How it works

One record, from the door to the claim.

Adult Day Genie follows the way a center already runs. Check-in starts a permanent record, the day adds to it, families hear about it at pickup, and reviewers and payers get it as an export. Setup takes one sitting, not a project.

See it in 15 minutes View published pricing

What changes, and what does not.

The day keeps its shape: arrivals, the program, pickup, closing. What changes is where the information lands, and whether it can be rewritten.

  • Today: A paper sign-in sheet at the door, initialed by whoever is nearby
    With Adult Day Genie: A tablet at the door. Staff tap a name; face confirms with consent, or manual check-in. Time-stamped and attributed.
  • Today: Binders for care plans, a drawer for forms, a clipboard for activities and meals
    With Adult Day Genie: One member record. Care plans, forms, activities, meals, and notes are completed on it during the day.
  • Today: Correcting a mistake means white-out, a new sheet, or an edited cell
    With Adult Day Genie: A correction is appended with its own timestamp. The original stays visible. Nothing is deleted.
  • Today: Family updates from a staff member’s personal phone, with no record
    With Adult Day Genie: Day summaries sent from the center account to authorized contacts, with a history of what was sent.
  • Today: Attendance retyped from the sheet into a billing portal each month
    With Adult Day Genie: 837P claims generated from the attendance record and validated against it before submission.
  • Today: A records request means rebuilding weeks from paper
    With Adult Day Genie: Export a date range. Times, method, staff, and correction history come with it.

A day with Adult Day Genie

Four moments. Each one adds to the same participant record, so the end of the day is not a second shift of paperwork.

Arrival · 9:02 AM

Check-in starts the record

Expected members are already on the screen. Staff tap a name. If the member or their guardian has consented to face confirmation, the camera confirms it; otherwise staff record a manual check-in. Manual check-in never blocks the door.

  • Time-stamped and attributed to the staff member
  • Consent status kept on the member profile
  • Absence notes when someone expected does not arrive
Attendance & check-in

Illustrative product view

Attendance · Front desk

Checked in

22 / 24

MJSTRK

Today’s roll call

  • MJ

    Margaret J.

    In · 8:42a

    Present
  • ST

    Samuel T.

    In · 8:55a

    Present
  • AL

    Anna L.

    Not arrived

    Pending
  • RK

    Robert K.

    In · 9:01a

    Present

During the day

Everything lands on the same member record

Care plan tasks, forms, activity participation, meal counts, and notes are recorded by the staff providing the service, against the members who are actually present. Nothing is copied into a second log at the end of the day.

  • Care plans and custom forms completed in the room
  • Activities and meals planned around real attendance
  • Dietary flags visible to the staff who need them
Daily operations

Illustrative product view

Care plan · Margaret J.

Active goals

Mobility · 2× daily walks

PT notes synced · due review Fri

Nutrition · hydrate 48 oz

Intervention: offer cup every 2h

Progress note

Participated in morning exercise; mood bright. No concerns.

RN Davis · 10:30 AM

Pickup · 3:31 PM

Families hear about the day

Staff open the member, choose what to include, and send a day summary to an authorized contact. It draws on what was already documented, so no one retypes the day into a text message. The center keeps the history.

  • Only contacts authorized on the profile
  • Sent from the center, not a personal phone
  • Private care notes stay on the record
Family updates

Illustrative product view

Family portal · The Lee family

Today’s update

Art class — watercolor landscapes. Great focus today!

Posted 2:15 PM · Staff

Messages

Will Dad need lunch packed tomorrow?

Yes — we’ll have his usual ready. Thanks!

End of day · and billing day

The record is complete, exportable, and billable

The director confirms the attendance report matches the room. When a payer or reviewer asks later, the export is a date range. With the Billing add-on, 837P claims are generated from the same record and validated before they leave the building.

  • Exports in CSV and PDF, correction history included
  • Claims checked against attendance line by line
  • 1% of each claim’s billed amount, with the Daycare plan
Medicaid billing

Illustrative product view

Billing · Medicaid claims
Service dateUnitsStatus
Mar 126Submitted
Mar 116Paid
Mar 105Review
Auth remaining142 / 180 units

Who does what

Each person sees the next useful action for their role, not every setting. Individual logins mean every entry shows who made it.

  • Front desk

    Today’s expected members, the check-in screen, and who is in the room. Tap a name, confirm, done.

  • Aides and activity staff

    The daily calendar, participation, meal counts, and the notes they are responsible for. One screen, their members.

  • Nurse or program director

    Care plans, forms, the full member record, and the attendance report at the end of the day.

  • Owner or administrator

    Operational reports, exports for reviewers, member and authorization details, and staff accounts.

  • Billing

    837P claims built from attendance, validation flags per line, and the documentation behind each claim.

