Changelog
We ship fast. 468 updates across 87 releases and counting. See every feature, improvement, and fix as it lands.
Submitting a Comprehensive Diagnostic Assessment from a draft now actually submits
Fixed an issue where resuming a saved CDA draft, signing it, and clicking Submit would show a green confirmation toast but leave the assessment stuck in Draft status forever. The Submit button now properly promotes drafts to Submitted and stamps the real submission time. Any draft that was previously stuck in this state has been automatically promoted on our end so you don't need to redo the work.
Guided tours no longer block clicks when a step targets something not on the page
Resolved an issue where the Staff page guided tour could leave a dim overlay covering most of the page if one of its steps pointed at a section that wasn't rendered for that org (for example, the 'Pending Invites' step on an org with no pending invites). The overlay was absorbing clicks on everything except whatever the tour last spotlighted, which made some action menus look broken. Tours now skip steps whose target isn't on the page and complete cleanly. If all steps end up skipped, the tour dismisses itself instead of looping on every visit.
Custom Forms Builder included on BC Starter and BC Group
Custom Forms Builder is now included by default on both Behavior Consulting plans (BC Starter and BC Group), matching what the BC pricing page has been advertising. BCBA practices can upload their own assessment forms, parental consents, and agency-specific paperwork without needing to upgrade to a DSP-residential plan.
More document categories for behavior consulting and onboarding
The Documents upload, edit, and filter screens now include nine additional categories so admins don't have to dump everything into Other: Functional Behavior Assessment, Behavior Support Plan, Treatment Plan, Skill Acquisition, Behavior Data Sheet, Consent, Insurance, Background Check, and Clinical Credentials. We also surfaced two categories (Med Order, Notes) that the database already accepted but were missing from the dropdowns. The list is reordered so plan-of-care docs come first, BC categories sit together, then health, funding, staff credentials, and Administrative/Other at the bottom.
Daily Note wizard lets staff move through every step freely
Staff can now hit Next on every step of the daily note wizard without being blocked by required fields on intermediate steps. Required fields are still required — they're just enforced when you hit Submit at the end, not page-by-page. A soft 'Still needed' reminder shows what each step expects so staff know what to fill in, but it no longer prevents them from moving forward. This unblocks the issue where staff couldn't see why the Next button was grayed out and would quit mid-note thinking the form was broken.
Staff page action buttons no longer get stuck
Fixed an issue where one slow request on the Staff page could disable every other button on the screen, making it look like you couldn't extend an auditor's access, change a role, deactivate a user, or assign individuals. Each action now runs and recovers independently, and every failure now shows a clear error message instead of doing nothing. Also added a shortcut: clicking the three-dot menu on a staff member now includes 'Manage individual access' so you can jump straight to the assignment panel.
Claims, Communications, and Payroll add-ons now go straight to paid
Adding Claims, Communications, or Payroll to your subscription now charges the monthly rate immediately at checkout, with no extra trial period on the add-on itself. You can still evaluate every add-on during your main CareHub trial — they're all included for free until your main trial ends. After that, picking an add-on starts billing right away. Pricing is unchanged: Communications $5/mo, Payroll $19.99/mo, Claims $39/mo.
Daily Note 'Next' button now explains why it's disabled
When the Next button is grayed out in the daily note wizard, a short hint now appears right above it explaining what's missing — for example, 'Tap at least one Daily Support' or 'Complete 2 more routines'. Before, the button silently disabled with no explanation and staff would quit mid-note thinking the form was broken.
Voice dictation on Daily Health Check
Staff can now narrate a shift report at the top of the Daily Health Check form ("temp 99.1, BP 118 over 76, mood happy, ate well, no skin concerns") and AI fills in the structured fields automatically — vitals, appetite, mood, sleep, menstrual care, and observations. Tap the mic, speak naturally, tap Apply to form, then review and edit before submitting. Works on any device with browser speech recognition (most phones and tablets).
Menstrual tracking added to Daily Health Check
The Daily Health Check form now has an optional Menstrual Health section. Staff check a single box to expand the section when documenting menstrual care for an individual, then capture status, flow, cycle day, last period start date, products used, hygiene assistance level, cramps and intervention, and any concerns or unusual symptoms. The section stays collapsed by default, so it doesn't add friction for individuals where it's not applicable. All fields flow into the existing Daily Health Check PDF.
BC Group tier ($349/mo) + dedicated /pricing/behavior-consulting page
New BC Group tier for BCBA-led teams (BCBA + up to 5 staff) at $349/mo, slotted between BC Starter ($199 solo) and Professional ($499 multi-clinician). New /pricing/behavior-consulting landing page surfaces both BC tiers with BC-specific value props, FAQ, and a CPT 97139 callout. Linked from the main /pricing page.
Behavior Consulting practice mode
Orgs running a behavior consulting practice (BCBA / LBA) can now run in BC mode: the sidebar hides residential-only items (Homes, MAR, Shifts, DBHDS compliance) and the app lands you on Behavior Sessions instead of the residential dashboard. Pair with the new Behavior Consulting Starter tier at $199/mo for solo practitioners. Set per org in the database; settings UI coming next.
AI now live on every BCBA workspace
Behavior Analytics shows an AI Trend Insights card above the charts that writes a plain-English summary of the data. Supervision Log has a Draft with AI button that turns bullet input into a BACB-compliant narrative and pre-fills suggested action items. Joins the AI Progress Summary on Skill Acquisition and Polish with AI on Observation Narratives shipped earlier today.
AI added to Skill Acquisition and Observation Narratives
Skill Acquisition shows an AI progress summary card on each program detail page that analyzes the last 30 trial sessions and recommends a next step. Observation Narratives has a Polish-with-AI button that turns rough field notes into a professional narrative and pre-fills strengths and growth areas.
Free trials are now 14 days
Every new trial gets a full two weeks of CareHub instead of one. Existing trials were auto-extended to 14 days from your signup date. Need even more time? You can also self-serve a one-time 7-day extension from the Extend Trial page.
New: Behavior Session Notes for CPT-billable ABA encounters
Practices delivering adaptive behavior treatment now have a dedicated session note with CPT code, modifier, units (auto-calculated from session times), place of service, target behaviors, protocols delivered, data summary, parent training flag, and supervision flag. Available on Pro+ tier with Behavior Consultation access.
Floating quick-action button on every page
A new "+" button in the bottom-right of every DSP page opens a quick menu — write a daily note, log a medication, file a form, or add an individual without navigating through the sidebar.
Today at a glance widget for staff
Staff now see a personalized snapshot at the top of the dashboard — clock-in status, how many notes are still owed, and the single most important next action for your shift.
Friendlier empty pages with quick tips
Daily notes, MAR, individuals, and homes now show helpful guidance with clear next steps when they're empty — instead of a blank screen.
Top compliance issues now surfaced on the dashboard
The Compliance Risk Score widget now highlights your one-to-three lowest-scoring domains with specific action language and click-through to fix.
Self-serve trial extension
Trial about to expire? You can now extend it by 7 days yourself — no email back and forth. We'll ask one quick question about what's blocking you so we can make CareHub better.
Try paid add-ons free for 14 days
Payroll, Claims, Communications, and Community Individuals add-ons now include a 14-day free trial the first time you attach them. Customers who previously subscribed to an add-on are not eligible for a second free trial.
Save 5% with annual billing
Customers on a monthly plan now see a one-click prompt to switch to annual billing — saving 5% on whichever tier they're on. Available on the billing settings page.
New: Getting Started guide for all users
Staff members now see a visual welcome page on first login showing their three core tasks. All roles can access the new Getting Started page from the sidebar at any time.
PRN Reason Now Stays Filled In, Times Show in Eastern
When you re-open a recorded PRN administration to add a follow-up assessment, the PRN reason and notes you already entered now stay visible instead of appearing blank. Follow-up timestamps on the MAR and the monthly MAR PDF now display in Eastern Time for everyone, so the time you see matches the time it was recorded.
Clearer "Add Support Activity" Button on ISP Plans
The button to add another support activity under an outcome in the ISP plan editor is now a full-width, clearly labeled button so it is easy to find when a plan has more than one support activity per outcome.
Daily Note PDFs Show the Signature and Your Branding
Daily Note PDF exports now reliably display the staff signature — a drawn signature, a typed-name attestation, or an explicit "electronically signed" statement so a signed note never prints with a blank signature line. PDFs are also branded with your organization logo and brand color in the header and section headings.
More Accurate AI Usage Costs
AI usage costs shown on the dashboard now reflect the true per-call cost for each AI feature, based on actual token counts and the correct model rate. High-volume features also use prompt caching to keep costs down.
Setup Progress Checklist Stays Dismissed
Dismissing the dashboard Setup Progress checklist now sticks for good. The dismissal is saved to your account, so the checklist stays hidden across devices and future sessions.
Individual-Level Staff Access Control
Admins can now restrict specific staff members to only see the individuals they are assigned to work with. Manage assignments from the staff profile page or from an individual's edit page.
Calendar & Appointment Tracking
Schedule medical appointments, ISP meetings, behavioral health visits, and compliance events. Track follow-ups with post-appointment summaries, get AI-drafted notes, and set email reminders. Recurring series supported. Guardians can view upcoming appointments in the family portal.
AI explains claim denials and guides correction
Denied or rejected submissions in Submission Tracking now have a collapsible denial panel. Paste the denial code or reason from DMAS, then click "Explain with AI" to get a plain-English explanation and step-by-step correction guide. Use "Correct & Resubmit" to clone the denied submission as a new draft — preserving the original audit record while letting billing staff fix and resubmit.
Daily Notes PDF now includes all wizard fields
The Daily Notes report PDF has been updated: support tags now display correctly with proper spacing and readable labels, and the PDF now includes all wizard fields — individual appearance, absence status, incident report flag, staff name, and structured free-text sections (behavioral observations, health & safety, community participation, meals, sleep, goals, and more).
Click payroll flags to see the exact shifts behind them
In Payroll Reconciliation, flag badges (missed shifts, missing clock-outs, late clock-ins, early departures) are now clickable. Click any badge to open a detail view showing each individual shift — scheduled vs. actual times, how many minutes late or early, and a direct link to that shift.
Download Face Sheet PDF directly from the individual
A Download PDF button now sits on each individual's Face Sheet tab, next to Edit Face Sheet. Generates the same full-detail PDF as the Reports hub, including demographics, contacts, medications, and emergency information. No need to detour through Reports.
Intake Pipeline
Track prospective individuals from referral through enrollment. Log the referral source, schedule intake, advance through six pipeline stages, and enroll directly into CareHub — no duplicate data entry.
Claims: automatic 999 acknowledgment tracking
CareHub now polls VAMMIS automatically every 15 minutes for 999 and 277CA acknowledgments and updates submission status in real time. EDI interchange control numbers are now sequential and compliant with X12 ISA13 requirements.
Enterprise billing: archive locations before reducing your plan
When reducing your Enterprise service-location count, you can now select which locations to archive directly from the billing page. Locations with active individuals are flagged so you can discharge or reassign them first.
MAR: clearer error when recording a medication administration without being clocked in
When a staff member tried to record a medication administration without being clocked in to that home (and the org requires clock-in for documentation), the server action was throwing a BusinessRuleError. The administration modal's outer error handler was silently closing the modal as if the action succeeded — so the user could believe the admin was recorded when it wasn't. The check now returns a graceful soft-fail with the clear 'You must be clocked in...' message; the modal stays open and displays it inline so staff know exactly what to do.
Review queue: no more "failed to approve" errors when walking the queue fast
Supervisors walking the review queue rapidly were hitting 'Failed to approve' errors when their click landed on a note (or form submission) that had already been approved — either by their own previous click in a rapid sequence, or by a concurrent reviewer in another browser. The desired end state is already reached either way, so the approve action now treats 'already approved' as soft-success: the dialog closes, the queue refreshes, and a gentle toast says 'This note was already approved — refreshing your queue' instead of a red error. Applies to both daily-note approvals and form submission approvals.
Daily notes: fix "duplicate key" error blocking submissions
Staff were occasionally seeing a Postgres error (duplicate key value violates unique constraint dsp_daily_notes_dedup_idx) when submitting a daily note — even though no duplicate completed note existed. Root cause: the dedup index was blocking any second row (draft OR completed) for the same individual/date/time/staff combo, so an abandoned auto-saved draft from a prior session blocked the next submit. Two fixes: (1) the index now only blocks duplicate COMPLETED notes — drafts can stack freely as work-in-progress; (2) when a user submits a note without a draft ID in state, the submit code now looks up any matching draft first and promotes it to completed in place, instead of creating an orphan completed note alongside the draft. If a COMPLETED note for the combo already exists, a clear error explains it instead of showing the raw Postgres message.
Admin signup notifications now differentiate paid subscriptions from trial signups
Cleaned up the wording in admin notification emails so it's clear at a glance whether a new customer started a trial or paid immediately. The webhook-fired admin notification template was hardcoded to say 'New Trial Signup' regardless of subscription type. Now it correctly shows 'New Paid Subscription' (paid), 'New Free Signup' (no-payment), or 'New Trial Signup' (trial) in both the header and subject. Same fix applied to the generic signup-checkout notification ('Paid Checkout' is now 'Paid Subscription') and the Enterprise self-serve notification (subject + eyebrow now say 'Trial Signup' vs 'Paid Subscription' based on whether the customer skipped the 7-day trial).
Marketing "Get Started" button now lands on pricing first
The Get Started button in the marketing header and mobile nav used to jump straight to /auth/sign-up, which dropped prospects into a signup form without ever seeing what tiers exist, what's included, or what they'd pay. Now both buttons route to /pricing, where every tier card has its own 'Start 7-Day Free Trial' CTA that kicks off the standard signup flow with the tier pre-selected. Prospects who just want to start a trial without comparing still get there in one extra click — but everyone who clicks Get Started now sees pricing before they commit.
Enterprise self-serve fix #2 — provisioning intercept moved to onboarding page
First end-to-end test of Enterprise self-serve uncovered that the /auth/callback fix only fires for OAuth flows. Password sign-ups go through a different route (/auth/confirm → /auth/email-confirmed → /home → /onboarding/organization) that never hits /auth/callback. Result: customers were still landing on the onboarding form, filling it out, then ending up on a 'Subscription Required' page because the onboarding flow's RPC doesn't link the Stripe subscription that already exists. Fix: added the same Enterprise self-serve provisioning intercept at the top of /onboarding/organization. When a completed Enterprise pending_checkout exists for the user, we run setupOrganizationFromCheckout and redirect to the dashboard before showing the onboarding form. Catches both OAuth and password sign-up flows.
