Product

Everything a CBAS center does, on one participant record

From the first referral call to the posted remittance. Each part below is in the product today, and every part writes to the same record.

01 · Intake

Referrals, eligibility and enrollment

From the first call about a new participant to a signed participation agreement.

Referral pipeline: Track each referral through screening and enrollment, with referral metrics for the administrator.
Face-to-face screeningT1023: Record the face-to-face encounter. The screening date is the billable event, billed once per admission.
Roster-wide eligibilityMedi-Cal MSE: Build the DHCS Multiple Subscriber Eligibility file for the whole roster, split into files of 200. Load the response back and see plan changes, lost coverage and D-SNP members.
Admission: Demographics, insurance, physicians, ICD-10 diagnoses, schedule and photo, in one admission record.
Participation agreementCDA 7000§54217: The CDA 7000 is pre-filled from the record and ready to sign.

02 · Care planning

Each discipline does its own part. The plan and the DHCS 0020 come out of the same record.

IDT assessments by discipline: Nursing, social work, PT, OT, speech, dietary and activities each complete their own section. Initial, quarterly, six-month, change-in-condition and discharge.
DHCS 0020DHCS 0020: Filled onto the official 0020 PDF from the care plan, with a completeness check before it goes to the health plan.
Goals and interventions library: Reuse the goals your team already writes well instead of typing them again.
Signatures by role: Each required discipline signs from their own login. Behavioral health is added as a required signer when a diagnosis calls for it.
MDT meetings: Schedule conferences, record who attended and keep the meeting sheet with the plan.
Renewals that start themselves: When a plan ends this month, BTBCare opens the matching reassessment and drafts the renewal from the previous goals.
Approved means locked: An approved plan can’t be edited, including from the PDF editor. Changes start a new version and new signatures.

03 · Daily operations

The work that happens between 7 and 5, on screens built for each station.

Kiosk and attendance: Front-desk kiosk check-in, batch entry, a monthly grid and a review screen before billing.
Leaves and ERSCRSC: Record a leave or an emergency remote service window once. It applies to every day it covers, past and future.
Transportation: Group riders into vans, order the stops and write pickup times from an arrive-by time. Pin riders who must stay on a van.
Vitals and flow sheets: Charting stations that walk today’s present roster. Anyone else is one MR number away.
Medications: Medication orders, the MAR, administration records, a catalog and physician orders.
MealsCACFP 52: Menus, meal service, nutrition assessments and the CACFP 52 meal benefit form.
Activities: The activity schedule, participation logs, and group notes with addenda.
Incidents and change in condition: Likely unusual occurrences are flagged with the 24-hour DHCS deadline. Physician and family notification is recorded.
Department workstations: A home screen for nursing, social work, PT, OT, speech, dietary, activities and QA, showing what that department owes today.
Staff: Schedules, certifications and training records, plus a photo wall and printable ID badges.

04 · Billing

Medi-Cal managed-care billing as CBAS centers do it, from the TAR to the posted payment.

TARs on the plan’s own formLA2903PL1798: Health Net, Anthem Blue Cross, Molina and L.A. Care forms filled from the record. L.A. Care’s screening inquiry and prior authorization are kept apart, as the plan requires.
Utilization and coverage gaps: Days and units used against each TAR. A daily list of who attended without day-care coverage.
Checks before the claim: Missing authorizations, wrong codes, missing HMO IDs and duplicate originals are caught before the 837I is built.
837I batches837I 5010: One batch per payer. The exact file is kept, so you can see what was sent and send it again.
Clearinghouse by SFTP: Claims go out and remittances come back over SFTP, with every transfer logged.
835 posting835: Remittances are parsed, matched to your claims and posted, including when the payer truncated your claim numbers.
PDF remittances: For a payer that sends a PDF instead of an 835, upload it and the payments go through the same posting.
Denials, aging, payments: Denial patterns and appeal outcomes, A/R aging by payer, and payments with check and EFT numbers.

05 · Compliance

The record is kept in order as people work, so the survey is a printout.

Title 22 timeline§54341: Admission is Day 1. The Day 30 review and every six-month reassessment are due on the right date for each participant.
Care gaps: Overdue assessments, goals with no interventions, expiring authorizations, missing documents and stale medication reviews.
Signatures that hold up: Each signature records who signed, what they attested to, a SHA-256 hash of the exact content and the server time. With two-factor on, signing asks for the code again.
Audit packet: Everything on one participant as a ZIP of originals or one merged PDF. The export itself is logged.
ReportsMSSR: The MSSR, attendance trends, operational reports and the discharge report.
Document center: Versioned documents with an integrity stamp on generated PDFs.
Security: Two-factor sign-in you can require for everyone, sign-in hours you set, a 30-minute idle sign-out, AES-256-GCM encryption on the Medi-Cal CIN, Medicare number and SSN, and role permissions with per-person overrides.
Audit log and center scoping: Sign-ins, changes, exports and signatures are logged with who, when and from what IP address. Each center’s records stay with that center.

Forty-five minutes on a call, using your payers, your departments and the parts of the week that take the longest. Bring your biller.