Everything a care program runs on — connected
One shared participant record ties the plan of care, the interdisciplinary team, attendance, medications, transportation, authorizations, and billing together. Turn on what you need; the rest is ready when you grow.
Individualized Care Plans
One living plan of care every discipline builds from and signs off on.
Build person-centered care plans on the DHCS-0020 (IPC) framework, with measurable goals, interventions, and discipline ownership in one place. Pull from a reusable goal-and-intervention library so RNs, social workers, and therapists aren't rewriting the same content for every participant, then route the plan for the required multidisciplinary signatures (RN, SW, OT, PT, RD, AC). The plan stays current as conditions change and produces a clean, regulator-ready document on demand instead of a binder nobody trusts.
Interdisciplinary Assessments (IDT / MDT)
Bring every discipline to the same table on time, without the paper chase.
Run the full assessment lifecycle the way care actually works: initial assessments, periodic reassessments, quarterly reviews, and team conferences, each scoped to the disciplines that own them. Day counting follows the rules (admission is Day 1; the initial window closes at day 29), so reviews surface when they're due rather than after they've slipped. Schedule MDT dates in batches, capture each discipline's findings, and keep the whole team coordinated around one shared record of the participant's needs.
eMAR & Medication Management
The right medication, the right participant, recorded the moment it happens.
Manage medication orders, generate administration schedules, and document every dose at the point of care through an electronic MAR. Nurses and med techs see what's due, record administrations and exceptions in real time, and work from a clean medication catalog instead of transcribing from faxes. The result is a defensible medication record that protects participants and stands up to survey, without the after-the-fact reconstruction that paper MARs invite.
Attendance & Kiosk Check-In
Know who's in the building the instant they arrive, and bill it cleanly.
Capture arrivals and departures with kiosk check-in/check-out, bulk recording for busy mornings, and exportable daily attendance. Because attendance is the foundation of day-program billing, every check-in becomes a billable record without double entry, and front-desk staff spend less time on sign-in sheets and more time greeting participants. Census is accurate to the minute, so meals, transportation, and claims all draw from the same source of truth.
Billing, Claims & EDI
From attendance to paid claim, with the denials caught before they happen.
Turn documented care into clean claims with end-to-end billing: service records, billing cycles, electronic claim generation and EDI submission, ERA posting, payment reconciliation, aging, and denial analytics with appeal tracking. Pre-validation flags problems before submission, and payer-specific rules (such as consolidating Anthem products under a single payer profile) are handled for you. Finance teams see what's billed, what's paid, and what's stuck, so revenue stops leaking through avoidable denials.
Treatment Authorizations
Never deliver care you can't bill, or lose track of what's left.
Track treatment authorization requests (TARs) and authorized units against actual usage, so the team always knows how much approved care remains before a service is rendered. Authorization checks happen at the point of scheduling, and usage draws down automatically as care is delivered. That closes the gap between what was approved and what was provided, the gap where unbillable care and surprise denials live.
Transportation Dispatch
Get every participant to the door, with the route built around the day's census.
Coordinate participant transportation with a map-based view, ZIP-level geocoding that keeps home addresses off the client, and a one-driver-per-participant binding so families and drivers know who's responsible. Pickups and drop-offs line up with attendance, so dispatch works from the same roster as the care floor. Fewer missed rides means fewer missed days of care, and fewer billing gaps.
Family & Participant Engagement
Keep families in the loop without keeping staff on the phone.
Give participants and their families a clear window into care: who's on the team, what the plan looks like, and what's happening day to day. Engagement is grounded in the same person record the clinical team uses, so what families see reflects the real plan of care rather than a separate, stale copy. Better-informed families mean fewer anxious calls, smoother care transitions, and more trust in the program.
Admissions & Intake
Move referrals to enrolled with nothing falling between the cracks.
Manage the path from referral to admission on a clear pipeline, with stage-by-stage requirements (H&P, TB clearance, authorizations, assessments) tracked as participants move toward enrollment. The workflow enforces the intake steps care regulations require, so the documentation is complete before day one rather than chased afterward. New participants start their care plan on solid footing, and intake staff always know what's still outstanding.
Compliance & Audit Trail
Walk into survey knowing every action is already documented.
Every meaningful change is captured in a tamper-evident audit log tied to the participant, so you can answer 'who did what, when' without a scramble. Compliance views organize work around the care lifecycle and what's due, not red-alarm dashboards, and assessment timing, signatures, and documentation completeness are tracked as part of normal work. When a surveyor asks for proof, the record is already there, in order.
Reporting & Analytics
See the program clearly: census, compliance, and dollars in one view.
Turn day-to-day operations into decisions with reporting across financials, attendance trends, compliance status, and program-specific reports. Leaders get a role-adaptive command-center view of the organization's real data, and managers get the discipline-level detail they need to keep assessments and care plans on track. It's the difference between guessing how the program is doing and knowing.
