Scan, upload, and manage client, staff, and provider documents in one place—with built-in security and HIPAA compliance.

Introduction

Managing paper records in adult day care isn’t just inefficient—it’s risky. Whether it’s a missing license, an expired training certificate, or an unsigned care plan, one overlooked document can derail compliance and increase liability.


That’s why ElderSuite includes a built-in Scan Manager and complete document management system—so you never have to worry about where your critical records are again.

The Problem with Paper

Traditional paper filing systems are:

  • Time-consuming to maintain

  • Difficult to search

  • Prone to misplacement or accidental deletion

  • Risky during audits or inspections

  • Not secure or compliant with HIPAA by default

Even digital folders (like scanned PDFs saved to desktops or shared drives) quickly become disorganized and hard to manage across multiple staff.

The ElderSuite Solution: Built-In Document Management


With ElderSuite’s Scan Manager and structured document categories, you can:

1. Scan Documents Directly into ElderSuite

Use any TWAIN-compatible scanner to scan files right into the system. No need to save to your desktop or rename files manually.

2. Upload PDFs from Your Computer

Already have files saved digitally? Just upload them into the correct section of ElderSuite with a couple of clicks.

3. Organize by Category

Documents are automatically grouped by role:

  • Provider Documents: Licenses, insurance certificates, compliance forms

  • Employee Documents: Background checks, training logs, HR files

  • Client Documents: Care plans, assessments, ID cards, service agreements

This ensures every file is stored in the correct place and tied to the right person.

4. Search and Filter Quickly

Use the built-in search fields to find documents by title, date, or description in seconds—no digging through folders.

5. Preview, Print, or Delete

Open any document from the system, print it for review, or permanently delete it if no longer needed.

Centralized. Secure. Compliant.

Every document stored in ElderSuite is:

  • Encrypted at rest and during transmission

  • Backed up automatically

  • HIPAA-compliant by design

“When the auditor asked for training certificates, we pulled them up on-screen. No binders. No digging. No panic.” — Program Director, ElderSuite User

Where to Find It

Access document management through the appropriate modules:

  • Provider Center for provider and employee documents

  • Client Center for client/patient documents

Each section includes its own Manage Documents screen with a sortable document list, upload controls, and scan options.

Final Thoughts

Whether you're preparing for an inspection, onboarding a new employee, or simply trying to stay organized, ElderSuite makes document management painless.


With everything in one place—secure, searchable, and ready when you need it—you can stop worrying about paperwork and focus on care.

Ready to Ditch the Filing Cabinet?

Try ElderSuite free for 30 days and see how easy it is to manage documents the smart way.


Visit www.eldersuite.com to get started.