Enterprise self-serve now requires explicit ToS acceptance (and persists it to the DB)
Made sure organizations signing up via the new Enterprise self-serve flow are accepting our Terms of Service before payment. The /enterprise-quote 'Start subscription now' form now has a required Terms of Service + Privacy Policy checkbox; the submit button is disabled until it's checked. Acceptance is timestamped and stamped with the current terms version (2026-01-14), passed through the Stripe checkout metadata, and written to the new dsp_profile's terms_accepted_at + terms_version columns when the org is provisioned. Standard tier signups go through the existing /signup terms step unchanged; the change here is specifically for the bypass-onboarding Enterprise self-serve path.
Fix Enterprise self-serve provisioning (auth callback now creates org from checkout)
End-to-end testing of the new Enterprise self-serve signup uncovered that the auth callback was redirecting Enterprise customers to /onboarding/organization after creating their auth account — but the Enterprise self-serve flow already collected org name + state in the calculator form upfront. The redundant onboarding step caused customers to either fill out conflicting info OR (if they had another CareHub session active) bypass onboarding entirely and end up with no dsp_organization / dsp_profile / subscription rows despite a successful Stripe checkout. Fix: auth callback now detects Enterprise self-serve checkouts (metadata.enterprise === true) and calls setupOrganizationFromCheckout directly to provision the full org from checkout data, then redirects straight into the dashboard. Standard tier signups still go through onboarding to collect service_type. Provisioning failures fall back to onboarding so users aren't stranded.
Community quote calculator now lets customers pick their tier
The /community-quote calculator previously auto-mapped location count to standard tier (5 locations → Professional). But for community-heavy customers like Felts Supports for Living (5 group homes + 60 SR individuals), Agency at $699 actually beats Professional at $499 because Agency bundles 35 community individuals vs Professional's 20 — a $50/mo savings despite the higher base. The calculator now surfaces every eligible standard tier as a side-by-side card with its computed total cost, marks the cheapest with a 'Best price' badge, and defaults to that pick. Customers can override (e.g., picking Agency for the dedicated account manager + phone support even when Professional is $50 cheaper). Lead capture metadata now records both the picked tier and the recommended cheapest so Dana can see when a prospect overrode the recommendation.
Pricing-change disclosure on all public pricing surfaces
Every public pricing surface now discloses that month-to-month pricing is subject to change, with a clear path to lock in your current rate via annual billing (12-month price lock) or a multi-year contract via Contact Sales. The notice appears on /pricing, /enterprise-quote, /community-quote, the signup plan picker, and inside the Enterprise self-serve form.
Enterprise customers can now sign up themselves, no sales call required
Organizations with 11+ service locations can subscribe directly. The /enterprise-quote calculator now includes a 'Start your Enterprise subscription now' card right under the quote: enter your email and organization name, get redirected to secure checkout, complete payment, and land in CareHub within minutes. Same 14-day free trial as every other tier (skippable via checkbox if you want to start billing immediately). The existing 'Email me a formal quote' option stays alongside it for organizations that want to review terms or negotiate a custom contract first.
Enterprise pricing tune-up — margin-safe floor + competitor comparison on both calculators
After running a competitive pricing audit against Therap, WellSky, Core Solutions, Lauris, and Credible, two tuning adjustments. (1) Enterprise entry rate moved from $79 to $89 for the first 5 locations and the floor moved from $49 to $59 (kicks in at 36+ locations now instead of 41+). The 5%-per-5-location step pattern is preserved. CareHub remains 15-25× cheaper than Therap/WellSky at the 50-location scale; the floor change protects gross margin on heavy-AI workloads. (2) Both calculator pages (/enterprise-quote and /community-quote) now show a competitor comparison table side-by-side with the customer's CareHub quote — anchored to Therap's typical $100/user/mo mid-range and WellSky's $200/user/mo floor. The Enterprise tier card now also surfaces 'No setup fee, no minimum contract' explicitly (worth $5K-$50K of perceived value vs the competition).
More aggressive Enterprise discounts + new Sponsored Residential / community calculator
Two pricing improvements. (1) Enterprise volume discounts are now more aggressive — every 5 locations cuts another 5% off the per-location rate, accumulating from a $89 entry rate down to a $59 floor at 36+ locations. Growing organizations see a continuous reward instead of waiting for the next bracket. (2) A new sister calculator at /community-quote serves providers whose primary business is Sponsored Residential, non-center-based community, or in-home services — orgs that have few licensed locations but lots of community individuals. Same graduated-discount pattern but applied to individuals instead of locations: $19 each base, dropping 5% per 10 individuals, floored at $12 each. Bundled tier counts (4/10/20/35 for Starter/Growth/Pro/Agency) stay included free. The pricing page Sponsored Residential section now links directly to it, and the Enterprise calculator points there for orgs with <11 locations.
Billing fixes — Claims access on Agency/Enterprise + plan-change community sync
Three behind-the-scenes billing fixes. (1) Agency and Enterprise tier subscribers now correctly get Claims Dashboard included with their plan — previously the access function only granted it on Professional, contradicting what the pricing page promised. Mirrors the Payroll access fix from last week. (2) When you change plans (e.g. Starter → Professional), your bundled community-individual count now updates to the new tier's included number — so a Sponsored Residential customer moving up no longer keeps paying $19/each for community individuals already covered by the higher tier. (3) Free-trial billing page now shows the correct bundled community count for SR / in-home / virtual hub providers, so the Community Quantity Editor doesn't mislead trial customers into thinking they'll be charged from the first individual. Org-level trial fallbacks added to Payroll, Claims, and Behavior Consultation access functions so freshly-onboarded orgs don't get incorrectly denied during their trial.
Annual billing wired end-to-end (5% off)
Annual billing now works for real. The Monthly / Annual toggle on the pricing page only renders when Annual Stripe prices are configured (preventing the 'pick Annual, get billed Monthly' bug). The signup flow honors the ?plan=X&billing=Y URL params from the pricing CTAs, so clicking Annual on the pricing page actually pre-selects the Annual plan in the picker. Plus we added a capacity guidance banner above the plan picker so prospects know how to choose — Starter/Growth/Professional/Agency caps + when to bail to the Enterprise quote calculator.
TrainingHub bundle — 10% off on any CareHub plan
CareHub customers can now bundle TrainingHub (our sister LMS for DSP onboarding, annual recerts, and DBHDS-required courses) at 10% off, applied automatically with promo code CAREHUB10. The bundle option now shows up in three places: the public pricing page, the Enterprise quote calculator, and your in-app Billing page — so it's available regardless of which CareHub plan you're on. TrainingHub remains a separate subscription on TrainingHub's own site; the discount is pre-applied when you sign up through any of the new bundle links.
New Enterprise self-quote calculator on the marketing site
Prospects with 11+ service locations or large community-based programs can now generate their own Enterprise quote at /enterprise-quote without a sales call. Enter your service location count and community individual count (Sponsored Residential, non-center-based community, non-center-based in-home) and the calculator applies our graduated rate — $79/loc for the first 20, dropping to $69, $59, and $49 as volume grows — plus $19/individual for community services and an optional 5% annual discount. Submitting the form captures the lead with the full breakdown so we can follow up with a formal proposal. The pricing page Enterprise card now points here as the primary CTA, with Talk to Sales kept as a secondary option.
Quarterly ISP Reviews are now tracked automatically from the ISP
CareHub now pulls quarterly review dates straight from each individual's active ISP (Part Four — Quarterly Review Dates) instead of asking staff to maintain a separate manual date on the PCP. Four places this shows up: • PCP detail page — new Quarterly Reviews card listing all four scheduled dates with completion status, overdue/upcoming badges, and a one-click File this review button. • Quarterly ISP Review form — when filing a review, link it to the scheduled date it satisfies via a new dropdown. The system marks that date as completed on the PCP and the dashboard automatically. • Dashboard ISP Quarterly Reviews widget — filed reviews drop off the list so admins only see actionable items. Within 30 days plus anything overdue. • Compliance Dashboard — new rollup at the top showing total overdue + due in 7 days + due in 30, with a clickable list for each. Reminders fire daily for any review hitting 30 days out, 7 days out, day-of, and 1 day overdue. License admins and program managers get an in-app notification each time. The PCP's manual Next Review Date is now an override only — set it for non-quarterly purposes and it clears itself when a quarterly review is filed against the same date.
External Signatures option now available on Quarterly ISP Review, Discharge, and Annual Acknowledgements
The same External Signatures option that shipped this morning for Person-Centered Plans is now on four more form types: Quarterly ISP Reviews, Discharge Notices, Discharge Summaries, and Annual Acknowledgements. If a form was already signed in WaMS, on paper, or in another system before the record was added to CareHub, a license admin or program manager can attest to those signatures from the form's header — pick a method, optionally upload a scan, enter the signer name and date, and the form flips to fully signed without re-collecting. Same restriction as PCPs: staff don't see the button, only admin-level roles. Based on customer feedback that providers are loading older signed forms into CareHub for uniformity and don't want to re-collect every signature.
PCP signatures: new External Signatures option, My Signatures page, and clearer error messages
Three connected improvements to the Person-Centered Plan signature workflow. External Signatures: license admins and program managers can now confirm signatures that were collected outside CareHub — on paper, in WaMS before joining CareHub, or in another system — without re-collecting them. A new 'Signatures Were Captured Outside CareHub' button appears on the plan's Signature Status section. Picking a method, attesting that the signature is on file, and (optionally) uploading the signed scan flips the plan to fully signed and lets you set it to Active. Plans signed this way display an amber 'Signed Externally' badge so the audit trail is intact. Staff do not see this option — it is restricted to admin-level roles by design. My Signatures page: a new entry in the sidebar collects every document waiting on your signature in one place. PCP plans and incident reports show today; additional document types will come online as the workflow expands. Each row has a Sign Now button that jumps directly to that document's signature step. A matching 'Signatures Required' dashboard card surfaces the same list on your home page so it never gets buried. Reminders and better errors: pending signatures now trigger automatic reminders at 24h, 48h, and 72h overdue. If you try to set a plan to Active before it is signed, the error message tells you exactly what is happening and includes a 'Go to Signatures' button that scrolls you directly to the signature section — and mentions the External Signatures option for plans signed outside CareHub.
Fix: Edit button on Face Sheets list now works for individuals without a primary home
Clicking Edit under Actions on the Face Sheets list was sending users to a 404 page for any face sheet where neither the individual nor the face sheet itself had a primary home set (most often community-based individuals on sponsored residential or in-home support). The Edit link now routes through a single canonical entry point that looks up the effective home server-side — checking the face sheet, then the individual, then any active home assignment — so the wizard opens cleanly regardless of how the home is stored. Same fix applied to the Edit button on the face sheet detail page.
Daily Assignments: new "N/A" status for individuals not yet in services
Individuals you've entered into the system for intake but who haven't started services yet (a future admission, a new client whose start date is later this month, etc.) now have a fourth arrival option on the Daily Assignments page: Arrived, Absent, Left Early, and N/A. Use N/A so the person stays on the roster as a placeholder without being mis-marked as a no-show. N/A is a label only — it doesn't trigger missing-note prompts or attendance flags. Based on customer feedback.
New Medication Changes report
A new audit report under Reports → Medications that shows every medication change for an individual over any date range: added, discontinued, restarted, dose/frequency/route/PRN/prescriber changes, refills, plus any med orders uploaded to their documents during the window. Field-level change tracking (before → after values, who, when, source) starts capturing automatically from today onward; events from before today show "added" or "discontinued" without before/after values. A new "Med Order" document category lets you tag uploaded prescriptions precisely; uploads in the Medical category with prescription/pharmacy keywords in the title are also surfaced automatically. PDF export included.
Quarterly ISP Review: no more 24-hour edit window
The 24-hour cutoff on editing Quarterly ISP Reviews is gone. You can now go back and correct a submitted review at any time — fix a typo, reclassify an outcome, or update a section based on an audit finding without having to delete and recreate the record. The Edit button stays available on every submission, regardless of how long ago it was submitted.
Quarterly ISP Review: visible auto-save, smarter AI draft, no more lost work
A pass over the Quarterly ISP Review form to address feedback that it felt buggy and that data wasn't reliably saving. Every change you type is now auto-saved locally with a visible "Saved X seconds ago" indicator plus a manual Save Now button, and auto-save now works in edit mode too (the old version disabled it during the 24-hour edit window, so a browser crash could lose changes). Drafts for two different reviews — or two different quarters for the same person — no longer overwrite each other; the auto-save key now incorporates the individual and the quarter dates. The AI draft generator now anchors on the active PCP outcomes, risks, routines, current medication list, refused/held/errored med admin events from the quarter, the active treatment/behavioral support plan, and the facesheet (diagnoses, allergies, behavioral supports, primary physician) — previously it only saw progress entries, so outcomes with no progress logged got skipped entirely. The duplicate "pick the individual + quarter" inputs above the form are gone; the AI source-selection panel now reads from the form itself so the two can't drift apart. Inactive individuals no longer show up in the dropdown.
Staff invitation emails now show your organization name and logo
When you invite a staff member, the invitation email now leads with your organization's name (in the subject line, the heading, and the body text) instead of just the home assignment. If you've uploaded a logo for your organization, it appears at the top of the email so new hires immediately recognize who's inviting them. The specific homes a staff member is being assigned to are still shown on their own line below the welcome message.
Review Queue now properly clears notes after a supervisor approves them
Daily notes that supervisors approved in the Review Queue were getting silently reverted back to pending_review and staying in the queue. A backend trigger that routes newly-completed notes into the supervisor queue was firing on the supervisor's own approval and bouncing the note straight back into the queue. The trigger now correctly recognizes that a note already in pending_review has already crossed the cosignature gate, so the supervisor's approval flows through cleanly and the note disappears from the queue as expected. Notes that were stuck from before this fix have been re-completed in place; no resubmission is required. Based on customer feedback.
PCP status change now tells you when signatures are blocking the change
When you tried to move a PCP plan from Draft to Active before both signatures were complete, the page used to show a generic "Failed to update status" message. It now explains exactly what is happening: the plan cannot be set to Active until both the individual (or SDM) and staff signatures are present, and tells you to scroll to the Signatures section on the plan to complete them. Other status-change failures also surface the underlying database message so you can act on them instead of guessing.
Daily-note wizard now scrolls to the top of each section automatically
When staff hit Next at the bottom-right of the daily-note form, the new section used to render with the page still scrolled to the bottom — so staff would land on the end of the next section without realizing the page had advanced. Hitting Next, Back, or any step indicator now smoothly scrolls the wizard header back to the top so the new section starts at its beginning. Applies to every wizard step on every device. Based on customer feedback.
