Waiversoft
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Every consumer's record, in one place

Consumer record software for APD providers

Waiversoft keeps one record for each person you serve: their details, APD documents, service authorization, visits, notes and incident reports. You see what's missing or about to expire before a Qlarant reviewer does.

Part of every Waiversoft plan · See pricing

MB
Marcus Bell
Consumer · Personal Supports, Life Skills 1
Audit-ready
OverviewDocumentsAuthorizationVisitsIncidentsCare team
Documents
12/12
Units left · Oct
86
Mon 9:00 AM – 1:00 PM
Personal Supports · Angela Morris
Upcoming
Wed 2:00 PM – 5:00 PM
Life Skills 1 · Denise Carter
Upcoming

How it works

Built around the APD consumer record

Everything a reviewer asks to see about a person, kept current while your team does the daily work.

One record per person

Everything about the person, a tab away

Open a consumer and the whole file is there: an overview, their document sections, the authorization, incident reports, past visits with their notes, upcoming shifts and the care team. The details your claims need, like Medicaid ID, APD consumer ID, date of birth, diagnosis and region, are entered once and reused.
  • An overview with readiness, upcoming shifts and units left
  • Past visits with each visit's note, and upcoming shifts
  • A care team: assign caregivers before any shift exists
Eleanor Whitfield
Overview
Consumer records
Authorization
Incident reports
Visits
Notes guidelines
Care team
Claim details
Medicaid ID
•••• 4821
APD consumer ID
•••• 0937
Date of birth
04/12/1991
Region
Southeast
Diagnosis
F84.0
Status
Active
Approved visit area set around the home

APD documents

The APD checklist, already built in

Each consumer starts with the APD document checklist for your provider type (agency, solo provider or qualified organization), following Qlarant's lists. Upload a PDF or photo into its slot and Waiversoft tracks the expiration date: amber 30 days before, red after. Not sure what belongs in the file? Read our APD consumer record checklist.
  • Mark a requirement not applicable and keep the reason
  • Replacing a document keeps every earlier copy
  • Download a survey packet: the current documents as one ZIP with an index
Consumer records · Devon Pierce
4/6
Support Plan
Current
Service Authorization
Current
Implementation Plan
Expires in 21 days
Quarterly Summary
Expired
Medication Administration Record
Not applicable
Drop the new Quarterly Summary here

Service authorizations

Authorizations and units left, always current

Upload the APD service authorization and Waiversoft reads the PDF, filling in the service lines, units, dates and support coordinator for you to check before saving. As visits are delivered, the record shows the units and hours left this month and on the whole authorization.
  • Start a new consumer straight from their authorization
  • Scheduling shows the units left before you save a shift
  • Each authorization keeps its service lines and support coordinator
Service authorization
Jul 1, 2026 – Jun 30, 2027
Support coordinator · Lisa Romero
Read from PDF
Personal Supports1,040 units
64% left on the authorization
Life Skills Development 1520 units
38% left on the authorization
Respite96 units
12% left on the authorization
Respite: 12 units left this month

Person-centered notes

Notes that sound like the person, not a template

Notes guidelines keep the person's goals in their own words. "What to know about the person" lists their supports, activities, places and people, suggested from their documents and notes and approved by the office. Caregivers' guided notes are built from both, so each note is about this person.
  • Goals written in the person's own words
  • Suggestions only go on the record after the office approves them
  • Caregivers' guided notes start from what you've recorded
Notes guidelines · Marcus Bell
“I want to cook my own lunch twice a week.”
“I want to ride the bus to the library by myself.”
What to know about Marcus
Uses a picture scheduleLoves the Riverside libraryBrother Jamal visits SundaysRoute 9 bus
Suggested from a visit note: “Volunteers at the food bank” Approve

Also on every consumer record

The rest of the file, handled

Incident reports

Log the type, what happened and the status, keep the history, and download any report as a PDF.

Monthly or quarterly summaries

Track the summary reports each person's services require.

Readiness at a glance

Each record shows action needed, expiring soon or audit-ready, and adds up to your agency's readiness score.

Approved visit area

Set how far from the home a clock-in still counts as at the visit.

Discharge and reactivate

Keep discharged consumers on file and out of your daily list.

Record history

Every change to a record is logged.

A list that fits your office

Search, sort, pin, hide and reorder the columns of your consumer list.

On the iPhone too

Open records and upload documents from the Waiversoft iPhone app, or scan paper with the camera.

Getting started

From paper file to audit-ready record

01

Add the consumer

Type in their details, or upload their service authorization and start the record from it.

02

Fill the checklist

Upload each document into its slot as a PDF, JPEG or PNG. What's still missing shows right away.

03

Stay ready

Expired and expiring documents show on the record and your dashboard, so you fix them before a review.

FAQ

Questions about consumer records

Which documents does Waiversoft track for each consumer?

The APD consumer checklist for your provider type, following Qlarant's lists, plus any document types your agency adds. You can rename and reorder sections and archive the types you don't use.

Can Waiversoft read our service authorizations?

Yes. Upload the authorization PDF and the form fills in the service lines, units, dates and support coordinator. You review it before it's saved.

How do we move our existing files in?

Upload each document into its slot as a PDF, JPEG or PNG up to 25 MB, or scan paper with the camera in the iPhone app.

Do caregivers see the whole record?

No. The office works in the full record. Caregivers see the consumers they're assigned to and their visits in the caregiver app.

What does it cost?

Consumer records are part of the one Waiversoft plan, $20 per consumer per month. Office staff and caregivers are free.

More of the Waiversoft platform

Caregiver filesScreenings and trainings, tracked before they expireScheduling & EVVShifts matched to authorized unitsVisit notesNotes checked for compliance before you approveBillingClaims checked against authorizationsE-signConsents and agreements signed in the appPayrollPay from approved visits, with direct deposit files

Run the whole agency from one system.

Book a 20-minute walkthrough and see how agencies handle records, scheduling, EVV, notes, and billing in Waiversoft.

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