  • Authorized families

    A day summary at pickup. Nothing to install, nothing to log into.

When a reviewer asks

A records request is a date range, not a reconstruction.

  1. 1

    A request arrives

    A plan, a state reviewer, or an auditor asks for attendance documentation for a date range and a list of participants.

  2. 2

    Export the range

    Staff select the dates and members. The export shows presence, arrival and departure times, how each entry was recorded, and by whom.

  3. 3

    Corrections come with it

    Every correction is in the history with the original entry it replaced. The reviewer sees what changed and when, not a clean rewrite.

In a February 2026 New York Comptroller audit, $672,147 in claims at three SADC facilities was disallowed for lack of adequate sign-in records. The software produces the record; the reviewer decides.

What an attendance record should include
Illustrative correction trailAppend-only

Attendance record

Tuesday, August 14

№ 2026-0814

  • 7:58 AMDoors openKiosk ready
  • 8:03 AMDorothy M.Checked inFace-verified
  • 8:07 AMHarold J.Checked inFace-verified
  • 8:11 AMRosa P.Checked in · staff-verifiedManual
  • 8:19 AMWalter B.Checked inFace-verified
  • 9:02 AMRosa P.Correction appended — original entry preserved

Append-only — entries are never overwritten or deleted

Getting started takes one sitting

The setup order that works best: team first, then members, then the check-in device, then your first day of attendance.

  1. Step 1

    Sign the agreement and get your account

    Every center starts with a HIPAA Business Associate Agreement and a month-to-month plan with no setup fee. Adult Day Genie is a web application at app.adultdaygenie.com; there is nothing to install.

  2. Step 2

    Add your team

    Create an account for each staff member who will record attendance, complete forms, or send family updates. Individual logins matter: every entry shows who made it.

  3. Step 3

    Import your members

    Bring your current roster with contact details and authorized contacts. The team helps import it so day one starts from your real member list, not blank profiles. Consent for face check-in is captured on each profile.

  4. Step 4

    Set up the check-in device

    Place a tablet or computer near the entrance and open the check-in screen. Any modern browser works. Face check-in never blocks the door: manual check-in is always available.

  5. Step 5

    Run your first day

    Check members in as they arrive, record the day from the dashboard, check members out, and open the attendance report. From the first entry, the record is append-only.

What the 15-minute walkthrough covers

No slide deck and no contract at the end. Bring your current process and we will show where it fits.

  • How your current sign-in sheet maps to the attendance record
  • What staff see at the door and on the dashboard
  • What an attendance export and, if relevant, an 837P claim look like
  • Your monthly total, calculated from published pricing before you decide
Book a walkthrough Read the setup guide

Support that understands adult day

Questions during setup go to people who know how a center runs. Email support@adultdaygenie.com or use the Help Center for step-by-step guides on check-in, members, forms, family updates, reports, and billing.

Setup fee
$0
Contract
Month-to-month
Install
None (web app)
Check-in methods
Face with consent, or manual
Your data
Exportable any time, CSV and PDF

Getting started questions

What directors ask before the first day.

How long does it take to get started with Adult Day Genie?

A center can go from a new account to a working day in one sitting: add staff, import members, set up the check-in device, and run the first day. The team helps import your existing member information so you do not start from blank profiles.

Do we need to install anything?

No. Adult Day Genie is a web application at app.adultdaygenie.com. Any modern browser on a tablet or computer works for check-in and for the dashboard.

What training do staff need?

Check-in is tap a name, confirm, done. The dashboard shows the next useful action rather than every setting. If your staff can use the photo app on their phone, they can run the day. Support comes from people who understand adult day operations.

What if a member does not consent to face check-in?

Staff check them in manually. Face confirmation always requires consent, and manual check-in is available for every member, so declining never blocks service. The manual entry is time-stamped and part of the same permanent record.

Can we keep our existing paper process during the transition?

Yes. Many centers run the tablet alongside the paper sheet for the first days and compare the attendance report to the sheet at closing. Once the report matches the room, the sheet can go.

What happens to our records if we leave?

Plans are month-to-month. Attendance and documentation can be exported by date range at any time, in CSV and PDF, with the correction history included.

Can we start with attendance only?

Yes. The Attendance plan is $99 per month and replaces the paper sign-in sheet. The Daycare plan ($299 per month for up to 100 members) adds care plans, forms, activities, meals, family updates, and reports on the same record. Billing is an add-on at 1% per claim.

Is there a contract or setup fee?

No setup fee. Every plan is month-to-month.

What happens during the 15-minute walkthrough?

You bring your current process; we show where each part of it lands in Adult Day Genie. No slide deck. You leave with your monthly total from published pricing and a clear picture of what changes for staff.