ADHC & CBAS software for CaliforniaRun your center from check-in to paid claim.
BTBCare is ADHC software for California adult day health care centers. Attendance, IDT assessments, the DHCS 0020, TARs, 837I claims and 835 posting run in one system, and every department works from the same participant record.
From $7 per participant a month. Every staff login included.
Checked in
112/126
Vans on route
5/6
Signatures waiting
4
Days ready to bill
418
Needs attention
- S5102R. Gómez checked in. No day-care TAR covers today.Held from billing
- §54341L. Tran: 6-month reassessment due Oct 11.3 days
- 0020M. Okafor: IPC waiting on PT and Dietitian.4 of 6 signed
- UOFall in activity room at 1:22 PM. DHCS report due by 1:22 PM tomorrow.24 h
- 835Health Net remittance: 41 claims matched and posted.$38,912.40
Built around
- DHCS 0020
- CCR Title 22 §54341
- CDA 7000
- CACFP 52
- MSSR
- 837I 5010
- 835 ERA
- S5102
- H2000
- T1023
- Health Net
- Anthem Blue Cross
- Molina
- L.A. Care
A day at the center
Built around how a CBAS day actually goes
Most software asks your center to fit its screens. BTBCare follows the day: vans, check-in, stations, the IDT, the afternoon incident, and billing at close.
6:40 AM
The vans leave with routes that make sense
BTBCare groups riders into vans by address and puts the stops in order. Give it an arrive-by time and it writes a pickup time for every stop.
Van groupingStop orderPickup times8:15 AM
Participants check in at the front desk
Check-in happens at the kiosk, or the front desk marks the room in one batch. Leaves and emergency remote service days are applied on their own, so attendance is billable the moment it is recorded.
KioskLeavesERS9:00 AM
Every department charts at its own station
Nursing, social work, PT, OT, speech, dietary and activities each open a workstation with today’s roster. Vitals, flow sheets, the MAR and group notes go straight onto the participant’s record.
Vitals stationFlow sheetsMARGroup notes11:00 AM
The team signs the 0020 without passing a binder around
Discipline assessments feed the care plan, and BTBCare fills the DHCS 0020 from it. Each discipline signs from their own login. Day 30 and six-month due dates are tracked for every participant.
IDT assessmentsDHCS 0020MDT meetings1:30 PM
Someone falls in the activity room
The incident report flags a likely unusual occurrence and shows the 24-hour DHCS reporting deadline. A change in condition records who called the physician and the family, and flags an MDT review when it is serious.
IncidentsChange in conditionPhysician orders4:30 PM
The day turns into claim lines
Attendance is checked against each participant’s authorization. Covered days become S5102 lines, assessment days bill H2000, and a day with no approved TAR is held back before it can reach an 837.
TAR coverageClaim checks837I
Time back
The work that stops happening
Task by task, what your staff do by hand today and what BTBCare does instead.
Attendance into billing
By handSign-in sheets are typed into the billing system at month end, day by day.
The check-in is the billable record. Claim lines are built from it; nothing is re-typed.
Posting payments
By handEach remittance is keyed into the ledger by hand, and unmatched claims are chased one by one.
835s arrive by SFTP and are matched and posted. PDF remittances go through the same posting.
TAR paperwork
By handEach plan’s TAR form is filled from the chart by hand, then tracked in a spreadsheet.
The plan’s own form is pre-filled from the record, and days used are counted against it.
The DHCS 0020
By handThe care plan is re-typed onto the 0020 and carried to each discipline for a signature.
Filled from the care plan, checked for missing fields, and signed by each discipline from their own login.
Picking the billing code
By handThe biller checks every day against the TARs to decide between S5102 and H2000.
The code comes from the authorization that covers the day.
Eligibility checks
By handParticipants are looked up one at a time on the Medi-Cal portal.
One file checks up to 200 people. The response is read back and the changes are listed for you.
Billing
The rules your biller keeps in their head, checked before the 837I goes out
Most rejected CBAS claims come down to the same short list: a missing TAR, the wrong code for the day, a plan’s ID rule. BTBCare checks each one against attendance and the authorization on file.
From a real 835
$30,660.54
A remittance listed 55 claims. Thirty of them couldn’t be matched by claim number, so that money sat unposted.
