Why BTBCare
Eight reasons centers switch, and three reasons they shouldn’t
If you run a CBAS center in California, this page is the honest version of a sales call.
- 01
It does one kind of center
BTBCare is built for California CBAS and ADHC centers and nothing else. The screens use your words, and the rules come from Title 22, DHCS and the plans you bill.
- DHCS 0020, CDA 7000, CACFP 52 and MSSR built in
- Title 22 §54341 timelines per participant
- S5102, H2000 and T1023 handled differently, as they should be
- 02
Clinical and billing share one record
The check-in that starts the day is the attendance that becomes the claim line. Nobody re-types a sign-in sheet into a billing system.
- Attendance feeds claims directly
- TAR coverage checked per day
- Billed attendance can’t be deleted out from under a claim
- 03
It knows how each plan wants it
Plans differ in their forms and in what they reject. BTBCare carries those differences so your biller doesn’t have to remember them.
- TAR forms for Health Net, Anthem Blue Cross, Molina and L.A. Care
- Anthem D-SNP HMO member ID enforced before the 837I
- L.A. Care screening inquiry kept separate from prior auth
- 04
Money that comes back gets posted
Remittances are matched on the payer’s own claim ID first, so truncated and upper-cased claim numbers still land on the right claim.
- 835s by SFTP, posted automatically
- PDF remittances read into the same posting
- Denials and appeals tracked by reason
- 05
You can show a surveyor anything
Deadlines, signatures and documents are kept as people work. When DHCS or a plan asks, you export the participant’s packet.
- Audit packet as ZIP or merged PDF
- Signatures with a content hash and two-factor step-up
- Unusual occurrence 24-hour deadline shown on the incident
- 06
Every staff member gets a login
A CBAS center has ten departments and a lot of part-time clinicians. You pay per participant, so nobody shares a password to save a seat.
- Unlimited staff accounts
- Role permissions with per-person overrides
- A workstation for every department
- 07
Fixes reach every center
When a plan changes a form or a remittance won’t post, we fix it once and every center has the fix. You don’t pay for updates.
- New payer forms added on request
- Rule changes shipped as part of the subscription
- Support from people who know what a TAR is
- 08
The price is on the website
Per participant, per month. No percentage of collections, no per-claim fees, no seat counting.
- Published pricing
- Month-to-month or annual
- Your data comes with you if you leave
Time back
12 jobs your staff stop doing by hand
We don’t publish time-saved percentages we haven’t measured at your center. This is the list of manual steps that go away; your team knows how long each one takes today.
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.
Reassessment cycle
By handEnd dates live on a calendar; someone starts the next round and copies the old goals over.
On the 1st of the month, reassessments due are opened and renewal plans are drafted from the previous goals.
Van routes
By handThe dispatcher orders stops and works out pickup times by hand.
Riders are grouped into vans, stops are ordered, and pickup times are written from an arrive-by time.
ERS days
By handEach remote day is marked separately and the modifier is added at billing.
Declare the window once; every day in it is recorded as remote and billed with CR or SC.
Charting
By handPaper flow sheets and vitals are written on the floor and transcribed later.
Each station walks today’s roster and saves straight to the participant’s record.
State forms and reports
By handThe CDA 7000, CACFP 52 and MSSR are filled in and counted by hand.
Generated from the record.
Survey prep
By handBinders are pulled and documents printed one at a time for each chart requested.
One audit packet per participant, as a ZIP or a single PDF.
The billing rules
Eight ways CBAS claims go wrong, and what BTBCare does about each
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.
Side by side
Paper, generic software, and 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
- Survey request
- BTBCareOne audit packet per participant, ZIP or PDF
- Paper: Pull binders for a day
- Generic software: Print screen by screen
- How you pay
- BTBCarePer participant; every staff login included
- Paper: A percentage of collections
- Generic software: Per staff seat
| 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 |
| Survey request | Pull binders for a day | Print screen by screen | One audit packet per participant, ZIP or PDF |
| How you pay | A percentage of collections | Per staff seat | Per participant; every staff login included |
Not a fit
When you should pick something else
We would rather lose a sale than sign a center we can’t help.
- You run home health, PACE, assisted living or a program outside California. BTBCare is CBAS-only today.
- You want a billing company to do the work. BTBCare gives your biller the tools; it doesn’t replace them.
- You need a family app. There isn’t one yet.
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.