Voice dictation for the PCP Routines section
The PCP Routines Completed section now has a microphone button. Tap it, tell us what happened on the shift, then tap stop. CareHub will mark the routines you mentioned as complete and put any details you gave into the right routine's note field. If you say 'all routines were addressed' (or any close variant like 'everything was covered'), every routine on the individual's plan is checked complete in one go. Tapping the cards directly still works exactly as before. The dictation interpreter runs on Haiku and is included on every plan.
PCP Routines Completed section redesigned as a card grid
The PCP Routines Completed section of the daily-note wizard now uses a tap-to-complete card grid: two cards per row on mobile, three per row on tablet and desktop. Each card shows the routine name and a brief description from the PCP. A single tap on the card marks the routine completed and turns the card green with a check icon. A small chevron in the top-right corner expands a brief notes field if the staff member needs to add detail for that specific routine. A progress bar at the top of the section shows how many routines have been completed out of the total, with the minimum requirement called out where applicable. The bar turns green once the minimum is met. The whole section is collapsible from the section header. This is a visual redesign only — all data writes, organization-specific minimum requirements, and compliance reporting work exactly as before.
PCP Risk Monitoring section is now collapsible from the section header
The Risk Monitoring section in the daily-note wizard has a new chevron next to the section title. Tap it to collapse the entire section once you have finished documenting risks, or to expand it again. This change applies to every organization and does not affect what staff are required to document — only how much of the section stays on screen.
Optional: one-tap risk monitoring for orgs that ask for it
By customer request, CareHub now supports an optional streamlined risk-monitoring flow that organizations can opt into. With it on, the PCP Risk Monitoring section opens with a single "All risks monitored — nothing to report" button. One tap records every PCP risk as monitored with no concerns for the shift and staff move on. Below the button is a collapsible "Tap to flag a specific risk" list — open it to document any risk that actually needed attention. The compliance dataset is identical to before; only the time burden on staff changes. This flow is off by default and only enabled on request. Email us if you would like it turned on for your organization.
Sign-in form now tells Google-OAuth users why password login is failing
When a staff member who signed up via 'Sign in with Google' tries to log in with email and password, they used to see the generic 'invalid credentials' error and assume their account was broken. The sign-in form now detects this case after a failed password attempt and shows a clear message: 'This account uses Google to sign in — use the Sign in with Google button below.' Based on customer feedback that staff in this situation were filing support tickets instead of finding the Google button.
Custom Forms Builder is now a Growth+ feature
Marketing has always listed Custom Forms Builder as a Growth+ feature, but the code wasn't enforcing it. Starter accounts that haven't created any custom templates will now see an upgrade prompt on /dsp/forms/custom; Growth and above are unaffected. Any Starter org that already built at least one custom template is grandfathered and keeps full access. The public pricing page was also updated to honestly describe which advanced features live on which tier (Custom Forms Builder on Growth+, Insights & Reports + Audit Packet on Professional+).
Sponsored Residential and in-home plans now bundle community individuals
Pricing now levels the playing field between group-home and non-group-home providers. Every plan includes a bundle of community individuals at no extra cost — Starter includes 4, Growth includes 10, Professional includes 20, Agency includes 35. SR / in-home / virtual-hub orgs only pay the $19/individual rate beyond their bundle. New orgs are auto-bundled at signup based on their service type; existing customers keep their current arrangement.
New orgs can pay today and skip the trial
The public pricing page now offers two starting paths per tier: the standard 7-day free trial, or 'pay today and start immediately.' The pay-today path takes a card on file at signup and starts the paid subscription right away with no trial period (so the customer is charged immediately and the subscription is active the instant signup completes). Same platform either way — the only difference is when billing starts.
Behavior + safety trends now show up on the individual's trends page
When you open an individual's Trends page, you'll see two new sections fed by the Behavioral Observations and Health & Safety entries from Daily Notes. A weekly bar chart shows how often each behavior tag (Happy, Aggressive, Self-injurious, etc.) was observed, so patterns surface across the rolling 4-month window. A Safety Touchpoints card lists every drill, plan review, or briefing documented in Section 8, with a count and a 'last done X days ago' label. Anything not done in 90+ days gets flagged in red so audit-prep gaps don't go unnoticed. Works on both the new checkbox-style sections and legacy free-text notes.
Required-field rules now visible inside each daily-note section
Daily-note sections now show staff exactly what's required, instead of silently blocking them when they hit Next. Every required section has a 'Required' badge on the title. Checkbox sections show a live 'X selected' badge and, when a minimum is set, a colored progress banner that goes red → amber → green as staff approach the minimum. PCP Routines shows the 'complete at least 3' rule up front with a live progress count. Section descriptions now appear in a more visible info-style callout. Based on customer feedback that staff were getting blocked at Next without knowing why.
Dashboard widgets now link directly to the items they're showing
Items in dashboard widgets are now clickable shortcuts to the page where you can actually act on them. The Compliance Risk Score domain rows jump to their drill-downs (Daily Notes, Incidents, PCP Plans, MAR). Missed Medications and Medications Due rows open that individual's MAR. CAP Summary tiles for Overdue and Due This Week now link to the corrective-actions list. Upcoming Deadlines PCP rows deep-link to the specific plan instead of the plan list. Expiring Documents form-submission rows deep-link to the specific form. Shift Coverage Gaps and Long Shift Alert rows deep-link to the right shift. Based on customer feedback that the widgets were showing what was wrong without making it easy to get to the fix.
ISP Import: pick and choose individual outcomes, risks, and routines
When you import from an ISP into a PCP plan, the preview now shows a checkbox next to every individual outcome, risk, and routine. The AI sometimes over-extracts (especially for routines), so you can now untick the ones you don't want before clicking Apply, instead of importing everything and deleting extras one-by-one. The section header still works as a 'select all / deselect all' shortcut. Based on customer feedback.
AI parsing features no longer time out mid-extraction
Smart Draft on daily notes, Auto-fill from ISP on PCP plans, and Auto-fill from CareHub Documents on face sheets all run Anthropic calls that can take 30-90 seconds. The previous server timeout was 60 seconds, which silently killed longer parses — usage was logged but no result landed. Bumped the timeout across all /home routes so AI features now finish reliably.
Progress note wizard enforces required PCP Routines when your template says so
If your org's daily-note template marks 'Routine Supports' as required, the wizard now blocks the Risks & Routines step until staff has documented at least 3 routines as completed (or all of them, if the individual has fewer than 3 active routines). Behavioral Observations and Health & Safety are also enforced when included in your required-sections list. Admins can adjust required sections from Settings → Note Template.
Track uploaded ISPs and request an import from your dashboard
Your admin dashboard now shows an 'ISPs ready to import' card whenever you have uploaded ISP PDFs that haven't been read into the structured ISP record yet. Click 'Request ISP import' to open a support ticket and our team will import them for you. Once an ISP is imported, the ISP Quarterly Reviews widget surfaces upcoming review dates immediately — including from drafts pending activation, marked with an 'ISP draft' badge.
Dashboard tune-up: better Compliance Risk Score, smarter widget placement
The Compliance Risk Score no longer counts 'Staff Certifications' (a feature we don't actually surface) and its weights are redistributed across the four signals we actually track. The MAR component now counts only doses with a documented outcome — missed and pending no longer inflate the score. Open Incidents moved to the top of the Compliance section so unsigned incidents are seen first, and the widget self-hides when everything is clean. Authorizations Expiring now self-gates to the Claims add-on: orgs without Claims see a feature CTA instead of a quiet empty card.
New dashboard alert: PCP plans that still need signatures
Admin dashboards now surface a 'PCP Signatures Needed' card listing each individual whose PCP is missing the individual/SDM signature, the staff signature, or both. Daily-note documentation is unaffected: routines, risks, and outcomes still populate against unsigned plans so your team can keep working. The widget hides itself once everything is fully signed.
Daily notes always pull the latest PCP risks, routines, and outcomes
Daily notes now populate the PCP risks, routines, and outcomes for an individual regardless of whether their plan is still in Draft or has signatures pending. Documentation flow is never blocked by signature status. Signed-and-active status is still required for an audit-complete PCP, but staff can keep documenting against the most current plan in the meantime.
PCP plans now require signatures before going active
A PCP plan can no longer be set to Active until both the individual (or their SDM) and a staff member have signed it. Once both signatures land, the plan auto-promotes from Draft to Active — no extra click needed. Plans that don't require signatures keep manual status control. Existing active plans are not changed, so no in-flight workflows are disrupted.
Renew Face Sheet for new ISP year now works
Clicking the Renew button on a face sheet now correctly archives the previous version and opens a fresh copy for the new ISP year. Previously the action would silently fail because the database unique-constraint applied to archived rows as well as active ones.
Designated staff reviewers can now see and approve their Review Queue
Staff who have been granted the 'Can review submissions' flag now see pending daily notes and form submissions for the homes they're assigned to, and can approve or return them. Previously the queue showed 'All Caught Up' for these users and the Approve / Return buttons would error out. Admin behavior is unchanged. We also fixed a clock-in trigger that was incorrectly blocking supervisors from approving notes when the original author had clocked out.
Face Sheet wizard has a visible Save button + clearer auto-save status
Added a Save button to the Face Sheet wizard header so you can save progress at any time without having to navigate forward through steps. A 'Saving...' / 'Saved' indicator next to the button confirms the save landed. Auto-save behavior unchanged: in edit mode every Next click saves to the database, and in create mode the form is also auto-saved to your browser every 30 seconds (so closing the tab on the same browser preserves your work). The Save button forces an immediate save on top of both.
Face Sheet wizard can now pull source documents from CareHub Documents
Step 1 of the Face Sheet wizard now has a 'Pick from CareHub Documents' button next to the file upload. Click it to see every PDF, JPEG, or PNG already uploaded for this individual in their Documents library — pick one or more and AI will read them as if you just uploaded them. No re-uploading required when you have the document already filed. The fresh-upload button is still there for new files. Combine both: pick an existing ISP from Documents and upload a new insurance card in the same extraction.
Face Sheet wizard: AI document upload is now on Step 1, and SSN is optional
The 'Auto-fill from documents' panel on the Face Sheet wizard moved from Step 4 (Medical) to Step 1 (Individual Info) so staff can drop in a prior face sheet, ISP, insurance card, Medicaid card, or physician's order at the very start and have AI fill in the whole form — including personal info (preferred name, DOB, gender, Medicaid/Medicare numbers, phones, email), substitute decision maker, emergency contact, primary physician, three levels of insurance, diagnoses, allergies, medications summary, communication needs, mobility needs, and behavioral supports. Fields you've already typed are protected; only empties get filled. Also: the Last 4 digits of SSN field is now optional, since many service types don't capture it.
Auto-fill Face Sheets from a prior face sheet or any related document
A new amber 'Upload prior face sheets or other documents to auto-fill this form' panel sits at the top of the Face Sheet form. Drop in up to 6 PDFs, JPEGs, or PNGs (a prior face sheet, an insurance card, a recent physician's order, a Medicaid card, etc.) and AI reads all of them together to fill in every field it can find — preferred name, DOB, gender, Medicaid and Medicare numbers, phones, email, substitute decision maker, emergency contact, primary physician, three levels of insurance, diagnoses, allergies, medications summary, communication needs, mobility needs, and behavioral supports. By default only EMPTY fields are filled so staff's typed values are protected; a 'Replace existing values' checkbox is offered when the form already has data. Uploaded files are saved to the individual's Documents under category 'PCP source' so they're not lost.
Upload any PCP or source document and have AI fill in the plan
On the Person-Centered Plan edit page there is now an 'Upload a source document' panel where you can drop a PDF or Word file of an existing PCP, an ISP from another vendor, or any related document. AI reads it and pulls the selected sections directly into this plan. Pick which sections to extract — Vision & Goals, Outcomes, Risks, Routines — and the uploaded file is saved under the individual's Documents (category 'PCP source'). Replaces existing data on the selected sections with a confirmation dialog that lists exactly what will be deleted before it runs. Pairs with the existing 'Auto-fill from ISP' banner; the new panel is for when the source doc isn't an ISP, or when you want to overwrite cleanly rather than append.
Auto-fill Person-Centered Plans from a single click on the ISP
When you open a Person-Centered Plan that's missing Outcomes, Risks, or Routines, a new violet banner at the top of the page offers to auto-fill those sections by reading the ISP PDF in the individual's Documents. AI extracts Vision, Outcomes (with Goals, Activities, and What Staff Can Do), Risks, and Routines, then lets an admin review and apply selectively before committing. The banner used to only appear in edit mode; now it appears in view mode too whenever a section is empty, and updates its language based on what's already filled in. Re-import is still available in edit mode for plans that need a refresh after the ISP is updated. The ISP must be uploaded under the individual's Documents with category 'ISP' or with 'ISP' in the file name. Works org-wide.
Daily-note section headers now show a chevron so you know they collapse
Every section on the daily-note form (Note Information, Individual's Appearance, Shift Information, Daily Supports, Handover Notes, Incident Report Check, and Signature) has always been collapsible by clicking the header, but there was no visual indicator. Now each section header shows a chevron that rotates open or closed so staff can see at a glance which sections are expanded and click to collapse long ones. The free-text catalog sections already had this indicator. Based on customer feedback that the longer sections were hard to skip past.
Daily-note individual picker shows "Multiple locations" for individuals with more than one home
When picking an individual for a daily note, the picker now shows 'Multiple locations' as the subtitle if that individual is enrolled at more than one home you can see. Previously the picker showed only the individual's primary home name as a subtitle, which came back blank when you didn't have access to that primary home (for example a day-program staff seeing a sponsor-home individual). Now the subtitle always says something meaningful: the home name when there's only one location, or 'Multiple locations' when there are two or more. The location prompt that fires after selection is unchanged: you still confirm which home the note belongs to.
Missing-note detection now honors scheduled shifts everywhere it appears
Three places used to flag missing daily notes only if staff actually clocked in: the Compliance Dashboard Notes Coverage view, the admin Missed Notes report, and the daily admin notification cron. Now all three count scheduled-but-not-clocked-in shifts as expected coverage, as long as the location's Hours & Closures says it should be open. For day programs that schedule open shift slots without naming a staff yet (per-individual-per-day mode), the missing-note rows show staff as 'Unassigned' so admins can see both the documentation gap and the staffing gap at once. Clocked-in shifts still take precedence over their scheduled twin so days do not double-count. Based on a customer report that some scheduled shifts were not being counted toward expected coverage — fix applied app-wide so the Compliance Dashboard, /admin/reports/missed-notes, and the nightly admin notifications all agree.