- We sent (CLM01)
- cbas-2609-00412-sunrise
- Payer sent (CLP01)
- CBAS-2609-00412-SUNR
Cut to 20 characters and upper-cased.
BTBCare now matches on the payer’s own claim ID first, then the exact number, then a safe 20-character prefix. A remittance like this one posts with no one re-keying it.
- S5102
Someone attends without an approved day-care TAR.
Flagged the day they check in, listed on the coverage-gap report, and kept off the claim.
- H2000
Assessment days get billed as ordinary day care.
The code comes from the TAR covering that day: H2000 for assessment days, S5102 for day care, T1023 for the face-to-face screening.
- D-SNP
An Anthem D-SNP claim goes out with the bare Medi-Cal CIN and is rejected.
D-SNP status is read from the Medi-Cal eligibility response. The claim isn’t built until the plan-issued HMO member ID is on file.
- CR / SC
Emergency remote service days are billed without a modifier.
Declare ERS once, with the reason. Every attended day in that window carries the CR or SC modifier.
- TAR
An authorization runs out partway through the month.
Weekly, monthly, total-day and total-unit limits are counted against attendance. You get an alert before the TAR runs out.
- 837I
A billed day is later deleted from attendance.
Blocked until the claim line is voided, so attendance and claims never disagree.
- Dup
A service period is sent twice as an original claim.
The batch warns you before a second original goes out for a period that was already sent.
- Elig
A participant changed plans or lost Medi-Cal and nobody noticed.
Check the whole roster in one DHCS eligibility file. BTBCare reads the response and lists plan changes, lost coverage and missing HMO IDs.
Survey readiness
When DHCS asks, you print
Deadlines, signatures and documents are kept in order while people work. There is no binder to rebuild the week before a survey.
- Day 1Admission · initial assessmentsApr 14Done
- Day 30IPC review and care plan conferenceMay 13Done
- Day 1806-month reassessmentOct 11Due in 3 days
- Day 3606-month reassessmentApr 9Scheduled
Title 22 dates for every participant
Admission is Day 1, the Day 30 review is the enrollment date plus 29, and reassessments come around every 180 days. When a plan ends this month, the reassessment opens on its own.
- Document
- DHCS 0020 · M. Okafor · version 3
- Signed by
- J. Park, RN (license on file)
- Attested
- “I reviewed this plan of care and agree with the nursing goals.”
- Content
- sha256 3f9a61c0…7d4ee2b7
- Time
- Oct 8, 2026 · 10:42:18 AM PT (server)
- Verified
- Password + authenticator code
Signatures you can defend
Who, what they attested to, a hash of the exact content, and the server time. Signed documents lock; edits make a new version.
- 00 cover and manifest.pdf1 file
- care plans3 files
- ipc 00202 files
- assessments14 files
- medications6 files
- signatures and audit1 file
Export logged as a disclosure · Oct 8, 3:05 PM · A. Rivera
The whole chart in one file
Export any participant’s care plans, 0020s, assessments, medications and signature trail as a ZIP of originals or a single PDF. The export is logged as a disclosure.
Unusual occurrences carry their 24-hour DHCS deadline, and care-gap alerts list overdue assessments, goals with no interventions and expiring authorizations before a surveyor finds them.
Security and compliance in detailEvery department
Ten departments, one record, no shared passwords
Each role gets a workstation that shows what it owes today. You pay per participant, so every aide, driver and part-time therapist gets their own login.
