Adult Day and HCBS (Home and Community-Based Services) programs are the backbone of community-based care — supporting older adults, individuals with disabilities, and families who rely on consistent, compassionate services.

But while the care model has evolved, the technology many programs use hasn’t.

In 2026, Adult Day and HCBS providers are expected to deliver more services, track more data, meet stricter compliance requirements, and communicate more frequently with families — often with limited staff and tight budgets.

And that’s where tech challenges start to show.

Below are the top technology challenges Adult Day and HCBS programs face today, why they matter, and how platforms like StoriiCare are helping providers move forward with less friction and more confidence.

1) Too Much Paper (and Too Many Spreadsheets)

Many programs still rely on:

• paper forms
  
  
• manual sign-in sheets
  
  
• disconnected spreadsheets
  
  
• printed care plans
  
  
• physical binders for participant records
  
  

This creates huge risks:

• lost documentation
  
  
• inconsistent records
  
  
• errors during audits
  
  
• wasted time re-entering information
  
  

How StoriiCare helps: StoriiCare replaces fragmented systems with a centralized EHR built specifically for Adult Day and Community Care providers — making documentation easier to complete, store, and retrieve when it matters.

2) Documentation Burden That Pulls Staff Away From Care

Staff are often expected to document everything — while also running activities, monitoring participants, assisting with ADLs, communicating with families, and managing behavioral or medical needs.

The result?

Documentation becomes something that happens:

• late
  
  
• inconsistently
  
  
• rushed
  
  
• after-hours
  
  

How StoriiCare helps: StoriiCare is designed to reduce friction in documentation workflows so teams can document faster and more accurately — without feeling like paperwork is taking over the day.

3) Compliance Pressure (and Fear of Audits)

HCBS programs and Adult Day centers operate under increasing compliance expectations.

Providers often struggle with:

• missing or incomplete records
  
  
• inconsistent care documentation
  
  
• unclear audit trails
  
  
• difficulty proving services delivered
  
  

Even great programs can feel stressed simply because their documentation systems aren’t audit-friendly.

How StoriiCare helps: StoriiCare supports compliance through structured documentation, secure record histories, and easy access to participant data — helping teams stay audit-ready without constant stress.

4) Disconnected Systems That Don’t “Talk” to Each Other

Many providers use different tools for:

• documentation
  
  
• attendance
  
  
• service logs
  
  
• family communication
  
  
• reporting
  
  

When systems don’t integrate, teams waste time doing repetitive work — and information gets missed.

How StoriiCare helps: StoriiCare brings key workflows into one platform, reducing the need for multiple systems and helping teams work from one source of truth.

5) Poor Visibility Into Program Performance

Adult Day and HCBS leaders need real insight into what’s happening inside their program:

• service utilization
  
  
• attendance trends
  
  
• referral sources
  
  
• participant outcomes
  
  
• staff documentation completion
  
  

But many programs can’t access this information easily — or at all — without manual work.

How StoriiCare helps: StoriiCare helps providers turn daily documentation into usable data, making it easier to track trends, identify gaps, and make informed decisions.

6) Family Communication Is Hard to Manage

Families want updates — and they deserve them.

But providers often don’t have a secure, consistent way to communicate with families, which leads to:

• constant phone calls
  
  
• fragmented updates
  
  
• miscommunication
  
  
• frustration on both sides
  
  

How StoriiCare helps: StoriiCare includes family engagement tools that strengthen trust and transparency while protecting privacy — helping providers build stronger relationships without adding more work.

7) Tech That Staff Don’t Want to Use

Even “good” software can fail if staff don’t adopt it.

Common barriers include:

• confusing interfaces
  
  
• too many clicks
  
  
• slow systems
  
  
• lack of training
  
  
• tools not designed for Adult Day workflows
  
  

When staff don’t use the system properly, documentation suffers — and so does compliance.

How StoriiCare helps: StoriiCare is built for real care teams, prioritizing usability and simplicity so staff can feel confident using it quickly — even with limited training.

8) High Staff Turnover Makes Training a Constant Problem

Adult Day and HCBS programs often face staffing shortages and turnover. When onboarding is difficult, new staff fall behind quickly.

Providers need software that:

• is easy to learn
  
  
• guides users through tasks
  
  
• reduces training time
  
  
• supports consistent workflows
  
  

How StoriiCare helps: StoriiCare is designed with usability and workflow clarity in mind, helping programs onboard new staff faster and reduce operational disruption.

9) Limited Time for Reporting and Funding Requirements

Many programs must produce reports for:

• Medicaid waiver services
  
  
• grants
  
  
• internal program evaluation
  
  
• compliance reviews
  
  
• referrals and partnerships
  
  

But reporting often requires manual effort because the data isn’t organized or accessible.

How StoriiCare helps: StoriiCare supports reporting that helps providers track services and program performance more efficiently — reducing the time spent pulling data manually.

10) “AI” Hype Without Practical Value

A lot of platforms now claim to use AI — but providers don’t need hype. They need real help.

Useful AI should:

• reduce time spent searching for information
  
  
• highlight missing documentation
  
  
• guide users through tasks
  
  
• surface insights instantly
  
  

How StoriiCare helps: StoriiCare’s AI agent, Skye, supports care teams by surfacing data and providing in-app guidance through simple conversational prompts — helping staff get answers in seconds without leaving their workflow.

That means less time navigating screens and more time focused on care.

Final Thoughts: Better Tech Means Better Care

Adult Day and HCBS programs deliver some of the most important care in the community — but they’re often held back by outdated systems that weren’t built for the reality of modern care delivery.

The good news? Providers don’t have to accept inefficiency as “normal.”

With tools like StoriiCare, programs can modernize documentation, simplify compliance, strengthen family trust, and support staff — all while staying aligned with what matters most: delivering high-quality, human-centered care.