Adult Day Care Documentation Software
Adult Day Care Documentation Software
Keep client records, assessments, nursing documentation, and scanned paperwork organized in one system — filed with the client each record belongs to, and printed on the official forms when someone needs to see them.
Free for 30 days. Full version. No credit card required. No contracts.
One Client Record
Documentation That Stays With the Client
Client records with supporting documents attached
Assessments saved once and printed on the official forms
Nursing notes, physician's orders, medications, diagnoses and treatments
Signed paperwork scanned back to the record with Sign & Sync
The Client Record
Client Records and the Documents That Support Them
Every client has one record in the Client Center — demographics, alerts, the intake check list, and the assessments completed for that client. Client Documents attaches scanned and electronic paperwork directly to that record, so intake forms, signed authorizations, and correspondence stay with the client they belong to instead of in a separate filing system.
Each document is listed with a title, description, date added, and size. Staff can search the list, open a document to read it, add more from a file on the computer or straight from a scanner, and remove what's no longer wanted. When a client's supporting documentation is requested, it's on the client's record.
Read the guide to organizing adult day care records →Client Assessments
Adult Day Care Assessments, On File and On Form
The Client Center keeps the client-side assessments together: Social History Assessments, Case Information (Form 2067), and Monthly Activity Assessments. Staff select the client, fill in the assessment, save it to the ElderSuite database, and print it onto its official form when a signed copy is needed.
Each assessment type has its own list showing what's on file for every client, so it's easy to see what has been completed. What your state, payer, or program requires — and how often — is your center's call; ElderSuite keeps the records organized so your team can follow the schedule that applies.
Read the guide to staying organized on assessments →Sign & Sync
Print the assessment, collect the signature, then scan the signed page straight back onto the assessment record. The signed copy is kept with the client's documents — not in a drawer.
How Sign & Sync works →Official forms, filled from the record
ElderSuite fills the official documents from what nurses enter — the Health Assessment & Service Plan (Form 3050), the Physician's Order (Form 3055), and the Monthly Nursing Assessment printed on Form ES3500 — so the paperwork matches the record behind it.
Nursing Documentation
The Clinical Record, Kept in the Nursing Center
The Nursing Center is where nurses keep the clinical record: Health Assessments and Service Plans (Form 3050), Monthly Nursing Assessments (ES3500), Nursing Notes, vital signs, and the two documents a physician signs — the Physician's Order (Form 3055) and the Physician's Standing Order (Form ES3056).
Medications, diagnoses, and treatments are shared records rather than retyped lists. A medication added while completing a Health Assessment, a Physician's Order, or a Monthly Nursing Assessment updates the client's medication list wherever it appears — and prints on the Medication Profile when a current list is needed.
Read the adult day care nursing documentation guide →Recurring Documentation
Assessments That Come Back Around on Schedule
Health Assessments, Monthly Nursing Assessments, and Activity Assessments can be set up as recurring records. Staff pick the schedule, and the recurring record carries its next due date — so routine documentation doesn't depend on someone remembering.
Make Recurring
Turn an assessment on file into a recurring record with a schedule attached, straight from the assessment window.
Copy or Convert
Keep the finished assessment exactly as it is and create a duplicate to carry the schedule — or convert the open record itself.
Next Due Date
The recurring record stores how often it repeats and when the next one is due, and wears a green Recurring Transaction badge.
Your Schedule
ElderSuite doesn't decide how often an assessment must be renewed — your state, payer, and program do. Staff set the schedule that matches those requirements.
Service-Day Documentation
The Service Day Is Documented, Too
Documentation doesn't stop at assessments. Attendance & Transportation Records documents each service day — one record per client per service date, with the pickup and drop-off times staff recorded. Printable route sheets (Daily Transportation Record – Form 3682) and the weekly Attendance Record (Form 3683) come from those same records.
Attendance has its own dedicated workflow in ElderSuite — scheduled times, quick check-in, and scanned handwritten route sheets — covered in full on its own page.
Explore ElderSuite Adult Day Care Attendance Software →One record, many uses
The attendance record that documents the service day is the same record reports and billing read — recorded once, not copied between systems.
Documentation and Billing
Claims Trace Back to Documented Care
Saving a client's attendance creates the claim as Pending, so every claim starts from a documented service day, with units calculated from the recorded times.
From there, the Claim Center carries the same record through scrubbing, electronic submission, clearinghouse reports, and reconciliation — a billing workflow with its own dedicated page.
Explore ElderSuite Adult Day Care Billing Software →Records that stand behind the claim
Attendance record — the documented service day behind each claim
Physician's Order (Form 3055) — the order authorizing services, on file
Health Assessment & Service Plan (Form 3050) — the client's plan on record
Claim history — each claim tied to its client and service date
Documents & Scanning
Scan Paperwork Straight Onto the Record
The ElderSuite Scan Manager scans paper directly onto the record it documents — client documents, employee documents, provider documents, and signed assessments. Documents can also be attached from files already on the computer.
Document files are stored on the ElderSuite Document Server and listed on the record with a title, description, date added, and size. It's document management built around your center's records — not a general-purpose cloud drive.
See how document scanning works →Beyond client records
Employee and provider records have the same Manage Documents workflow, so personnel files and center paperwork stay organized the same way client documents are.
Reports & Printable Records
Print the Record When Someone Asks for It
The Report Center gathers every report and printable form in ElderSuite in one place — provider, client, nursing, and nutrition reports that read the records your team has already saved.
Assessments on Official Forms
Social History, Form 2067, Form 3050, and the ES3500 print from the records on file.
Print by Date Range
A month of Activity or Monthly Nursing Assessments in one combined document.
Medication Profile
Every medication on file for a client, as a printed list.
Diagnosis Profile
The client's diagnoses with ICD codes and status — active first.
Physician's Orders
Form 3055 and standing orders (Form ES3056) print from the order itself.
Purpose-Built
Documentation Software Built for Adult Day Care
ElderSuite is a Windows desktop application built specifically for adult day care and adult day services providers. The assessments, nursing records, and forms above are the ones adult day centers actually keep — built around adult day care, not adapted from another care setting. Requirements differ by state, payer, and program, so ElderSuite organizes the documentation while your team follows the rules that apply to your center.
Read the complete guide to adult day care software →Organized Records
Why Keeping Documentation in One System Matters
Filed With the Client
Documents attach to the client record they support — no separate filing system to cross-reference.
Signed Copies on File
Sign & Sync keeps the signed page with the assessment it belongs to.
Printed From the Record
Official forms are filled from the record, so the paperwork matches the data behind it.
Shared, Not Retyped
Medications, diagnoses, and treatments update everywhere they appear.
On Schedule
Recurring assessments carry their next due date, so routine documentation comes back around.
Ready on Request
When supporting documentation is requested, staff pull it from the record — not from a paper hunt.
See Your Center's Documentation in One Place
Keep client records, assessments, nursing documentation, and scanned paperwork organized in one system — free for 30 days, full version, no credit card, no contracts.