Quarterly ISP Review — per-item boxes for risks and routine supports
Two new sections on the Quarterly ISP Review form: 'Risk Responses This Quarter' and 'Routine Supports Provided This Quarter.' Each section loads the individual's active PCP risks/routines and gives you one box per item to document what staff did this quarter. The form is now six numbered sections instead of four. The signed PDF and the guardian signing preview render each item as a separate block — no more giant single paragraphs. Existing reviews still load fine — older drafts and submitted reviews keep their original Section 1 text and the new sections start empty.
PCP outcomes — one box per skill-building activity
On the PCP plan editor, outcomes flagged as Skill Building now support a list of separate activity boxes instead of one big textarea. Add a box for each distinct activity — chores, cooking, coping skills, etc. — and Smart Rephrase works on each one individually. Existing outcomes keep their text in a single first box (no data lost), and the PCP report and PDF now render multi-activity outcomes as a clean numbered list.
Quarterly ISP Review — separate progress box for each outcome
Section 1 of the Quarterly ISP Review form (Outcome Progress & Supports) now renders one documentation box per active PCP outcome instead of a single shared textarea. Skill-building outcomes get a dedicated label — 'Skill-building activities & progress this quarter' — and a placeholder that prompts staff for the activities they used and the individual's response. There's also a separate, optional 'Additional notes' box for cross-cutting comments. Existing drafts and signed reviews keep loading — your saved text drops into the additional-notes box on first edit. Smart Rephrase still works across the whole section.
Lease + Program Rules — standalone PDFs and Compliance flags now live
Two follow-ups from yesterday's DBHDS / VRLTA compliance update are live. From the Admission & Orientation Packet detail page you can now download a standalone Lease Agreement PDF and a standalone Program Rules Acknowledgment PDF, separate from the full packet — useful when surveyors or family members ask for those documents on their own. The Compliance Dashboard also has two new flags for residential providers: Lease Signed, and Program Rules Acknowledged Separately. Both flags only appear if your org runs a Group Home, Sponsor Home, Virtual Hub, or Supported Living location.
Clock-in reminder on MAR no longer logged as a system error
When you tried to record a medication while not clocked into the home, you'd see the expected 'You must be clocked in' message — but our internal monitoring was treating it like an unexpected crash and pinging us. Tightened the monitoring rules so this and similar guardrails now show the friendly message to staff without paging the dev team. No change to who can record medications.
Inviting staff to multiple homes no longer errors
When you invited a staff member to more than one Service Location at once, the second home triggered a duplicate-invite error and the invite failed. Multi-home invites now create one pending invite per assigned home as expected, and re-inviting someone who's already accepted a previous invite still works.
Daily-note PDFs now show every PCP outcome staff worked on
When you exported a daily note as a PDF, every PCP outcome was rendering as 'Not addressed this shift' even when staff had marked them addressed and written progress notes. The outcomes, risks, and routines are now all reading correctly on the export. If you had any printed PDFs from earlier today, please re-export them — the data was always saved correctly; only the PDF rendering was wrong.
Review Queue no longer falsely says "Supervisor Co-Signature Not Enabled"
Designated reviewers who weren't admins were seeing a 'Supervisor Co-Signature Not Enabled' message on the Review Queue page even when their org admin had it turned on. The settings were correct on the back end; the reviewer's account just didn't have permission to read the flag, so the page assumed it was off. Reviewers can now read the relevant org settings (no change to who can edit them) and the Review Queue page reflects the real configuration.
Notes Coverage panel reflects current home assignments
Reassigning an individual to a different home (or removing them from one) now updates the dashboard’s Notes Coverage Today panel right away. Previously, a separate legacy field on the individual record wasn’t kept in sync with the assignments table, so an individual you had moved off a home could keep showing up under that home’s coverage list. Behind the scenes a database trigger now keeps that field in lockstep with whatever your active primary assignment is, and any historical mismatches in the database have been corrected.
PRN follow-up assessment now part of the MAR
After giving a PRN ("as needed") medication, staff can now record a follow-up assessment — Effective, Partially effective, or Not effective — plus optional notes. Open any recorded PRN administration in the MAR and the new "PRN Follow-up Assessment" section appears at the bottom of the modal. The section shows a "Due in N min" countdown until the standard 60-minute mark and switches to "Overdue by N min" past that, so it's easy for the next staff member to see what still needs documenting.
Smart Rephrase now available on every PCP outcome note
Each PCP outcome’s "Staff notes on this activity" field now has its own Smart Rephrase button (and a Revert affordance) — matching the experience on Risks and Routines. Type a quick note in your own words, hit Smart Rephrase, and the AI cleans it into clinical phrasing for the record. The original text is kept on the side so you can revert with one click.
Daily note PDF export now works for every organization
Previously, exporting a daily note to PDF only worked for the pilot organization where the feature first shipped — every other org saw a "PDF export is only configured for…" message. The export now renders a complete, branded daily-note PDF for any organization that mirrors every section of the wizard: org header, individual, date, location, service hours, coverage period, appearance, daily supports, shift narrative, PCP outcomes (with success level, staff support, progress notes, next steps, barriers), PCP risk monitoring (with observations, actions taken, and concern details), PCP routines (with completion level and supports completed), behavioral observations, health & safety, community participation, BSP behavior log entries, any org-defined custom sections, handover notes, incident-report check, and the staff signature.
Absent notes now collapse the wizard to two steps
When a staff member toggles "Mark Individual as Absent" on a daily note, the wizard now collapses to just two steps — Individual and Sign. Service-delivery steps (Daily Supports, AI Entry, Outcomes, PCP Risks, Behavioral Observations, Health & Safety, Community Participation, Handover, Incident Report Check) are skipped entirely since there is no service to document. Submit-time validation already skipped those requirements; this fix aligns the visible wizard steps so staff are not blocked on UI-required fields like risk monitoring (which forces at least one click).
Lease Agreement updates for residential providers — DBHDS / VRLTA compliance
In response to the January 2026 DBHDS guidance ("Lease Agreements: What You Need to Know"), we updated the Lease / Occupancy Agreement in the Admission Packet for Group Residential and Sponsored Residential service types. New: explicit "Right to Protection from Eviction" language tied to the Virginia Residential Landlord and Tenant Act (VRLTA), citation of DBHDS licensing standard 12VAC35-105-693, an acknowledgment that the Virginia Statement of Tenant Rights and Responsibilities was provided with a link to the official Virginia statement, and a Legal Assistance reference to Virginia Legal Aid. The signature block now identifies the "SDM / Representative Payee / Authorized Representative" role explicitly. Article 8.4 (the cross-reference to the Program Rules section) was removed from the Lease so the Lease no longer makes following Program Rules a tenant obligation, per DBHDS guidance. Day support and community-based service types are not affected.
Standalone Lease + Program Rules PDFs and Lease Compliance flags
Your staff do not need to do anything new. The Admission Packet works the same as before. What changes is what an auditor sees: each signed packet now produces two distinct PDFs, a standalone Lease Agreement and a standalone Program Rules Acknowledgment, each with only its own section content and signatures, so DBHDS surveyors can review them as separate documents. The Compliance Dashboard gained matching flags for "Lease signed" and "Program Rules acknowledged separately" derived from your existing signatures, so nothing needs to be re-signed for current residents.
Group Travel Log: edit, delete, and roster fix for day programs
Group Travel rosters can now be edited or deleted from the detail page. Two new buttons appear at the top: Edit (re-opens the form with all values pre-filled) and Delete (removes the roster and its attendance records after confirmation). Also fixed a roster-loading bug: when creating a new roster pre-filtered to a day program or other non-residential service location, the participant list came back empty because the filter used the individual's primary residential location. Now uses enrollments so day-program rosters show the right people.
Custom progress-note sections now display on the note detail page
Organizations on a custom progress-note template (checkbox lists, yes/no question sets, nutrition logs, conditional follow-up questions) can now view their submitted answers on the daily-note detail page. Previously the structured sections submitted correctly but were not shown back when re-opening the note. The view is read-only and matches the layout of the input form.
PCP staff signature now supports typed or drawn
When signing a Person-Centered Plan as staff, you can now type your name as your electronic signature instead of having to draw it with a mouse or finger. The signing modal includes a Type / Draw toggle. Typed signatures are legally equivalent to drawn under the federal E-SIGN Act and Virginia UETA, and the system records the same signer identity, timestamp, and content hash either way. Drawn is still available for anyone who prefers it.
Hours & Closures now in the main nav
Operating days and one-off closures (holidays, weather, maintenance) are now under Operations → Hours & Closures in the sidebar, instead of buried inside the Missed Notes admin report. Set the days each location is open and add specific closure dates so compliance reports and missed-note tracking skip days the location was closed.
New blog post: Fraud in Medicaid Provider Organizations Isn’t Always Intentional
A read for owners, executive directors, and QA leads on how routine documentation gaps — missed clock-ins, late service notes, billing before docs are complete, edits without an audit trail — turn honest mistakes into audit, repayment, and fraud-review exposure. Covers what documentation-first operations actually look like and the specific workflow controls that protect the organization.
Admission Packet submits without requiring individual signature
Admission packets can now be submitted even when the individual or SDM has not yet signed. Individual and SDM signature fields are never required at submission time — they are completed in person or via a remote signature request. When signatures are still pending, the packet submits with a "Submitted — Awaiting Signature" status and staff are prompted to send a signing link from the detail page. The Grievance step no longer blocks submission.
Absence notes no longer require PCP documentation
When an individual is marked absent on a daily note, the wizard now collapses to two steps — select the individual and sign. PCP risk monitoring, routine tracking, daily supports, and service times are skipped entirely. A required "Reason for absence" field captures why the individual was not present (Individual refused services, Individual not home, Medical appointment, Family visit, Hospitalization, or Other).
Notes Coverage now shows which DSP missed which note
When daily assignments are in place, the Notes Coverage report now attributes each expected note to the assigned DSP — not just the individual. Instead of "John Smith — missing note," you see "Maria Johnson — missing note for John Smith." On days without assignments the report falls back to the previous shift-based view automatically.
Individual check-in in Daily Assignments
Opening staff can now mark each individual as Arrived, Absent, or Left early during morning intake. Status buttons appear below each individual's name in the Individuals panel. Arrival status is tracked per-day for each home.
Daily Assignments easier to find
Daily Assignments now appears in the Quick Actions panel on every Service Location page, the Guides library includes the Daily Assignments guide, and the feature page has a "How this works" help link. The capability panel on staff profiles also links to the guide.
PCP Outcomes now show verbatim ISP description as title
PCP outcome cards now display the exact goal description from the ISP as the primary heading, with the life area shown as a secondary badge. Fixes an issue where specific outcome topics (e.g., "Dehydration Prevention") were labeled by their generic category ("Healthy Living") instead of their actual content.
Coverage Equity report + assignment-aware compliance
New Coverage Equity report (Reports → Coverage Equity) shows a staff × individuals pivot of daily-assignment counts over a date range so you can spot uneven distribution at a glance. The Compliance Dashboard now flags missing notes against the assigned staff member when day-service assignments exist — even if no shift was clocked in and no note was written, the responsible staff is now visible.
Daily Assignments workspace is live
Day-service providers (Group Day Support, Center-Based Community Engagement) can now run the day from a single mobile-friendly screen: confirm the roster, mark presence, assign DSPs to individuals (1:1 or 1:many, full day or AM/PM split), and reassign on the fly with audit history. Org admins can grant the Manage Daily Assignments capability per home from the staff profile, so a senior DSP can run intake without being promoted to a management role. Documentation flows now use these assignments — daily notes prompt for an audit reason if the staff was not assigned to that individual, and clock-out only asks for notes on individuals the DSP was actually assigned to.
Daily Assignments — schema foundation shipped
Foundation for the Daily Assignments workspace for day-service providers (Group Day Support, Center-Based Community Engagement). New tables track per-day rosters and DSP-to-individual assignments. A new per-home capability lets you designate a senior DSP as opening staff without changing their role. Notes now have an unassigned_documentation_reason column for the soft-warning flow. UI, server actions, and downstream integrations (Notes Coverage refactor, clock-out validation, Coverage Equity report) ship in a follow-up release.
Fix: "duplicate key" error when marking individuals absent
Staff who marked an individual absent could hit a "duplicate key" error on submission. Root cause: the form's auto-save tried to insert a new draft row when one already existed (typically because session storage restored a stale time from an earlier note for the same individual that day). The auto-save and final submit now recover automatically by updating the existing row, the form no longer restores stale time values from session storage, and the clock-out "Mark Absent" button now flags the record as an absence and recovers from existing rows. Submissions go through cleanly.
Compliance Dashboard: cross-home notes now visible
Fixed an edge case where a completed note submitted by a staff member clocked in at a different home was excluded from the dashboard. All completed notes now appear regardless of where the staff was clocked in. Verified across all customer orgs.
Compliance Dashboard: documentation and clock-in tracked independently
The Notes Coverage tab now shows two side-by-side metrics — documentation coverage and clock-in coverage — that are tracked independently. Completed notes always count toward documentation coverage, regardless of whether the staff member was clocked in. The clock-in requirement setting is now a separate workflow rule, enforced server-side via a database trigger so it cannot be bypassed by stale browser sessions or direct API calls.
Manual clock-in entry for admins + unclocked notes now appear in Compliance Dashboard
Org admins can now record an after-the-fact clock-in for a staff member who forgot to clock in (Compliance Dashboard → Notes Coverage → "Add manual clock-in"). Manual entries are permanently flagged in the audit trail with the admin's name and timestamp. Additionally, notes submitted without an active clock-in are no longer hidden — they appear in coverage totals with an amber "No clock-in" indicator so you can spot and correct them.
Reports: clearer Professional+ badge on Insights & Reports card
The Insights & Reports card now shows a visible "Professional+" badge so customers know up-front that the feature requires a higher-tier plan, instead of finding out only after clicking View.
Provider Directory: filter by county or district
Families can now narrow the public provider directory to a specific county or district. Add your county in Settings → Organization → Provider Directory Listing so you show up in those searches.
MAR: "Leave of Absence" status now saves
Recording an administration with status "Leave of Absence" was failing with a database error. The status is now accepted end-to-end.
Configurable Daily Note Form Layout
Organization admins can now customize the daily note form — choose which sections appear, set their order, rename labels, and mark sections as required. Toggle PCP plan auto-fill and AI assist on or off. Configure under Organization Settings → Documentation → Note Form Layout.
Clock-in requirement — enforcement, tracking, and compliance visibility
Organizations can now require staff to be clocked in before submitting daily notes or recording MAR entries. The Notes Coverage report gains a new "Clock-In" column flagging notes submitted without an active shift. Org admins who haven't enabled the setting will see a one-time notification modal on the dashboard, with a persistent reminder in Settings → Organization after dismissal.
