How to Record Attendance and Transportation Times in ElderSuite

📝 Overview

Attendance & Transportation Records stores each client's pickup and drop-off times for one service date. Those saved times support the daily attendance record, meal calculations, and claim workflow.

Open it from the Client Center. The screen shows one service date at a time, with one row per client.

On the attendance grid, ElderSuite calculates Units from the paired pickup and drop-off times using the unit definitions on the client's Payment Type. Billing staff can later adjust the calculated Units value when an eligible claim is edited from Scrub Claims.

For the broader billing workflow, see Adult Day Care Billing Software.

Print opens Transportation Records - Form 3682, the printed daily transportation sheet. Completed Form 3682 sheets can be read back into this grid through the separate Scan Times workflow.

⚙ How It Works

1. Open Attendance & Transportation Records

Open Client Center → Attendance & Transportation Records.

Set the Date to the service day you are recording. Changing the date loads the clients and any saved attendance for that day.

Leave Selected Route empty to see all clients, or choose a route to work with clients assigned to that transportation run.

2. Enter Pickup and Drop-Off Times

Enter the service times in the attendance grid. ElderSuite calculates the Units value from the paired times and the client's Payment Type.

The first Pick Up and final Drop Off represent the outer service interval. The two middle times can be used when a client leaves during the day and later returns.

Use Use Scheduled Times to copy the client's scheduled weekday times onto every row shown. Use Quick Check-In (a toolbar button, also available with F8) to stamp the current time for one client at a time: it fills the focused empty time cell on the selected client's row, or the next time that client's day needs — the first Pick Up, then the second Pick Up, then the final Drop Off. It never overwrites a time already entered, and a client with an arrival but no departure yet is saved and shown highlighted as a day in progress until the departure is entered.

Invalid or unpaired times do not create valid attendance.

3. Save the Service Date

Click Save & Close to store the day's attendance and transportation times.

Saving attendance creates or updates the associated daily claim while it is in its editable stage. Before that claim can be submitted through the supported billing workflow, open Scrub Claims, run Scrub & Fix, resolve every scrub error, rerun the scrub until it is error-free, and save the scrubbed claim. Then continue to Process Claims.

If Meal Records uses the same service date, the saved attendance times are available to the meal workflow, including Calculate Meals.

4. Print or Scan Form 3682 When Needed

Use Print to open Transportation Records - Form 3682 for the selected service date.

If the center records transportation times on the printed sheet, use Scan Times to read the completed Form 3682 back into Attendance & Transportation Records for review before saving.

✅ Important Limitations

Units on the attendance grid are calculated from recorded service times and the client's Payment Type. The attendance grid is not where billing staff manually type the Units value.

When an eligible claim is opened from Scrub Claims → Edit Claim, the calculated Units value can be adjusted manually when needed.

Attendance times become read-only after the associated claim moves beyond Pending.

Use Scheduled Times applies to the configured weekday schedule and does not replace review of the actual service times.

A blank row indicates that no attendance times have been recorded for that client on the selected service date.

Turn on Time Validation when you want ElderSuite to flag incomplete pickup and drop-off pairs while you work. Correct or clear invalid time combinations before saving.

💡 Need More Help?

For help entering, reviewing, or correcting attendance times, open Ask Eddie inside ElderSuite.