separate meal sheet.
From Attendance to Claims
Attendance is Where Billing Starts
Saving a client's attendance creates the claim as Pending — no re-entry and no import step. From there, the Claim Center carries the same record through scrubbing, submission, reports, and reconciliation.
ElderSuite submits electronic claims through the Availity and TMHP clearing houses, which route them to the payers — and the payers determine adjudication and payment.
See ElderSuite Adult Day Care Billing Software →The Claim Center
Scrub Claims — catch errors before anything is submitted
Process Claims — build and upload 837P claim files
View Reports — download and review clearinghouse responses
Reconcile Claims — track claim statuses through payment
Billing Safeguard
The Service Record is Protected Once Billing Begins
While a day's claim is still Pending — or has no status yet — staff can enter and correct that client's attendance times freely.
Once the claim moves beyond Pending, the attendance time cells for that client and service date become read-only. The times a claim was calculated from can't quietly drift after the claim has gone out. If a correction is genuinely needed, setting the claim back to Pending in the Claim Center re-opens the day.
Per client, per day
The protection follows each client's claim — on the same screen, one row may be locked while the next is still open. Records stay exact without getting in the way of the day.
Reporting
Reports Come from the Record you Already Saved
There's no separate attendance spreadsheet to maintain. Reports read the stored service records — the same days staff recorded and saved — including, among others:
Attendance Calendar
A month of attendance at a glance.
Attendance Summary
Totals across clients and date ranges.
Weekly Attendance Record
The week's recorded times, client by client.
Client Absence Report
Who wasn't there, and when.
Daily Transportation Record – Form 3682
The day's printable transportation log.
Purpose-Built
Client Attendance Software, Not a Punch Clock
ElderSuite is designed for adult day care client attendance and service documentation — not employee payroll tracking. There's no payroll time clock, no GPS vehicle tracking, and no browser, macOS, or mobile app. It's a Windows desktop application built around how adult day centers actually document, report, and bill a service day.
Read the complete guide to adult day care software →The Connected Record
Why One Connected Attendance Record Matters
Less Duplicate Entry
The day is recorded once and reused everywhere it's needed.
Times and Billing Stay Connected
Claims carry units calculated from the documented day.
Routes Feed the Same Record
Route sheets and scanned times land in the day, not in a side system.
Meals Reuse Attendance
Calculate Meals starts from times already on record.
Reports Read the Saved Record
No separate attendance spreadsheet to keep in sync.
Billing Starts Where the Day Ended
Saving attendance creates the Pending claim automatically.
See How ElderSuite Handles a Real Service Day
Track attendance, transportation, calculated units, reports, meals, and claims without recreating the same service day in separate systems. Free for 30 days — no credit card required.