Organization Dashboard — compliance score, quick nav, and clickable stats
The Organization Dashboard now shows an overall compliance score (% of checklist items passing), quick-navigation tiles to every major section, clickable stat cards that jump straight to the relevant list, fix-it links on checklist items that need attention, and cleaner action-item grouping by priority.
Outcomes Dashboard: per-outcome detail table with CSV export
The Outcomes Dashboard now includes a drilldown table showing every outcome by individual — with achievement rate, independence rate, and a status indicator (On Track, Progressing, Needs Attention, or Stale). Sort by any column and export the full list to CSV for CARF reviews or team check-ins.
Compliance Dashboard: staff names, filters, and PDF export
Notes Coverage now shows the staff member responsible for each shift. Filter by staff or toggle "missing notes only" to focus on gaps. Every report tab now has a Download PDF button so you can share results with your team.
Daily Notes: filter by individual
Managers can now filter Daily Notes by individual alongside the existing staff and home filters — making it easy to see every note for a specific person written by any staff member.
New: Individual Personal Finances
Each individual now has a Finances tab. Track deposits (SSI, SSDI, wages, etc.) and daily expenses with receipt documentation — attach a photo or PDF, or record why no receipt was obtained. Admins can set verified balance checkpoints that act as immutable reconciliation anchors. The running balance updates in real time and exports to a landscape PDF.
MAR: Set specific administration days for medications
When adding a medication, you can now pick exactly which days of the week it should be administered (e.g. Tuesday-only for a weekly patch). Un-selected days are skipped — no more SYS entries appearing on days the medication isn't due. Leave all days unselected to keep the default every-day schedule.
New: Smart Draft + injury auto-detect on daily notes
Two upgrades on the daily-note form. Smart Draft (purple button next to Smart Rephrase): one click generates a person-centered scaffold from the individual's active PCP outcomes — DSP edits to add real observations. Injury auto-detect: when a DSP types injury keywords (fall, bruise, blood, ER, hospital, fracture, seizure, choking, etc.), an inline prompt offers to flag the note for IR. One click flips the toggle and scrolls to the IR section. Smart Rephrase also now supports translating finished English notes into formal Spanish for sharing with families/SDMs.
New: Refer a peer, get a free month
Every paying account now has a unique referral link. Share it with another DD-waiver provider — when they convert to a paying plan, you get one free month credit on your next renewal. No cap on referrals. Find your link under the new "Refer a peer" page in your account.
New: Insights & Reports — executive summaries + CSV export (Professional+)
Pre-built reports for the things QIDPs and EDs build in Excel every month: census & retention by location, billable hours by service type, staff productivity (notes per shift + late-doc count), and note-coverage trend (this month vs last month, per location). Each report exports to CSV in one click. Available now on Professional and above. Find it under DSP → Reports → Insights & Reports.
Provider Directory now open to any DD-waiver provider
Any provider — CareHub customer or not — can now claim a free, SEO-optimized landing page in the public provider directory at /providers. CareHub customer listings remain automatic; the directory is now a free distribution channel for any provider in the country.
Free guides — 10 lead-magnet downloads at /resources
New /resources hub with 10 of our highest-value compliance guides (audit prep, daily-note best practices, MAR checklist, sponsored residential setup, PCP builder, incident reporting tree, and more). Each guide is a printable PDF, free with email signup.
Add Sponsored Residential — now works for individuals already in CareHub
When adding a Sponsored Residential individual, you can now choose between New to CareHub (creates a new record) or Already in CareHub (picks an existing individual from a dropdown and enrolls them in the new sponsor home alongside their other locations). No more duplicate records when an individual receives multiple service types. Updated guide available.
Fix: Add Individual No Longer Fails on Empty Date of Birth
Submitting the Add Individual or Add Sponsored Residential form with no date of birth entered could cause a server error. This is now fixed — leaving the date of birth blank works correctly.
Face Sheet: Phone & Email Fields Added
Individual phone numbers (home, cell, work) and email address are now captured on the face sheet, along with Medicare number. These fields appear in the Demographics section of the face sheet form and are displayed in the face sheet detail view.
New: Add Sponsored Residential Individual
New one-step button on the Individuals page creates an individual and their sponsor caregiver's virtual location together — no separate location setup required. Doesn't count against your individual limit, and each caregiver only sees their own individual. See the new guide for details.
Community Individuals — smoother add flow and address display
Adding a community individual now skips the location assignment step and automatically places the individual in your Virtual Hub. Community individuals now display their home address on the individuals list instead of the hub name.
ISP Creator — Save Now, version management, and Publish button
"Save now" button now always saves and updates the timestamp when clicked. "Version history" and "Save now" show the correct pointer cursor. The "Activate" button is renamed to "Publish". Previous (superseded) ISP versions now show View, Restore to draft, and Delete actions. The ISP editor toolbar has an "← ISP overview" link back to the individual's ISP page.
Safety Protocol PDF — correct risk labels, templates, and org branding
Risk protocols labeled as "Other" now correctly show the risk name. Risk-specific content (early warning signs, prevention strategies, notification thresholds) is now generated based on the risk type. PDFs use your organization's brand color and logo.
Billing page fix — community individuals editor now visible for all plans
Fixed an issue where the Community Individuals add-on section was missing on the Billing page for some organizations on legacy pricing. The editor to add or adjust community-based individuals is now visible for all active subscribers.
ISP tab — build Individual Support Plans directly in CareHub
Every individual's profile now has an ISP tab (visible to management roles). Two ways to create: upload a WaMS-generated PDF and let CareHub's AI parse every section automatically, or click "Create ISP from scratch" to skip WaMS entirely and type the plan directly in CareHub. The editor covers all sections — goals, risks, routines, medications, schedule, and electronic signatures for the individual, substitute decision maker, and provider. All signatures are timestamped and legally valid. See the full guide linked below.
Risk Protocols page is now clearly labeled
The "Risks" tab under each individual is now labeled "Risk Protocols" throughout — in the nav tab, the page heading, and the browser title — so it matches the "Risk Protocols" summary on the Overview. Each risk card now shows a clearly marked "Protocol" section containing the support strategies, monitoring instructions, and environmental safety measures recorded in the PCP. If a risk has no protocol details yet, a message guides you to the PCP to add them.
WaMS ISP is now a built-in CareHub form
The Virginia DBHDS WaMS Individual Support Plan is now in CareHub's shared template library — every org can use it without uploading anything. Open DSP → Forms → Custom Forms and you'll see "WaMS Individual Support Plan (ISP)" with a purple "CareHub Library" badge alongside any of your own custom forms. Click "Use for individual" to start one — CareHub pre-fills what it knows about that person, you fill the rest, and the completed PDF is stamped exactly like the WaMS layout. Future library forms can be added the same way.
Custom forms — pixel-perfect fidelity tools
Three improvements to custom forms based on real testing. (1) If your uploaded PDF was made in Acrobat or Word with fillable fields built-in, CareHub now reads those exact rectangles instead of guessing — perfect coordinates, no AI involved. (2) Every template gets a "Preview" button that renders the form filled with placeholder values so you can spot misaligned fields before sending it to a real individual. (3) New Visual Editor (linked from the Fields review page) lets you drag and resize the detected boxes directly on top of the PDF until they line up exactly with your form's lines — backed by pdf.js so what you see is what staff and guardians will see.
Upload your own custom forms
Org admins can now upload PDF forms (admissions paperwork, consents, agency-specific acknowledgements) under DSP → Forms → Custom Forms. Once a template is uploaded, every individual gets a "Custom Forms" tab where staff can create a per-person copy, download the blank, and upload the completed/signed PDF back. PDFs up to 10 MB for templates, 20 MB for completed copies. Categories: Admission, Consent, Acknowledgement, Medical, General.
Mentor staff can now manage individual location assignments
Provider Admin / Mentor Behavior Technician role can now add or remove an individual's service-location assignments — the same edit they could already do on home memberships. Previously this was Owner / Administrator only. Useful for ABA-style providers where mentors handle day-to-day client routing.
Rename role labels to match your terminology
Org admins can now override CareHub's default role display names (Organization Admin / Program Manager / Location Manager / Staff) with terminology that fits their team — for example ABA-style providers can show "Owner / Administrator / Mentor Behavior Technician / Behavior Technician" instead. The underlying permissions are unchanged; only the labels staff see in the UI shift. Configurable in Settings → Organization → Terminology.
Submit claims directly to DMAS — foundation in place (test mode)
CareHub now supports transmitting 837P claim files directly to Virginia Medicaid via SFTP, alongside the existing manual-upload workflow. New "DMAS Setup" page at /dsp/claims/dmas-setup lets admins choose Manual (default), Vendor (uses CareHub's Service Center once enrollment with DMAS is complete), or BYO (your own Service Center credentials, encrypted at rest). A "Submit to DMAS" button on the Submissions tab transmits the file and tracks 999/277CA acknowledgments. Defaults to Test mode so a misconfiguration cannot accidentally send live claims. Requires Service Center enrollment with Virginia Medicaid before live transmission.
Plans editor: Section 6 now groups activities under each outcome
Section 6 in the PISP and ISP plan editor has been redesigned. Instead of a flat list of activities, you now see one outcome card per goal, with that outcome's support activities nested below it. Activity letters auto-number per-outcome (1A, 1B for Outcome 1; 2A, 2B for Outcome 2). Each support activity has clear labels for Activity, How to Support, and Frequency so reviewers can scan them faster. Add or remove outcomes with one click; removing an outcome confirms before deleting its activities.
Fix: completed daily notes no longer occasionally revert to Draft
Resolved a timing issue where the background auto-save could overwrite a freshly-submitted note's status, leaving it stuck as a Draft even though staff had typed their name and signed. Submitting a note now reliably keeps it Completed; auto-save will not touch the status of an already-submitted note.
Staff can now delete their own draft daily notes
Anyone who started a daily note can now delete it themselves while it's still in Draft — no need to ask an admin. Each note row on the Daily Notes list shows a trash-can icon next to "Resume →" for drafts you authored, with a confirm dialog before removal. Once a note is submitted it becomes part of the clinical record and only admins can remove it (unchanged).
Custom forms — fillable, AI-prefilled, and signable by guardians
Three big upgrades to Custom Forms. (1) When you upload a template, CareHub reads the PDF and detects every fillable field for you. (2) Each individual gets a real fill-in-the-browser form, pre-filled from CareHub data (legal name, DOB, Medicaid ID, allergies, medications, organization NPI, etc.). Hit "Complete & save PDF" and CareHub stamps your answers onto the original form, adds your org logo, and stores the finished copy on the Custom Forms tab. (3) For guardian or external signatures, click "Send for signature" on any instance — the recipient gets a magic-link email, verifies their identity (DOB or last-4 Medicaid), enters a 6-digit code from a follow-up email, and signs in their browser. The signature drops onto the right line of the form and is recorded with a tamper-evident hash. Admins can review and tweak auto-detected fields under DSP → Forms → Custom Forms → Fields.
License PDF upload no longer fails on larger files
Fixed an issue in the org setup wizard where uploading a DBHDS license PDF over ~1 MB would fail with a "Body exceeded 1 MB limit" error. PDFs now upload directly to private storage and the AI parser pulls them server-side, so files up to 24 MB work as advertised.
ISP quarterly reviews on dashboard + read-only snapshot view
Five additions to the ISP digital workflow. (1) New dashboard widget surfaces upcoming + overdue quarterly reviews from each individual's active ISP Part IV — past-due ones get a red badge. (2) Click any prior ISP version to open a read-only snapshot showing Part I narrative, Part II clinical (if your role has access), Part IV agreements, and signatures. (3) The verification screen now shows the original WaMS PDF side-by-side with the AI-extracted fields, so you can confirm each value against the source without flipping windows. (4) AI confidence badges + source-page anchors next to every extracted narrative field on the verify screen, with a top-of-form confidence summary that flags low-confidence fields for closer review. (5) "Download PDF" button on the snapshot view exports a watermarked CareHub copy of the ISP for internal review (the official WaMS PDF remains the version of record).
Save & browse versions of your PISP / ISP plans
New "Version history" panel in the Plans editor — capture a snapshot of the current plan at any point with an optional note (e.g. "Sent to Support Coordinator 4/27"), and browse all prior snapshots in a side panel. Useful for documenting what was in the plan when it was sent off for review or signed. Snapshot is read-only — copy fields back manually if you want to revert.
Activity letters now stay monotonic when you delete and re-add
When adding a new Support Activity row in the Plans editor, the auto-assigned letter (1A, 1B, 1C…) is now max-existing + 1 instead of count + 1. Deleting a middle row and adding a new one no longer collides with an existing letter — preserves audit-friendly numbering.
Plans editor: Documents link, Smart Rephrase, AI-routine sync
Three improvements to the PISP / ISP plan editor. (1) New "Documents" link in the editor header opens that individual's document area in a new tab — no more navigating back through the chart. (2) Smart Rephrase buttons added next to the Back-up Plan, Support Instructions, and Justification Narrative fields — same AI rewrite that's on the older PCP editor. (3) AI-extracted routines from the PCP plan now automatically appear as Routine Support entries on the new Plans editor for the same individual, with the right frequency mapping.
PISP / ISP editor improvements
Three changes to the Plans editor based on customer feedback. (1) When you add a new "Routine Support" entry, the frequency now defaults to "routinely as needed" instead of "daily" — risks still default to daily. (2) Organizations that collect signatures on paper can now hide the in-app Signatures section via an org setting. (3) When importing outcomes from an ISP PDF, the AI now copies all fields verbatim from the source document — including support instructions — instead of generating new person-centered language. Fields not present in the source come through empty for the author to fill in.
Writing daily notes for multiple individuals in one shift now works smoothly
Two fixes for staff with 1:3 ratios documenting several individuals per shift. (1) The wizard no longer "blanks out" or jumps back to the start when the freshly-selected individual has a different set of required steps than the previous one. (2) New "Save & Add Another" button on the daily note form — saves the current note and drops you straight into a clean, fresh form for the next individual instead of making you navigate back through the menus.
Daily notes now tell you exactly what's missing before submitting
Previously, clicking Submit Note when a required field (signature, daily supports, service times, etc.) was missing would silently save the note as a draft with no error — staff thought they had submitted, but the note stayed unsigned. The Submit button now blocks the action and shows you exactly which fields still need to be filled in. Use the "Save Draft" button if you want to save partial work for later.
Fixed crash on Add Location, Setup Wizard, and a few other forms
A handful of dropdowns with a "None" or "Not specified" option were crashing the page in some browsers. Affected the Add Location form, the org Setup Wizard (locations and individuals steps), the Observation Narrative form, and the Unarchive Individual dialog. All fixed.
New daily notes no longer save until you start writing
Opening 'New Note' and picking an individual no longer creates an empty draft if you don't end up typing anything. Drafts now save once you've written at least a few characters (or added supports / a signature). Anything you type is still preserved in your browser if you close the tab.
