Open Monthly Activity Assessments in the Client Center, record how the client participates, and print Form ES2500 for the chart. Set it to recur so next month's copy is waiting at sign-in.
The Activity Assessment is Form ES2500 in the Client Center. It records how one client participates in center activities for the month, making it easy to keep a dated assessment with the client’s chart.
This is not a Monthly Nursing Assessment. The Monthly Nursing Assessment is the four-page Form ES3500 in the Nursing Center. This is also not a Nurse's Note. The Activity Assessment has its own button: Monthly Activity Assessments in the Client Center.
Open Monthly Activity Assessments. The Activity Assessment List shows clients on the left and the highlighted client's assessments on the right.
Work through Observations on Attitude and Social Interests and General Observations. Every rating uses the same five choices, so the month-to-month record reads consistently. Print the assessment onto Form ES2500 for the client file, or create a recurring template for future assessments.
Open the Client Center from the ElderSuite main menu and click Monthly Activity Assessments.
Highlight the client you want. The right side shows only that client's records, so you are always looking at one person at a time. Set View to All Clients when you need someone who is no longer attending.
The right side has two working tabs. Activity Assessments holds the client's ordinary, non-recurring assessment records. These are not necessarily completed records because the 18 ratings are optional. Recurring Activity Assessments holds the pre-filled templates and their schedules. Print is unavailable while that tab is selected.
For a Limited Access user, Monthly Activity Assessments is unavailable unless that user has permission to edit Activity Assessments. The button is not broken; the appropriate permission must be enabled before the list can be opened from the Client Center.
You can also open the same list from Report Center by choosing Activity Assessment - Form ES2500.
Click Add New to open the Activity Assessment for the highlighted client. Click Edit, or double-click a row, to open an existing one.
A new assessment opens with the client already set, Date set to today, Print Later selected, all 18 ratings blank, and No selected for the routine-and-patterns question.
If Add New does nothing, the client list on the left is empty. ElderSuite does not show a message. Set View to All Clients if the person you need is no longer attending. An assessment cannot be added until a client is on that list.
Work through the two blocks. Observations on Attitude and Social Interests covers how the client relates to peers and staff. General Observations covers participation in the activities the center runs. Each rating offers Excellent, Fair, Good, Needs Improvement, and Not Applicable.
Only the client and a complete date are required. The 18 ratings, routine-and-patterns answer, changes, and recommendations are optional, although staff should complete every field needed for an accurate current assessment.
Answer whether the client's routine and patterns have stayed the same. A new assessment opens showing No. If the routine and patterns have remained the same, switch the answer to Yes. If they have not remained the same, leave or select No and document the changes and recommendations as appropriate.
Only one Activity Assessment can be open at a time. If another is already open, the list closes it first.
After the first successful save, Select Client is locked. A saved assessment cannot be moved to another client.
Save & Close is the normal way to save the assessment and return to the list.
Print can also save changes. If the open assessment has unsaved changes, ElderSuite asks whether to save the changes and print. Choose Yes to save and continue printing. Choose No to cancel the print without saving those changes.
Save & Close and Print both require a client in Select Client and a complete Date. If either is missing, nothing is saved or printed. ElderSuite does not show a message, and the window stays open.
Printing the open assessment produces a completed Form ES2500 in the report viewer. Print Later is cleared after a successful print. The printed form is flattened, so it cannot be typed into afterward. If something needs correction, edit the assessment record and print it again.
From the list, with the Activity Assessments tab showing, the Print menu offers three choices:
Print by Date Range prints the assessments that already exist for the period. It does not identify clients who are missing an assessment.
If ElderSuite reports Missing Files and asks you to reinstall ElderSuite, the blank Form ES2500 file is not on that computer. The assessment you already saved is still there. Reinstall ElderSuite so the form can print.
Keep the printed Form ES2500 with the client's file.
A recurring Activity Assessment is a pre-filled template. Click Make Recurring, choose Monthly or Yearly, and set a Next Due Date of tomorrow or later. After a schedule exists, the same button reads Edit Recurring Schedule.
When a recurring Activity Assessment becomes due, ElderSuite asks permission at sign-in to create it. If staff choose Yes, the generated assessment inherits the ratings, notes, and other fields from the recurring template. ElderSuite then calculates and schedules the template's next due date.
The generated assessment is a starting point, not a finished record for the current month. Staff must open it, review every inherited entry, and update the ratings, notes, routine-and-patterns answer, recommendations, and any other fields needed for the current month.
When setting up the recurrence for the first time, ElderSuite asks whether to Copy or Convert.
Copy preserves the original assessment and immediately creates a separate recurring template with the selected schedule.
Convert permanently turns the original assessment into the recurring template. The original leaves the Activity Assessments tab, its date moves to the selected next due date, and the open assessment must be saved for the conversion to be stored. Convert cannot be reversed from this screen. If you want to keep the original assessment as an ordinary record, choose Copy.
A green Recurring Transaction banner appears on a recurring assessment. The Date on that record shows the next due date.
ElderSuite does not have a summary or checklist report identifying which clients are missing an Activity Assessment for a particular month.
Print by Date Range produces all assessments that already exist within the selected period, across all clients, but it does not list clients who have no assessment in that period. To find missing assessments, review the client records individually.
None of the 18 ratings is required. An assessment with blank ratings can be saved and printed as a partly completed Form ES2500.
A saved assessment cannot be moved to another client.
Print is unavailable on the Recurring Activity Assessments tab.
Convert permanently turns the original assessment into the recurring template and moves its date to the selected next due date.
If Save & Close or Print appears to do nothing, the client or the Date is incomplete. Fill in both and try again. ElderSuite does not show a message.
Important: If the assessment window is closed while the client or complete date is missing, ElderSuite closes without asking whether to save. Any unsaved entries are lost. Select the client, enter a complete date, and save before closing the window.
For step-by-step assistance, click Ask Eddie from within ElderSuite.
ElderSuite is adult day care software for attendance, Medicaid billing, nursing documentation, and CACFP. You can try it free for 30 days.
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