How to Manage Provider Documents in ElderSuite

📝 Overview

Provider Documents keeps the center’s own paperwork—licenses, agreements, inspection records, insurance certificates, and policies—in one place on the ElderSuite Document Server so staff can open them from any workstation at the center.

ElderSuite serves adult day care centers nationwide.

Open the list from Provider Center → Manage Provider Documents. The window title is Provider Documents. The list shows each file’s Title, Description, Date Added, and Size.

This is not an individual employee’s file drawer. Staff personnel files belong in Employee Documents, opened from Manage Employees. For scanning into Client Documents, Employee Documents, and Provider Documents in one Guide, see How to Scan Documents into ElderSuite. Signing a paper record and filing that signed copy is a different command—see How to Use Sign & Sync in ElderSuite.

⚙ How It Works

1. Open Manage Provider Documents

Open Provider Center from the ElderSuite main menu and click Manage Provider Documents.

For a Limited Access sign-in, the button is enabled only when the Provider Documents permission is granted on the employee record. Permissions are read at sign-in, so sign out and back in after the permission is granted. A Full Access user can open the window without that permission.

If Provider Documents is already open, ElderSuite brings that window forward instead of opening a second copy.

2. Scan or Attach a Document

Click Local Files to attach a PDF already saved on the computer. The file picker offers PDF files only.

Click Scanner to open the ElderSuite Scan Manager already pointed at provider documents. Scan the pages you need; when a file is produced, it returns to Provider Documents.

ElderSuite then opens Provider Document Details so you can enter a Title and, when useful, a Description, then click OK. You can pick a suggested title such as Provider Agreement, License / Certification, or Fire Inspection Report, or type your own name (up to 50 characters). Description is optional (up to 250 characters).

Enter a clear Title so other users can identify and find the file later. The document appears as a new row in the list. It has not yet been stored in ElderSuite.

3. Click Save & Close

Click Save & Close to send newly added files to the ElderSuite Document Server and store the list changes with the provider record.

Until you click Save & Close, added documents, title or description edits, and removals stay only in this window.

If you click Delete, ElderSuite asks Are you sure you want to remove this file? before taking the row off the list. A previously stored document is not removed from ElderSuite until you click Save & Close. If you removed the wrong file, click Cancel (or answer No at the save prompt) so the removal is discarded and the document stays on the server.

4. Find and Open a Document

Use Find to search the list by typing part of a Title or Description, then click the find button beside the box. Click again to clear the search.

To open a document, select it and click View, or double-click the row.

Title and Description can also be typed straight into the list. Date Added and Size are filled by ElderSuite when the document is added and cannot be edited.

✅ Important Limitations

Local Files accepts PDF files only.

A PDF added with Local Files without a Title is not added to the list.

A document returned from Scanner can remain on the list with a blank Title, so review the Title column before you save.

Provider Documents holds the center’s own paperwork. It is not the place for an individual employee’s personnel file—use Employee Documents from Manage Employees for that.

Nothing on Provider Documents is stored in ElderSuite until you click Save & Close.

On the Add From bar, the buttons read Local Files and Scanner.

⚠ Give Every Document a Title

Every provider document should have a clear, descriptive Title.

Without a Title, a PDF chosen with Local Files does not stay on the list. A scanned document can keep a blank Title, which makes the file hard to find later.

After you enter the Title, click Save & Close on Provider Documents to store the document.

🔐 Privacy & Security

When you scan or attach a document, ElderSuite first creates a working copy on the computer.

Clicking Save & Close transfers the file and stores it with the provider record on the ElderSuite Document Server. Until you save, the new document has not been stored in ElderSuite.

Provider documents can include licenses, insurance, and other sensitive center records. Confirm you opened Manage Provider Documents before scanning or attaching a file, and limit access through ElderSuite permissions and your center’s policies.

💡 Need More Help?

For step-by-step assistance, click Ask Eddie from within ElderSuite.