Daily note signing now works immediately after creating a note
After submitting a daily note, you are now taken directly to the note detail page where you can add your attestation signature — instead of being sent back to the dashboard. This fixes a reported issue where staff were redirected away before they could sign their note.
Non-residential providers no longer see the Lease step
If your organization has the lease/occupancy agreement turned off in Organization Settings, the Admission & Orientation wizard will no longer show the Lease Agreement step. The last step is now Grievance, and the packet moves straight to submission and signatures. Previously the Lease tab could still appear after selecting an individual - that's fixed, so providers that don't offer residential services won't see it at all.
Admins can now archive form submissions
Organization admins (License Admin, Business Admin, and Program Manager) can archive any non-MAR form submission from its detail page. Archived submissions are removed from your reports but preserved on the backend so they can be retrieved later if needed. MAR entries are never archivable. Permanent deletion stays reserved for DSPlife Collaborative support.
New ISP / Preliminary ISP editor
Write Preliminary ISPs and annual ISP Part V plans directly in CareHub. Plans hydrate from your provider template, autosave as drafts, resolve pronouns automatically from the facesheet, and export to a PDF that matches your existing Word template. Two clipboard shortcuts copy ISP and SAR narratives ready to paste into WAMS.
Daily notes save reliably on resumed drafts
Fixed an error that could block saving a daily note when resuming an earlier draft that had no time set. Time now defaults to the current time on save.
Faster dashboard load
Eliminated 30+ duplicate auth and profile lookups on dashboard mount. Widgets now share one resolution from the server.
Two-person approval required for payroll export
Payroll CSV export is now gated behind a configurable number of admin signatures (default two). An approval card on the payroll page tracks who has signed and when, and the export button stays disabled until the required number of distinct admins have approved. Lower or raise the required count from Scheduling Configuration.
Staff can acknowledge their timesheets
Staff now have a My Timesheet page showing their hours for the current pay period and a one-click Acknowledge button. Acknowledgments flow straight into the period close checklist, so admins can see at a glance who has signed off before closing payroll.
Overtime projection on the scheduling dashboard
The scheduling dashboard now shows a live projection of which staff are on track to hit overtime this week, based on hours already worked plus shifts still scheduled. Amber when someone is within 5 hours of the threshold, red once they cross it, so you can reassign shifts before the payroll cost lands.
PTO, holiday, and sick balance tracking
Staff profiles now show running PTO, holiday, and sick balances with a full ledger of grants, accruals, and usage. PTO/holiday/sick shift adjustments automatically deduct from the matching balance so admins can see what each staff member has available.
Admission & Orientation Packet now auto-saves progress
Work on an admission packet is automatically saved every few seconds to your browser and to your account, so closing the tab or switching devices no longer loses progress. Resume any draft right where you left off. We also leave the Section 3 service type blank for staff to fill in, auto-fill Section 6 when only one Human Rights advocate is configured, hide the Lease Agreement entirely when residential services are disabled in settings, and made the signature-request dialog fit properly on smaller screens.
Daily note auto-fill dates now display as MM-DD-YYYY
The Date of Service shown in the auto-fill summary on the Daily Note form now renders as MM-DD-YYYY (e.g. 04-23-2026) instead of the raw ISO format. Matches US-audience expectations for staff reading back their own notes.
Email signature requests now live on the intake form
You can now request electronic signatures by email directly from Forms → Admission & Orientation — no more jumping over to the Reports section. Pick an individual and a submitted packet, and send a magic link to the individual, guardian/SDM, or staff without leaving the intake flow.
Daily Notes drafts save as you type - no more lost work
Daily notes now save automatically every few seconds as you fill them out, not just when you sign. Your typing is preserved in this browser even before you pick an individual, and a new "Save Draft" button lets you force-save at any time. An always-visible status panel tells you exactly when the last save happened.
Preliminary ISPs and ISP Part V plans now show on the Plans page
When you create a Preliminary ISP or ISP Part V from the "New Plan" dropdown on Person-Centered Plans, it now shows up in the list alongside your PCPs with a badge so you can tell them apart at a glance. Clicking a row takes you to the right editor for that plan type. Previously these plans were saving correctly but were only visible on the older /plans page.
Copy for WAMS buttons now confirm when they copy
The "Copy for WAMS (ISP)" and "Copy for WAMS (SAR)" buttons on the plan editor now show a toast confirming the text was copied, warn if there is nothing to copy yet, and fall back to an older copy method when the browser blocks the modern Clipboard API.
Friendlier errors when editing another admin
License admins who tried to edit another admin's profile were seeing a generic error page. You now get a clear toast explaining the rule, and admins can always edit their own profile.
Plan PDF now matches the DBHDS template
The generated PISP and ISP Part V PDFs now mirror the official Plan for Supports template layout: numbered activities (1A, 1B, 2A, 2B...), the full activity grid with "I no longer want/need supports when", "What to record", "Skill Building (Yes/No)", "How Often", and "By When" columns, Essential Supports grouped by Identified Risks / Potential Risks / Routine Supports with Begin and End dates, a 7-day Day and Evening schedule grid, and side-by-side Individual / Substitute Decision Maker / Provider signature blocks.
Individual names render in Title Case
First and last names now always display with a capital first letter throughout the PISP and ISP Part V editors and the generated plan PDF, regardless of how they were entered into the facesheet. "john doe" and "JOHN DOE" both render as "John Doe".
Plans no longer show literal {NAME} tokens
The individual's actual name now renders everywhere a {NAME} token used to appear in PISP and ISP Part V plans - editor textareas, template subtitles, and the generated PDF. Pronoun tokens ({HIS/HER}, {HIM/HER}, etc.) resolve the same way. Legacy plans that had tokens baked into their stored copy are auto-resolved at read time.
PISP step 6 activities start blank
Activities 1A and 1B on Preliminary ISP step 6 are no longer pre-populated with template copy. Each plan now starts with an empty activity list so authors can add activities that reflect the individual's actual goals. Click "Add activity" to add 1A, 1B, and any additional rows.
PDFs now use your organization brand color
The brand color you pick in Settings → Branding is applied to every generated PDF report across CareHub — daily notes, shift summaries, facesheets, PCP plans, PISP/ISP plans, discharge notices, discharge summaries, medication disposal, admission orientation, daily health checks, seizure / bowel / fluid intake logs, quarterly QI reviews, and claims exports. Titles and header rules pick up your color; no setup required beyond choosing a color in settings.
Plan PDF: branded with your org logo, includes real signatures
The PISP / ISP PDF export now renders your organization logo at the top and includes real captured signatures — typed names appear as "/s/ Name" and drawn signatures appear as the actual ink image, each with the signer's printed name and a timestamp. A PDF link is now available on every row of the Plans list for quick access from reports.
Plans: wet signatures, editable waiver statement, friendlier prompts
Signers can now draw a handwritten signature with a mouse, trackpad, or finger in addition to typing their name. The Required Waiver Statement on the PISP and ISP can be edited per plan if an individual or service needs different wording. Pronoun tokens now render lowercase mid-sentence by default (no more "in HIS home"), and the activity / support text boxes use plain-language prompts.
Preliminary ISPs: editable activities, supports, and signatures
Preliminary ISP activities 1A / 1B and essential supports now hydrate from your provider template into editable fields you can customize per plan. Step 8 adds typed-name electronic signatures for the individual, substitute decision maker, and provider, each with a timestamp. ISP Part V plans get the same signature block.
New guide for Person-Centered Plans
A full walkthrough of the Person-Centered Plans page — how to create PCPs, Preliminary ISPs, and annual ISP Part V plans, plus pronoun tokens, autosave, Copy for WAMS, and PDF export. Use the new "New plan" dropdown on the Person-Centered Plans page to pick a plan type.
Close and lock pay periods
Once a pay period is reconciled and exported, you can now close it from the payroll screen. Closing locks every shift and adjustment inside the period - no more silent edits after payroll is sent. If something needs to change, an admin can reopen the period, make the fix, and close it again. Blocking issues on the checklist must be resolved before the Close button becomes available.
Pay rate history on staff profiles
Every staff member now has a pay rate history panel on their profile. Add a rate change with a future or past effective date and payroll will use the rate in effect on each pay period start - so mid-period raises don't retroactively change prior periods, and you can schedule raises ahead of time. Existing rates were backfilled so past payroll runs still match.
Night and weekend shift differentials
Payroll settings now support flat hourly premiums for night shifts and weekend work. Turn on Night Shift Differential to add a dollar-per-hour premium for hours worked inside a configurable window (defaults to 10pm - 6am EST, handles shifts that cross midnight). Turn on Weekend Differential to add a flat premium for hours worked on Saturday or Sunday. Both are off by default, stack additively on the base hourly rate, and flow into gross pay on the reconciliation screen and every CSV export.
Payroll CSV exports now include Gusto, ADP, and QuickBooks templates
When you export an approved pay period, you can now pick the format that matches your payroll provider: Gusto, ADP RUN, QuickBooks Payroll, or the generic per-home breakdown CareHub has always offered. The provider-specific templates give you one row per employee with the column headers each system expects, so you can import hours directly instead of re-mapping. Double-time hours are included in every format for California orgs.
Payroll period close checklist
Before you approve a pay period, CareHub now shows a live checklist at the top of the Payroll Reconciliation page: missing clock-outs, missed clock-ins, unresolved adjustments, and staff who have not yet acknowledged their hours. Blocking items show in amber, the whole card flips to "Ready to approve" in green once the essentials are clear, and locked periods show their status instead. One glance tells you whether the period is safe to close.
California double-time (over 12 hours in a day) now calculated automatically
California labor law requires double-time pay (2×) for any hours worked beyond 12 in a single day, on top of daily overtime (1.5× after 8 hours). CareHub now calculates double-time hours and pay automatically for California organizations and surfaces them on the reconciliation row next to regular and overtime pay. The CSV export and gross pay totals include double-time, so what you see matches what you run payroll on.
California orgs now get daily overtime at 8 hours by default
California labor law requires daily overtime at 1.5× once a single shift passes 8 hours, in addition to the 40-hour weekly rule. CareHub now turns daily overtime on automatically at the 8-hour threshold for any organization whose state is set to California — no manual configuration needed. Weekly overtime at 40 hours continues to apply everywhere. Non-California orgs are unchanged; you can still toggle daily OT on manually if your state needs it.
Service authorizations now adapt to all 9 CareHub states
Service authorization dropdowns (waiver programs, service types, payers) now adapt to your organization's state across all 9 states CareHub supports: CA, TX, VA, GA, MD, NC, OH, PA, and WV. California orgs see Regional Center, SDP, and HCBS-DD with common CA service codes. Each state gets its own waiver programs and MCOs, and every list ends with an Other option so you can track anything we haven't enumerated yet. An in-page help popover and a full written guide at /docs/service-authorizations are also live.
SDP budget tracking (California)
California Self-Determination Program participants can now track annual spending plans, authorized service budget lines, and per-service spending against each individual. Budgets update live as services are logged so admins can catch overruns before the FMS does.
State-aware terminology across the app
Plan documents, quarterly reviews, incident reporting, and staff certifications now display the correct terminology for your state - IPP vs ISP, CHRIS vs Regional Center reporting deadlines, Medication Aide vs DSP2, and more.
California (DDS) now supported
CareHub now supports California IDD providers operating under DDS and Regional Centers. California-specific features include IPP terminology, Title 17 unusual incident reporting with Regional Center deadlines, HCBA waiver and Self-Determination Program (SDP) tracking, and a compliance checklist aligned with DDS and Community Care Licensing standards.
Sign up without a credit card
New organizations can now start a free trial instantly — no credit card required. Payment is only needed when your trial ends to continue your subscription. Compliance documents remain watermarked during the trial period.
Shifts: Daily Notes Now Enforced for Residential Service Types
Staff clocked in under a residential service type are now correctly blocked from clocking out until daily notes are complete — even when the service location does not have a fixed service type configured at the home level.
Document uploads up to 50MB
Fixed an issue where document uploads failed for files larger than 1MB. Files up to 50MB can now be uploaded. Spreadsheets (XLSX, XLS, CSV) and additional image formats (JPG, PNG, GIF) are now accepted.
Schedule Email Notifications
Staff now receive automatic email notifications when they are added to a scheduled shift, when a shift time changes, or when a shift is cancelled. Emails are sent from your organization name within a few minutes of the change.
Scheduling Included on Growth and Higher Plans
Scheduling, timesheets, pay periods, and payroll reconciliation are now included at no extra cost on all Growth, Professional, Agency, and Enterprise plans — including existing subscribers.
Incident Report Wizard
The incident report form has been redesigned as a guided 4-step wizard: Context, Narrative, Classify, and Sign & Submit. Easier to complete on mobile and reduces errors by walking through each section.
Service License Management
Manage your organization's service licenses under Settings > Service Licenses. Track license numbers, effective dates, expirations, and DBHDS regions per service type.
Staff Multi-Location Assignment
Assign staff to multiple service locations from their profile page. View all location assignments in one place and add or remove locations as needed.
PCP Plan Auto-Fill in Daily Notes
Daily notes now auto-populate with active PCP goals and supports when you select an individual. Edit as needed before submitting.
Org-Level Daily Notes Template
Set a default daily notes template under Settings. New notes will pre-fill with your template text, saving staff time.
Manual Note Mode - Write Without AI
Staff can now toggle between AI-Assisted and Manual mode when writing daily notes. Manual mode saves your note exactly as written with no AI paraphrasing, and hides all Smart Rephrase buttons. Your mode choice is remembered for the session.
Distribute Individuals to Co-workers at Clock-in
At day programs and multi-staff locations, the first staff member to clock in can now assign unassigned individuals directly to co-workers who are also on shift — no manual coordination needed before documentation starts.
Facesheet Adapts to Service Type
The facesheet wizard now hides fields that are not relevant for the individual's service type. Day programs and employment services no longer show SSN or medication administration fields, keeping the form focused on what matters for each setting.
Service-Type-Aware Documentation
CareHub now tailors documentation to each individual's service type. Note forms show context-specific labels (Visit Note, Engagement Report, etc.), and the MAR page identifies when medication tracking is optional for a service type.
Organization Setup Wizard
New 6-step guided setup wizard for first-time org configuration. Covers org profile, service licenses, service locations, staff invitations, and individuals — all in one place before going live.
Onboarding Wizard: All Steps Now Available
The full 6-step setup wizard is live. Steps 3–6 let you add locations and service areas, invite staff, enroll individuals in services, and review everything before launching your CareHub account.
New: Organization Onboarding Wizard
A guided setup wizard helps new organizations configure their profile and services step by step. Complete your organization profile, select state(s) of operation, and choose the service types you are licensed to provide.
