Buyer’s guide
ADHC software for California adult day health care centers
What ADHC software has to handle in California, the twelve questions worth asking any vendor, and how BTBCare answers each one. Use the questions even if you never call us.
ADHC and CBAS
Two names, one center
In California, adult day health care (ADHC) centers deliver the Medi-Cal benefit called Community-Based Adult Services (CBAS). The center is surveyed on its clinical record under Title 22, and it is paid by Medi-Cal managed-care plans that each want their own TAR form and reject claims for their own reasons.
That is why general adult day care software often falls short at an ADHC center. It may handle attendance and activities well, but not the DHCS 0020, the Title 22 reassessment clock, or the difference between an S5102 day and an H2000 day. ADHC software has to do both halves.
The checklist
Twelve questions to ask any ADHC software vendor
Ask for a demo of each one on screen, with a sample participant, rather than a yes on a call.
- 01
Attendance that bills
AskDoes attendance flow straight into claims? What happens to a day with no approved TAR?
BTBCareKiosk check-in is the billable record. A day without day-care coverage is flagged and held off the claim.
- 02
The right code for each day
AskHow does the system choose between S5102, H2000 and T1023?
BTBCareFrom the authorization that covers the day. T1023 bills once per admission on the screening date.
- 03
TARs for your plans
AskWhich health plans’ TAR forms are built in?
BTBCareHealth Net, Anthem Blue Cross, Molina and L.A. Care, including L.A. Care’s separate LA2903 inquiry and PL1798 prior authorization.
- 04
Claims and remittance in one place
AskDo we still need a second billing system to send claims and post payments?
BTBCareNo. 837I batches go to your clearinghouse by SFTP, and 835s come back and are matched and posted.
- 05
The DHCS 0020
AskIs the 0020 generated from the care plan, or typed in again?
BTBCareGenerated from the care plan, checked for completeness, and signed by each discipline from their own login.
- 06
Title 22 timelines
AskDoes it track Day 30 and six-month reassessments for each participant?
BTBCareYes, under CCR Title 22 § 54341, and it opens next month’s reassessments for you.
- 07
Signatures
AskWhat does a signature record contain? Can a signed document be edited later?
BTBCareSigner, attestation, a SHA-256 content hash and server time. Signed content locks; changes need a new version.
- 08
Emergency remote services
AskHow are ERS days recorded and billed?
BTBCareDeclared once per window with the reason; each day carries the CR or SC modifier.
- 09
Eligibility
AskCan we check the whole roster’s Medi-Cal eligibility at once?
BTBCareYes, through the DHCS Multiple Subscriber Eligibility file, with the response read back and changes listed.
- 10
State forms and reports
AskAre the CDA 7000, CACFP 52 and MSSR built in?
BTBCareYes, all three, generated from the record.
- 11
Every department
AskIs pricing per user? Will we end up sharing logins?
BTBCarePer participant. Every staff member gets their own login.
- 12
Security
AskWill you sign a BAA? Is PHI encrypted? Is there two-factor and an audit log?
BTBCareYes to all four. The details are on the security page.
What ADHC software costs
BTBCare is $7 or $12 per participant a month, with every staff login included
When you compare vendors, ask for the total monthly cost at your census, including seats, onboarding, per-claim fees and any percentage of collections.
FAQ
ADHC software questions
What is ADHC software?
Software that runs an adult day health care (ADHC) center: attendance, assessments, care plans, medications, transportation, incident reporting, and billing for the days participants attend. In California it also has to handle the Medi-Cal CBAS rules: the DHCS 0020, TARs, and S5102, H2000 and T1023 billing.
Is ADHC software the same as CBAS software?
In California, mostly yes. ADHC centers provide the Medi-Cal benefit called Community-Based Adult Services (CBAS), so people use both names. Good software for these centers covers both the clinical record the state surveys and the CBAS billing.
How is it different from adult day care software?
Social adult day care software usually handles private-pay attendance and activities. An ADHC center also needs nursing and therapy charting, multidisciplinary assessments, the 0020, Title 22 deadlines and Medi-Cal managed-care billing.
How much does ADHC software cost?
BTBCare costs $7 (Care) or $12 (Care + Billing) per enrolled participant per month on an annual plan, with every staff login included. Other vendors may price per user or take a percentage of collections; ask them for the total at your census.
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.