Why entering a pickup time is more powerful than you think.


Introduction

If you’re manually calculating units and building claims from scratch, you're missing out on one of ElderSuite’s most powerful features: Attendance & Transportation Automation.


This feature does more than log daily times—it drives unit calculation, claim generation, and even affects compliance reporting. And all it takes is entering accurate attendance records.


The Hidden Engine Behind Your Claims

When you enter pick-up and drop-off times for a client, ElderSuite isn’t just storing that data—it’s using it to:

  • Calculate the number of units for the service date

  • Determine whether the client qualifies for billing that day

  • Trigger automated claim creation

  • Populate the correct procedure codes based on your payment type settings

  • Feed data directly into reports and audits

This means your billing accuracy, reimbursement timeline, and reporting integrity all depend on getting this step right.


Where to Go:

You’ll manage this in the Client Center under Attendance & Transportation Records.


From there:

  1. Choose the Date of Service

  2. Select the appropriate Route

  3. Enter Pick-Up and Drop-Off times

  4. ElderSuite will display the calculated Units of Service in real-time

  5. Click Save & Close

If no times are entered, no units will be calculated—and no claim will be generated.


Best Practices for Reliable Automation

  • Enable Time Validation
    Prevents saving incomplete or invalid entries, such as a missing drop-off time.

  • Don’t skip a field
    The first Pick-Up and last Drop-Off times are required to trigger unit calculations. The others are optional

  • Define Units in Payment Types
    In the Manage Payment Types window, configure how many hours = 1 unit (e.g., 1 Unit = 3 hours). This ensures ElderSuite calculates units correctly for each payer.


Pro Tip: Watch for Silent Failures

If you enter only one time (e.g., Pick-Up but no Drop-Off), the system flags the row but does not save the entry. There’s no error pop-up—it simply won’t store the record or generate the claim. Always double-check for validation icons.


Why This Matters

This small, daily task is what powers the entire billing engine. When done right, ElderSuite ensures:

  • Fewer claim rejections

  • Faster reimbursement

  • Less time spent troubleshooting billing issues

  • Built-in support for audits and recordkeeping


Final Reminder

If you’re still entering claims manually—or correcting them after the fact—you’re working harder than you need to. The Attendance & Transportation module was built to eliminate that effort.


Need help reviewing your setup or training your team? Visit support.eldersuite.com or schedule a one-on-one training session. We’re always here to help.