New: Group Travel Log
Record group outings and community activities for multiple individuals at once. Mark each person as present or absent, capture the destination, departure and return times, and submit the full attendance roster in one step. Find it in the sidebar under Group Travel Log.
New: Clock-In Requirement for Notes
Admins can now require staff to have an active clock-in before submitting a daily note. When enabled, notes can still be saved as drafts without a clock-in — only final submission is blocked. Configure it under Organization Settings.
New: Mark Individual as Absent
Staff can now mark an individual as absent directly on the daily note. When toggled, the note is flagged as an absence record and the content is pre-filled. Absent notes appear with an orange Absent badge in the notes list.
New: Service Type Filter on Daily Notes
Daily notes can now be filtered by service type (Day Support, Residential, etc.). The filter pulls from your organization's configured service types and filters notes by which service type was documented.
New: Assignment Lock on Clock-In
When staff clock in and confirm their individual assignments, those assignments are now locked for the duration of the shift. The active shift card shows an "Assignments Locked" badge. This prevents accidental reassignment mid-shift.
New: Configurable Daily Note Edit Window
Admins can now set how long staff may edit a daily note after submission. The default is 24 hours. Set it to any number of hours, or disable it entirely to allow edits at any time. Find it under Organization Settings.
New: Staff Login & Activity Report
Admins can now see when each staff member last logged in, last clocked a shift, and last wrote a note - with 30-day activity counts. Find it under Admin → Staff Login Report. Includes CSV export.
Archived PCP plans are now read-only
Archived Person-Centered Plans can no longer be edited. Open an archived plan to see the read-only banner and restore it to active if corrections are needed. The PCP list now defaults to showing active plans.
Staff can now edit notes returned for corrections
When a supervisor returns a daily note for corrections, the staff member who wrote it can now open and edit it from the note detail page, even after the 24-hour window. Look for the Edit button at the top of the note.
Quarterly ISP Review address updates with service type
The address field on the Quarterly ISP Review form now updates automatically when you change the service type. Residential services show the home address; community and day services show the individual's current address from their facesheet.
Daily notes PDF no longer cuts off long notes
The Daily Notes Report PDF now handles long notes correctly. Previously, notes with extensive PCP progress or risk tracking could overflow the page. Notes now flow naturally across pages without being cut off.
Compliance Dashboard
Admins now land on a compliance dashboard showing organization-wide status at a glance - individual and enrollment counts, face sheet completion rates, recent documentation activity, staffing coverage per location, and a prioritized action items feed. Sponsored residential homes get their own checklist section.
Service Locations Now Grouped by Type
Admins now see service locations grouped into sections - Residential Homes, Sponsored Homes, Day Programs, Virtual Hubs, and Other. Sponsored residential homes are recognized as community placements and shown separately from group homes. A location type field has been added when creating or editing locations.
Daily Notes now show signature status
The daily notes list now displays a status badge on each note — Draft, Unsigned, Partially Signed, or Signed — so you can see signing progress at a glance without opening each note.
New: Texas HCS/TxHmL Support & Service Delivery Records
Texas providers now get HHSC-specific configuration when they select Texas during signup — including IPC terminology, HCS/TxHmL waiver programs, HHSC CARE incident reporting deadlines, Texas regulations (40 TAC Chapter 9), and a Texas-specific audit checklist. A new Service Delivery Record form documents HCS/TxHmL service delivery events per IPC for HHSC compliance and billing.
Improvement: PCP Awareness in Daily Notes
Program managers now see a banner on the Daily Notes page listing any individuals missing an active Person-Centered Plan, with direct links to create one. Setup wizard step 4 also now clearly reminds PMs to add risks and routines after creating the PCP — staff will be blocked at the Risks & Routines step in daily notes until this is done.
Improvement: Facesheet Autofill on Discharge & More Forms
The Discharge Summary, Discharge Notice, Correspondence Log, and Root Cause Analysis forms now load extended facesheet data when an individual is selected, pre-filling available fields such as date of birth, guardian name, and home address. This reduces manual entry and keeps forms consistent with the individual's facesheet.
Improvement: Facesheet Autofill on More Forms
Selecting an individual on the Crisis Plan, Medication Transfer, Medication Disposal, and Individual Funds Summary forms now automatically pulls available data from their facesheet — including date of birth — saving time and reducing data entry errors.
Setting: Disable Digital MAR
Licensed admins can now turn off the digital MAR if your organization uses paper records or another system. When disabled, CareHub stops auto-marking missed medications and removes MAR data from the daily compliance digest.
New: Behavioral Health Suite
CareHub now includes a full ABA-style behavioral health workflow: Functional Behavior Assessments (FBA) with AI-assisted pattern analysis, BSP behavior logging directly from daily notes, BCBA consultant review of behavior data sheets, and Skill Acquisition tracking with discrete trial data and mastery criteria.
New: Overtime Management & Pay Calculations
Payroll reconciliation now shows Regular Pay, Overtime Pay, and Gross Pay for each staff member when hourly rates are set. Configure overtime thresholds, multipliers, and optional daily overtime (California-style) in Pay Period Configuration. Proactive overtime warnings appear when scheduling shifts that would push staff over the threshold.
Fix: Compliance Dashboard Accuracy
Resolved false positives in the compliance dashboard where forms already submitted near midnight were shown as missing, and PCP plans were showing incorrect review dates and overdue status. The dashboard now accurately reflects current completion status.
Closed Days: Suppress Missing-Note Flags on Center Closures
Admins can now record days when a location is closed for service. Notes will no longer be flagged as missing for shifts on those days. Sponsor Home and Community Coaching locations are unaffected unless explicitly added.
Fix: CDA Form Submission Reliability
Resolved an issue that caused Comprehensive Diagnostic Assessment submissions to silently fail for some users. The form now also shows a warning when an individual's date of birth is not on file, prompting staff to enter it manually before submitting.
New: Historical Notes Import Tool
Administrators can now bulk-import historical daily notes from a CSV file. Upload notes for any individual in your organization and they appear immediately in each individual's Notes tab — complete with historical staff name and date. Access via the Migration section.
New: Daily Individual Assignments
Managers can now pre-assign specific individuals to each staff shift from the Scheduling dashboard. View the full week at a glance, filter by location, and set who each staff member will be supporting before they clock in.
New: WaMS Export Panel on Person-Centered Plans
Each Person-Centered Plan now includes a WaMS Export panel with section-by-section copy buttons. Staff can copy Vision & Background, Desired Outcomes, Support Instructions, Health & Safety supports, Communication & Behavioral supports, Natural Supports, and Schedule of Supports directly into the corresponding WaMS Part V sections — no manual reformatting needed.
New: AI Populate for Quarterly QI Review
The Quarterly QI Review form now includes an "AI Populate from Incidents" button that automatically pulls data from incident reports for the selected home and quarter, generating draft narrative sections. A "No incidents this quarter" shortcut fills all required fields with appropriate default text.
Improved: PDF Generator Enhancements
Organization logos now appear on QI review, seizure, bowel, and fluid intake log PDFs. Wet signatures are now rendered in QI review PDFs. All PDF reports have a refreshed, professional look with consistent navy and blue styling.
New: Service Authorization Tracker
Track authorized service units vs. used units for CLASS/DBMD waiver programs. Monitor remaining hours per individual by service type with expiration alerts.
New: Monthly Progress Notes
CLASS and DBMD providers can now document formal monthly progress summaries by service type — required for Medicaid waiver compliance. Covers goal status, barriers, and recommendations.
New: Compliance Risk Score
Your dashboard now includes a real-time Compliance Risk Score — a weighted composite across five domains: Daily Notes, Incident Reporting, Plan Currency, Staff Certifications, and MAR Administration. Score 85+ = Low Risk. Drill into any domain from the full report page.
State Training Requirements on Certifications Page
Admins now see a panel on the Staff Certifications page showing their state's required certifications, initial training hours, and annual training hours — making it easy to compare what's on file against regulatory requirements.
Improvement: State-Filtered Regulatory Updates
Regulatory updates now filter by your organization's state, showing only relevant state-specific and federal updates. Plan terminology in quarterly review forms (e.g., "ISP", "PCP", "IPC") now reflects your state's terminology.
New: Skill Acquisition Tracking (DTT)
Track discrete trial training (DTT) and learning objectives with trial-by-trial data entry. Record Correct, Prompted, Incorrect, and No Response trials per session. Auto-detects when mastery criteria are met across consecutive sessions and prompts to mark the skill as mastered.
New: Generate BSP Directly from FBA
Completed FBAs now show a "Generate BSP" button that pre-populates a new Behavioral Support Plan with the FBA's target behaviors, replacement behaviors, antecedent strategies, and consequence strategies — eliminating duplicate data entry.
New: Consultant Review Queue for Behavior Data Sheets
Behavior consultants and admins can now approve or return behavior data sheets from a dedicated Pending Review tab in Behavior Analytics. Returned sheets include feedback notes visible to the staff member who submitted.
New: Behavior Logging in Daily Notes
Daily notes now include an optional Behavior Log section that appears when the individual has an active BSP. Staff can quickly record target behavior occurrences — with frequency counts and intensity levels — directly within the daily note workflow.
Fix: Individual Name Now Pre-Filled in Incident Report Form
When filing an Incident Report from the daily notes wizard, the individual's name was missing from the dropdown. The form now pre-fills both the individual and home location so staff can submit the IR without re-selecting them.
Fix: Daily Notes Saving Again on Mobile
Staff were unable to save daily notes on mobile devices due to a missing database migration for the new Incident Report fields. This has been resolved — notes save normally again.
Expanded Intake Checklist (10 Items)
The intake checklist now tracks all 10 required items per individual: Admissions & Orientation form, ISP, SIS, VIDES, Intake Summary, Comprehensive Diagnostic Assessment, Release of Information form, Face Sheet, Emergency Medical Form, and Person Centered Plan. Admins can also configure which roles receive intake notification emails in Organization Settings.
Designated Reviewers for Supervisor Workflow
Org admins can now designate specific staff members as reviewers. Reviewers can access the Review Queue and approve or return submissions from their assigned homes.
VIDES Assessment Extraction
Upload a VIDES PDF and CareHub will automatically extract assessment data using AI, displayed on the individual's Trends page.
Intake Document Notifications
Admins and program managers are automatically notified by email when intake or annual reassessment documents are uploaded. A checklist on the individual's documents tab tracks required intake documents.
New Role: Regional Advocate
A new Regional Advocate role is now available for staff who oversee multiple homes or regions. Regional Advocates get read-only access to individuals, daily notes, reports, and documents for their assigned homes — without the ability to create notes or manage staff.
Incident Report Check & Mobile Wizard
Daily notes now include an Incident Report (IR) check step - if an incident occurred, staff must file an IR before completing the note. Staff also cannot clock out until all pending IRs are filed. On mobile devices, daily notes now open in a step-by-step wizard for easier documentation. Smart Rephrase is now available on the Appearance section too.
Document Uploads Fixed
An issue preventing file uploads in the Documents section has been resolved. All file types — PDFs, Word documents, and images — can now be uploaded successfully.
Medical Appointment Improvements
You can now attach visit notes, lab results, or other documents directly to a Medical Appointment form. A new Upcoming Appointments section also shows all future appointments in chronological order on the appointments list page.
Invite Multiple Organization Admins
You can now invite co-owners and co-administrators with full Organization Admin access. Select "Organization Admin" when sending a staff invitation, or promote an existing staff member via Edit Profile.
Supervisor Co-Signature for Daily Notes
Organizations can now require supervisor approval before daily notes are finalized. When enabled, completed notes go to a review queue where supervisors can approve or return them for corrections. Enable in Organization Settings.
Multi-State Support: Forms & Labels Now Adapt to Your State
Form labels, audit checklists, and PDF documents now use your state's regulatory body name and incident reporting system name instead of Virginia-specific terms. This is part of our multi-state expansion.
Daily Notes: Signature Required to Complete
A daily note can no longer be submitted as complete without both a typed full legal name and a drawn signature in the Signature section. Notes can still be saved as drafts at any time.
Annual Review Dates Now Use ISP End Date
The Annual Review date on the face sheet dashboard now correctly shows the ISP end date. Alerts for annual forms due within 30 days are now based on the ISP end date. Existing face sheets have been updated automatically.
Incident Report: All Individuals Now Visible
Fixed an issue where consultants and some admin roles could not see all individuals in the Individual dropdown when filing an incident report. All management roles now correctly see every individual in the organization.
Long Shift Alerts for Admins
Admins now see a dashboard alert when any staff member has been clocked in for over 8 hours without clocking out. Each alert includes a direct link to Shift Management to modify the clock-out time, and can be individually dismissed.
Face Sheet Edit: Data Preservation Fix
Editing a face sheet no longer removes previously-entered ISP start/end dates, admission date, or other fields. All existing data is preserved unless explicitly changed.
Return for Corrections Workflow
Admins can now return incident reports and daily notes to staff with a correction note. Staff see a banner explaining what needs to be fixed and can edit and resubmit. Incidents require an individual to be assigned. Daily notes filterable by staff name for all managers.
Face Sheet & Location Improvements
Face Sheet tab now always shows the correct facesheet even when viewing an individual through a secondary location. Face Sheets page now uses "Locations" terminology consistently.
Dashboard: Legal Names & Incident Fix
DSP Feed, Staff Activity, and Incidents now always display staff full legal names. Open Incidents no longer shows "Unknown" for unlinked individuals. Location usage now correctly reflects grandfathered plan limits.
Dashboard & Facesheet Fixes
Census/Capacity widget now shows individuals and homes. Facesheet completeness no longer requires SSN, guardian, or medications fields.
Dashboard: Staff Names Now Showing Correctly
Fixed "Unknown" appearing instead of staff names in the Recent Activity feed and Staff On Shift widget.
Daily Notes: Service Type Fix & Required Routines
Fixed service type displaying as "Group Home" — notes now correctly reflect the individual's actual service type (e.g., Sponsored Residential). Management staff now see all of an individual's service locations in the note picker. PCP Routines Completed is now a required section when routines are defined in the individual's plan.
Facesheet: Manage Service Locations
Admins can now add or remove secondary service locations directly from an individual's facesheet. This enables day center, community, and other multi-service assignments to be managed without changing the primary residential location.
Daily Notes: Multi-Service Location Support
Staff and admins can now document notes for any of an individual's service locations. When an individual is enrolled in multiple programs, a "Service Location" picker appears to select which home context the note is for. Required fields also enforced: shift times, daily supports, and PCP outcomes.
