Security & compliance
What protects your participants’ data, and what you can show a surveyor
BTBCare holds Medi-Cal numbers, diagnoses and medication records. This page lists the controls in the product, how signatures are made defensible, and the CBAS rules the record is kept against.
01 · Access
Who can get in, and when
Controls your administrator sets for the whole center.
- Two-factor sign-in
- Authenticator-app codes (TOTP). An administrator can require it for every account.
- Sign-in hours
- Limit sign-ins to the hours and days your center is open, in your time zone.
- Idle sign-out
- Sessions end after 30 minutes without activity. Session cookies are secure and HTTP-only.
- Role permissions
- Each role sees what its job needs, with per-person overrides. Whole-chart export is limited to administrators and supervisors.
02 · Data
How participant data is protected
Identifiers are encrypted, actions are logged, and records stay with their center.
- Field-level encryption
- The Medi-Cal CIN, Medicare number and SSN are encrypted with AES-256-GCM, with a fresh IV for every record.
- Audit log
- Sign-ins, changes, exports and signatures are written with who did it, when, and from what IP address and browser.
- Center scoping
- Every record belongs to a center, and staff only work with their own center’s participants.
- Business Associate Agreement
- We sign a BAA with every center before any participant data is loaded.
03 · Signatures
Electronic signatures built to hold up in an audit
A drawn signature image proves very little. In BTBCare the signature is the record of who signed, what they agreed to, exactly what they signed and when.
- Identity
- Signed from the signer’s own login, with their license or NPI recorded at the moment of signing.
- Intent
- The signer acknowledges an attestation statement. The exact wording is stored with the signature.
- Content
- A SHA-256 hash of exactly what was signed, so any later change is detectable.
- Time
- Server time, not the device clock. A backdated effective date is stored separately and logged.
- Step-up
- With two-factor on, signing asks for the code again, even mid-session.
- Locking
- Signed content can’t be edited. Changes create a new version that must be signed again. Revoking a signature is a status change, never a deletion.
Designed against
- 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
04 · CBAS compliance
The record is kept against the rules you are surveyed on
Deadlines, required signers and reporting clocks are tracked as people work, not rebuilt before a visit.
- Title 22 timelines
- Day 1, Day 30 and six-month reassessments per participant (CCR Title 22 § 54341), with change in condition handled under § 54319.
- The DHCS 0020
- A completeness check before it goes to the plan, and every required discipline signs, including behavioral health when the diagnosis calls for it.
- Unusual occurrences
- Likely reportable incidents are flagged with the 24-hour DHCS deadline, and the report time and reference are recorded.
- State forms and reports
- CDA 7000 participation agreement (§ 54217), CACFP 52 and the MSSR, generated from the record.
- Care gaps
- Overdue assessments, goals with no interventions, expiring authorizations, missing documents and stale medication reviews.
- Audit packets
- A participant’s full chart as a ZIP of originals or a merged PDF. The export is logged as a disclosure.
- 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
05 · Shared responsibility
The part only your center can do
No software makes a center HIPAA compliant on its own. BTBCare gives you the controls; your policies decide how they are used: who gets which role, whether two-factor is required for everyone, what your sign-in hours are, and how quickly a departing employee’s account is turned off.
We help you set those up during onboarding, and we will answer your security questionnaire or your auditor’s questions directly. Write to [email protected].
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.