- Front desk
- Kiosk check-in, attendance review, leaves, ERS days
- Drivers & dispatch
- Van groups, stop order, pickup times
- Nursing
- Vitals, MAR, physician orders, nursing assessment
- Social work
- Psychosocial assessment, contact log, LCSW screening
- PT · OT · Speech
- Therapy flow sheets, discipline assessments, goals
- Dietary
- Menus, meal service, nutrition assessments, CACFP 52
- Activities
- Schedule, participation log, group notes
- QA & compliance
- Deadlines, care gaps, audit packets, MSSR
- Billing
- TARs, eligibility, claims, 835 posting, denials, aging
- Administrator
- Staff, permissions, reports, the audit log
Compared
What changes when a center moves to BTBCare
- Who it is built for
- BTBCareCalifornia CBAS / ADHC centers only
- Paper: Whatever your staff set up
- Generic software: Many program types, many states
- DHCS 0020
- BTBCareFilled from the care plan, signed by each discipline
- Paper: Typed into the PDF by hand
- Generic software: A generic care plan you re-type onto the form
- Title 22 deadlines
- BTBCareDay 1, Day 30 and every 6 months, per participant
- Paper: A wall calendar
- Generic software: Reminders you configure yourself
- TAR forms
- BTBCareHealth Net, Anthem, Molina and L.A. Care forms filled from the record
- Paper: Filled by hand for each plan
- Generic software: Upload a scan
- Billing codes
- BTBCareS5102, H2000 or T1023 resolved from the authorization for each day
- Paper: The biller remembers
- Generic software: Picked by hand per claim
- Claims & remittance
- BTBCare837I built from attendance; 835 matched and posted
- Paper: Outside biller
- Generic software: Often a second billing system
| Paper + outside biller | Generic adult-day software | BTBCare | |
|---|---|---|---|
| Who it is built for | Whatever your staff set up | Many program types, many states | California CBAS / ADHC centers only |
| DHCS 0020 | Typed into the PDF by hand | A generic care plan you re-type onto the form | Filled from the care plan, signed by each discipline |
| Title 22 deadlines | A wall calendar | Reminders you configure yourself | Day 1, Day 30 and every 6 months, per participant |
| TAR forms | Filled by hand for each plan | Upload a scan | Health Net, Anthem, Molina and L.A. Care forms filled from the record |
| Billing codes | The biller remembers | Picked by hand per claim | S5102, H2000 or T1023 resolved from the authorization for each day |
| Claims & remittance | Outside biller | Often a second billing system | 837I built from attendance; 835 matched and posted |
Pricing
Priced per participant. Published here, not in a sales call.
No seats, no percentage of collections, no per-claim fees.
Care
$7/ participant / month
billed annually · $8 month-to-month
Care + Billing
$12/ participant / month
billed annually · $14 month-to-month
FAQ
Questions centers ask us
Is BTBCare ADHC software or CBAS software?
Both. In California, adult day health care (ADHC) centers provide the Medi-Cal benefit called Community-Based Adult Services (CBAS). BTBCare covers the ADHC side (the clinical record, Title 22 timelines, the state forms) and the CBAS side (TARs, 837I claims and 835 posting with the managed-care plans).
Who is BTBCare for?
California Community-Based Adult Services (CBAS) and Adult Day Health Care centers, from a single site to operators with several. If you run a different kind of program, we are probably not the right fit yet, and we will tell you so.
Do we have to switch everything at once?
No. Most centers start with attendance, charting and care plans on the Care plan and keep their current billing for a while. When you are ready, you move to Care + Billing and run one billing cycle side by side before switching over.
Which health plans can we bill?
Any payer your clearinghouse reaches, through 837I files. TAR forms are built in for Health Net, Anthem Blue Cross, Molina and L.A. Care. If you need another plan’s form, we add it.
Will our signatures hold up in an audit?
Each signature stores who signed, the attestation they agreed to, a SHA-256 hash of the exact content and the server time. When your center turns on two-factor, signing asks for the code again. A signed document is locked; changing it creates a new version that has to be signed again.
How is participant data protected?
We sign a Business Associate Agreement with every center. The Medi-Cal CIN, Medicare number and SSN are encrypted with AES-256-GCM. Two-factor sign-in can be required for everyone, idle sessions sign out after 30 minutes, and sign-ins, changes, exports and signatures go into the audit log. The details are on our security page.
What happens if BTBCare is down?
BTBCare runs in US data centers with a 99.9% uptime commitment, and you get service credits for any month we miss it. Data is backed up daily with point-in-time recovery, and uptime is published on our status page. If you ever can’t reach it, take attendance on paper and enter it when you are back in. Attendance entered for that day flows into billing the same way.
Can we get our data out?
Yes. Any participant’s full chart exports as a ZIP or a single PDF, and reports export to spreadsheets. If you leave, we give you a complete export.
What does it cost?
Care is $7 per enrolled participant per month on an annual plan; Care + Billing is $12. Month-to-month is $8 and $14. Every staff login is included. The full breakdown is on the pricing page.
See it with your own roster
Forty-five minutes on a call, using your payers, your departments and the parts of the week that take the longest. Bring your biller.