Role-Based Access & Security
The right people see the right records, protected the way PHI demands.
Control access with a layered role model (organization role, discipline role, and granular permissions) so nurses, social workers, billers, and administrators each see exactly what their job requires. Sensitive identifiers like SSN and Medicaid/Medicare numbers are encrypted at rest, and optional time-of-day login windows and Google Authenticator 2FA add defense for the accounts that touch PHI. Security that protects participants without slowing down the people caring for them.
Survey-ready by design — not by scramble
Documentation, signatures, and timing are captured as your team works, behind a tamper-evident audit trail. When a surveyor asks for proof, the record is already in order.
How compliance worksHIPAA-aligned safeguards
PHI is protected with role-based access, two-factor authentication, encryption of sensitive identifiers at rest, and a full audit trail behind every record — so the right people see the right information and every action is logged.
California Title 22 / CBAS & RCFE
Built around the California DHCS-0020 Individualized Plan of Care, the CBAS / Title 22 multidisciplinary model with its six-month MDT reassessment and quarterly review cadence, and the RCFE service-plan timeline (a written plan within 14 days of move-in, reviewed at least annually or on a significant change in condition) — so an unannounced Community Care Licensing visit is routine, not a fire drill.
CalAIM Enhanced Care Management
Organized around the CalAIM ECM Policy Guide and the seven core ECM services, including the outreach standard of at least five methods over 30 days with one in-person attempt, and documentation that aligns with managed care plan and DHCS quarterly monitoring expectations.
Medicare Conditions of Participation & PACE (42 CFR)
Supports the Medicare home health Conditions of Participation (42 CFR Part 484), OASIS-driven plans of care, PDGM 30-day periods and timely Notices of Admission, and the PACE interdisciplinary-team model under 42 CFR Part 460 — including the 3-calendar-day service-determination clock and grievance/appeal timelines.
Medi-Cal & Medicare billing with EDI
Claims go out by EDI (837) with setting-specific coding, tied back to the attendance and services they bill, with denial and appeal tracking — supporting Medi-Cal CBAS, ECM encounter reconciliation, and Medicare/Medi-Cal home health revenue cycles.
Questions, answered plainly
What exactly is BTBCare?
BTBCare is a care-management software platform (SaaS) for organizations that deliver community and home-based care. It connects the plan of care, the interdisciplinary team, assessments, eMAR, attendance, transportation, treatment authorizations, and EDI billing on one shared participant record, so the work your team already does becomes documentation that holds up to survey and revenue that comes in clean.
Which care settings is it built for?
Five, with a tailored solution page for each: adult day (CBAS/ADHC), PACE, CalAIM Enhanced Care Management (ECM), assisted living (RCFE), and home health. Each setting uses the same core platform but is configured around that setting's real workflow, vocabulary, and regulations — the DHCS-0020 IPC, the IDT/MDT conference, units of service, the 5-day NOA window, the ECM outreach standard, and so on.
Is BTBCare an EHR?
We describe BTBCare honestly as a care-management platform rather than an all-in-one EHR. It connects the plan of care, the team, assessments, medications, attendance, and billing — the operational and care-coordination backbone of a program — without overclaiming to be a complete clinical record system. If you have an existing EHR or clinical system, BTBCare is designed to complement how your program actually runs.
How does BTBCare protect patient and member data?
Access is role-based across a layered model (organization role, discipline role, granular permissions), sensitive identifiers like SSN and Medicaid/Medicare numbers are encrypted at rest, and Google Authenticator two-factor authentication plus optional time-of-day login windows protect the accounts that touch PHI. Every meaningful action is captured in a tamper-evident audit trail.
How does billing and claims work?
Documented care flows into clean claims: service records, billing cycles, electronic claim generation and EDI (837) submission, ERA posting, payment reconciliation, aging, and denial analytics with appeal tracking. Pre-validation flags problems before submission, and payer-specific rules are handled for you, so finance teams can see what's billed, what's paid, and what's stuck — and stop revenue from leaking through avoidable denials.
Can we keep our current data and move at our own pace?
Yes. BTBCare is built to onboard a program in stages — start with the modules that hurt most (often care plans, attendance, or billing) and expand from there. Talk to us about data migration and implementation; we'll scope it to your setting and timeline.
How is BTBCare priced?
Pricing is tailored to your setting, census, and the modules you need, so the simplest path is to request a demo and a quote. See the pricing section for how our tiers are structured.
Does BTBCare use AI?
Where the platform assists — for example, drafting or deriving content from existing records — we tell you plainly and keep a human in control of what's signed and submitted. We don't badge features as 'AI-powered' for marketing's sake.
See BTBCare on your own participants
A 30-minute walkthrough, mapped to your care setting. No pressure — just a look at the plan, the team, and the claim on one record.