Member profiles are the backbone of the daily record: attendance, forms, care notes, and family updates all attach to them. A few minutes of accurate setup per member pays off every day after.
Member profiles
Create a profile for each member with their name, photo, contact details, and program information. If the member (or their guardian) consents to face check-in, record that consent on the profile; members without consent use manual check-in, which is always available. Profiles are where staff land when they need context during the day, so enter the details your team actually reaches for — mobility notes, dietary needs, and who to call first.
Contacts and authorizations
List each member's contacts and mark which ones are authorized to receive updates about care. This matters for two reasons: family updates in Adult Day Genie go only to authorized contacts, and staff answering the phone can see at a glance who they may talk to. Review authorizations whenever a family situation changes.
Working with care plans
A care plan in Adult Day Genie is a working document, not a filing-cabinet artifact. Keep it short enough that staff read it, specific enough that a new aide could follow it, and current enough that it reflects the member in front of you.
- State goals in plain language staff can act on during the day.
- Note the observations staff should record — the care notes feed reports later.
- Review plans on a regular schedule and after any significant change.
Daily documentation against the plan happens through forms and care notes, which stay attached to the member's record.
When a member leaves or returns
When a member stops attending, mark them inactive rather than deleting anything — their attendance history, forms, and notes remain part of the center's record, which is exactly what a payer or reviewer expects to see. If the member returns, reactivate the same profile so their history stays in one place. Two members can share a name, so always work from the profile (with its photo) rather than from a name on a list.