How the front desk works

1. A receptionist that never closes

Families and case managers ask questions at 9 pm, not 9 am. "Ask the front desk" answers from the live calendar and from this participant's registrations and paperwork — what's coming up, whether it's full, whether there's a ride, which form is due. It never invents; when it doesn't know it says so and hands over the office number. Staff see every thread and can reply in their own words.

2. Registrations with a waitlist

Every Project World activity has seats. Registering takes one click; a full activity puts you on the waitlist and moves you up automatically when a seat frees. Staff mark attendance from the roster, which files an attendance record for the participant.

3. Annual renewals, without the chase

A Colorado HCBS-DD / SLS provider has to refresh a bundle of paperwork for every participant every year: the case manager's service plan authorization, the Medicaid redetermination, proof of Denver residency for the Mill Levy program, emergency contacts and guardianship, the health and medication summary, activity and transportation consents, the photo release, the release of information, the support plan. Each expires on its own date, and today someone at the office keeps a spreadsheet and makes the calls.

Here each participant has a checklist with dates. Reminders go out at 60, 30 and 7 days and once when expired. For most items the caregiver or case manager clicks "Still true" and signs their name; for the rest they upload the new document and the front desk reviews it. Every renewal is filed as a record in the participant's own vault — so at the next case-management review, the paperwork is already where it belongs.

4. Records the participant owns

Every confirmation, attendance record and renewed form is deposited into the participant's own MeCentral vault, addressed to their email. The vault is opened by the first record and the person (or their guardian) claims it with the member code from their account page. It is theirs: it travels with them between providers, homes and case managers, and Activity Options keeps only what it needs to run the program.

The participant's live schedule and paperwork status are also mirrored into the vault as fast data — small, encrypted, low-latency entries — so any tool the person authorizes can show "what's next" without asking Activity Options.

What this proof of concept is not (yet)

• Not the official Activity Options website; content and colours come from activityoptions.com so it feels familiar.
• No payments: private-pay and non-resident pricing is shown, settled by the office.
• Email goes to a log, not an inbox, until mail is switched on.
• MeCentral runs in its sandbox; a production key and a claimed vault are the next step once Activity Options says yes.