Fix: Sponsor Home Staff Can Now Save Daily Notes
Staff clocked into a sponsor home (e.g. A. Jackson Sponsor Home) were getting "Failed to save note" when documenting for residents. Fixed an issue where the note's home location was not being set correctly for multi-home assignments.
Staff Activity Report in Admin Dashboard
New "Staff Activity" tab in Organization Admin showing per-staff metrics: shifts clocked, hours worked, notes completed, drafts, and last activity date. Highlights inactive staff in red.
Notes now show across all home assignments
Admin staff can now filter daily notes by any home and see notes for individuals with secondary home assignments (e.g., sponsor homes). Added a home filter dropdown to the notes page.
Stale shifts auto-close after 16 hours
Shifts left open for more than 16 hours are now automatically closed when staff try to clock in again, preventing permanent stuck states.
Notes fixed for sponsor home staff
Staff clocked into a sponsor home can now document for individuals who are secondarily assigned to that home. Previously the individual picker showed blank, making it impossible to create notes.
Smoother signup & onboarding
Fixed billing page access during trial, prevented duplicate org creation, cleaned up org names, and improved the getting-started checklist so it stays visible until setup is complete.
Clearer Email Confirmation Flow
After confirming your email, you now land on a clear "Email Confirmed" page with a direct link to the dashboard — no more silent redirects that could leave you stranded.
State-Aware Incident Reporting
Incident reports, AI-assisted drafting, compliance reports, and submission documents now automatically adapt to your organization's state regulations instead of defaulting to Virginia DBHDS. Supported states include Virginia, Maryland, and Pennsylvania.
State Selection During Onboarding
New organizations now select their operating state (Virginia, Maryland, or Pennsylvania) during onboarding. CareHub automatically configures compliance features, incident reporting, and training requirements based on state-specific regulations.
Family/Guardian Portal
Authorized family members and guardians can now view their loved one's care documentation through a dedicated Family Portal. Org admins can manage guardian access from each individual's detail page.
DBHDS Submission Prep Tool
Prepare incident reports for DBHDS submission with AI-powered PHI review and formatted document generation. Available on incident detail pages for org admins.
Audit Prep Tool
New DBHDS Audit Preparation tool that auto-populates compliance data, provides an interactive checklist, generates a gap report, and tracks upcoming deadlines to help you prepare for licensing inspections.
Compliance Dashboard
New compliance dashboard with five detailed reports: Forms Summary, Missing Submissions, PCP Compliance, Notes Coverage, and Facesheet Completeness. Filter by home and date range to quickly identify gaps.
Complete Your Provider Directory Profile
Your organization is now listed in the CareHub Provider Directory where families can find you. Go to Organization Settings to add your website, phone number, a short description, services offered, and areas served so families know how to reach you.
Daily Notes: Step-by-Step Wizard
Creating daily notes now walks you through one section at a time: select individual, shift info, supports, PCP outcomes, risks & routines, handover, then sign. Progress bar and back/next navigation make it easy on mobile.
Admin Dashboard: 8 New Widgets
Quick Actions bar, Staff Compliance Scorecard, Upcoming Deadlines, Financial Snapshot, Census/Capacity, Shift Coverage Gaps, New Hire Onboarding Progress, and CAP Summary — all on your dashboard.
Color-Coded Sidebar & Actionable Missed Notes
Sidebar icons are now color-coded by section (blue for People, green for Clinical, amber for Operations, purple for Quality, indigo for Communications). Sections are collapsible to reduce clutter. Missed Notes widget now lets admins send reminders and request note backfills directly.
My Action Items: Your Personal Task List
See all corrective action items assigned to you in one place. Tap to mark complete, add notes, and track deadlines. Get push notifications when new items are assigned or deadlines approach.
CAP: Board View, Wizard, Inline Actions & More
Corrective Action Plans now feature a Kanban board view, 3-step plan creation wizard with AI analysis, inline action item checkboxes, live overdue countdowns, quick-action menus, citation trend charts, and an upgraded activity timeline.
Corrective Action Plans (CAP)
Track citations from inspections and audits, create corrective action plans with AI-powered root cause analysis and recommended actions. Upload survey documents and let AI extract citations and suggest action items.
Feed: Photos, Shift Handoffs, Export & Who's On Shift
Attach up to 4 photos to feed posts. Use the Shift Handoff button to post structured end-of-shift summaries. Admins can export the feed to PDF. A "Who's On Shift" sidebar shows staff currently clocked in at each location.
Pinned DM Threads & Dark Mode Toggle
Pin your most-used DM conversations to the top of the thread list. Toggle between light and dark mode using the new sun/moon button in the sidebar header.
Enhanced Family/Guardian Dashboard
Guardians now see a dedicated dashboard with quick stats (individuals, notes, care status), portal quick links to daily notes and medications, and a preview of recent notes.
Push Notifications
Enable browser push notifications in Settings to get alerted about new messages, feed activity, and shift reminders even when CareHub is not open.
Offline Daily Notes
Draft daily notes even without internet. Notes are saved locally and automatically sync when connectivity returns.
Profile Photos
Upload a profile photo in Settings to personalize your presence across feeds, messages, and team views. Photos replace the initials circle everywhere. Supports JPEG, PNG, and WebP up to 2MB.
Communications: Org Feed & Direct Messages
Stay connected with your team through the new org-wide feed and private direct messaging. Share updates, celebrate wins, and communicate instantly — all within CareHub. Available as a $5/mo add-on (free during trial).
Enhanced System Health Monitoring
New public health endpoint with database and auth checks, response time measurement, and uptime monitoring support.
Staff Onboarding Tips & Milestone Celebrations
New staff see helpful tips on their first visits to key pages. Plus, milestone toasts celebrate documentation achievements like your first note, 10-note mark, and daily streaks. Admins also get a new Staff Activity widget showing login and note-writing activity.
Sponsored Residential Pricing Option
Organizations with sponsored residential or in-home programs can now add community individuals at $19/month each on any plan — no need for a separate service location per sponsored home.
ISP Upload Now Requires Individual
When uploading an ISP or SIS document, the upload dialog now automatically prompts you to select the individual the document belongs to. This ensures the document is linked correctly for PCP imports and assessments.
Expanded FAQ with 48 Questions
The FAQ page now covers 11 categories including clinical documentation, behavioral health, guardian portal, financial & billing, staff management, and more — based on real questions from users and prospects.
Family Portal Tabbed Dashboard
The Family Portal now shows all information in a single tabbed view: My Individuals, Daily Notes, Medications, MAR (Recent Administrations), and Incidents. Pending signature requests are displayed prominently at the top.
Organization Mileage Rate Setting
Administrators can now configure a custom per-mile reimbursement rate in Organization Settings. The rate is used as the default when staff submit new mileage requests.
Draw-on-Screen Signature Option
A new "Draw my signature" option is available when signing documents. Use your mouse or finger to draw your signature on a canvas pad, providing a more personal and authentic signing experience.
Nursing-Specific Form Templates
Three new nursing form templates are now available: Nursing Care Plan, Wound Care Log, and Vital Signs Trending. These pre-built forms include comprehensive fields for clinical documentation.
Clock-Out Geolocation & Proximity Controls
Clock-out now captures GPS location just like clock-in. Admins can enable proximity enforcement to require staff to be near the home when clocking out, and optionally hard-block clock-in when staff are too far away.
New Forms: HCBS Rights Acknowledgment & VAHR
Two new compliance forms are now available: the HCBS Rights Acknowledgment form documents that individuals have been informed of their Home and Community-Based Services rights, and the Virginia Advocate for Human Rights (VAHR) form documents notification of HR Advocate contact information.
Per-Location HR Advocate Information
Service locations can now have their own Human Rights Advocate contact information. When set, location-specific advocates are used on admission forms instead of the organization defaults. Leave fields blank to continue using org-level values.
Clock-In: Service Type Selection for Multi-Service Homes
Staff can now select which service type they are working under when clocking in at a location that supports multiple service types (e.g., Residential and Community Coaching). The selected service type filters which individuals are shown and is recorded on the shift.
ISP Import: Fixed Missing Outcomes for Some Individuals
Resolved an issue where ISP outcome extraction could silently drop outcomes for certain individuals due to strict life area matching. The parser now uses fuzzy matching and handles formatting variations in ISP documents.
Daily Notes: Custom Date Range & Bulk Print
Filter daily notes by a custom date range (From/To dates) and select multiple notes for bulk printing in a clean, audit-ready format.
Monthly Financial Summary Report
New report combining payroll costs, claims revenue, expenses, mileage reimbursement, and individual funds into a single monthly view with CSV export. Share it with your CPA instead of paying for bookkeeping.
Trial PDF Watermarks
PDFs generated during the free trial now include a watermark. The watermark is removed automatically once your subscription begins.
Audit File Bulk PDF Export
Select multiple items in the Audit File and export them as a single combined PDF. Great for auditors who need to pull a complete packet.
Enhanced Individual Intake Form
The Add/Edit Individual form now captures diagnosis, ICD-10 codes, allergies, and gender. "Assign to Home" has been renamed to "Assign to Location" for clarity.
Face Sheet Completeness Fix
Dashboard now accurately detects incomplete face sheets by checking all 14 required fields and counting individuals with no face sheet at all.
Satisfaction Surveys
Create and distribute satisfaction surveys to individuals, families, and staff. Supports Likert scale and open-ended questions with aggregate results dashboards for CARF compliance.
Outcomes Dashboard
New org-wide dashboard showing PCP outcome achievement rates, monthly trends, life area breakdowns, and support level distribution. Helps demonstrate program effectiveness for CARF surveyors.
Emergency Drill Expansion
Fire drill form now supports all emergency types: tornado, evacuation, medical, active threat, power outage, and natural disaster. Fire-specific fields are conditional based on drill type.
PDSA Quality Improvement Cycles
Quarterly QI Review form now includes a PDSA (Plan-Do-Study-Act) section for documenting formal quality improvement cycles. Track cycle status, decisions, and findings per CARF requirements.
Enhanced Grievance Tracking
Grievance log now tracks full workflow progression: Received → Acknowledged → Investigating → Resolved → Closed. Includes priority levels, deadlines, investigator assignment, and investigation notes.
Billing Upgrades Fixed
Resolved an issue preventing billing upgrades from loading. Anyone having issues upgrading to the Professional tier or other plans will now be able to process payment successfully.
Staff Invite Fix: No More Trial Prompt
Staff members accepting an invitation are no longer prompted to start a 7-day trial. They now go directly to their dashboard as intended.
Daily Note Editing Fix
Fixed an error when editing daily notes caused by a missing database column. Notes can now be edited without issues.
Subscription Upgrade Pricing Corrected
Fixed Stripe default pricing for Growth and Professional plans. Customers upgrading their subscription will now see the correct pricing at checkout.
Annual Form Expiration & Next Due Date Tracking
Annual forms now support a "Next Due Date" field. When submitting annual forms (acknowledgements, safety reviews, inspections, etc.), staff can set the next due date with a 1-year default. Expiring forms appear on the dashboard alongside expiring documents and facesheets.
Clock-Out Fix for Day Programs & Non-Residential Locations
Staff at day programs, community coaching, and other non-residential service locations can now clock out without completing daily notes first. Previously, locations without a service type assigned were incorrectly treated as residential.
Face Sheet Annual Renewal & Expiration Tracking
Face sheets now show their annual review date with 30-day expiration warnings on both the Face Sheets list and the dashboard. When a review is due, click the refresh icon to renew — it archives the old version and creates a new one prefilled with all existing data for staff to update.
Incidents Tab Fixed on Individual Dashboard
Fixed the "Failed to load incidents" error on the individual dashboard Incidents tab. The tab now correctly displays incident history.
Emergency Drill: Voice Dictation & AI
Describe your drill verbally using the microphone and let AI extract details into the form with DBHDS-compliant language. Guided prompts help staff cover all required areas.
Minimizable Help Widget
The "How Can I Help?" assistant can now be hidden by staff. Click the eye icon in the chat header to hide it, or click the small icon in the bottom-right corner to bring it back.
Incomplete Face Sheets Show Missing Fields
The dashboard widget now lists the specific missing fields for each incomplete face sheet so staff can quickly see what needs to be completed.
Outcomes Dashboard: Service Locations
Renamed "Home" to "Service Location" throughout the outcomes dashboard for consistent terminology.
Survey Submission & Anonymous Links
Staff and guardians can now take surveys directly. Admins can generate anonymous one-time links for family members via the Share button.
Bulk Import Individuals from CSV
Org admins can now upload a CSV file from their EHR to bulk-add individuals. The import wizard auto-maps common column headers, previews data, detects duplicates, and imports up to 500 individuals at once.
Customizable Terminology
Organization admins can now customize display labels throughout the application. Rename "Individual" to "Client", "Home" to "Residence", and more from Organization Settings.
Unassign Checklists & Assignment Confirmation
Org admins can now unassign a checklist template from an individual, removing all its compliance tracking data. The assign dialog also includes a confirmation step so you can review the template before assigning.
TrainingHub Is Now Live!
TrainingHub — our new staff training platform — is live and ready for your organization. Start your 14-day free trial today from the sidebar menu.
Enterprise Volume Pricing
Enterprise service locations now feature graduated volume discounts — the more locations you have, the lower your per-location price. Rates start at $79 and go as low as $49/location for 51+ locations.
Community Individuals Add-on for All Plans
Community-based individuals are now available as an add-on for any plan, not just Enterprise. Add community individuals during checkout or manage them from your billing page.
Clock-Out & Shift Reliability Fixes
Fixed missed-notes reporting to only check assigned individuals instead of all home residents. Fixed timezone calculation in clock-out verification. Added automatic closure of shifts open longer than 18 hours to prevent staff getting stuck.
Behavior Data Collection & Analytics
Staff-friendly data collection sheets with tally counters and behavior analytics dashboard with trend charts. Behavior Consultation features now on Professional+ plans.
Therapeutic Behavior Consultation
New Consultant role with scoped access, Functional Behavior Assessment (FBA) with ABC observations and AI pattern analysis, Consultation Session Notes with Smart Draft, Treatment Plans with SMART goals, and Supervision Logs.
Enterprise Billing & Plan Switching
Enterprise tier with per-unit facility and community individual pricing is now available. Existing subscribers can also switch between plans directly from the billing page.
Public Changelog Page
All recent feature updates and improvements are now visible on the public changelog page, so you can see what's new at a glance.
Improved Trial Onboarding Emails
Trial users now receive a series of helpful emails with setup tips, feature highlights, and reminders throughout their trial period.
Intake Workflow Checklist Guide
New step-by-step guide covering the full intake process — from Setup Wizard through document uploads, intake forms, clinical assessments, and MAR setup.
AI-Generated Fall Prevention Plans
The fall risk wizard now offers AI-powered prevention plan generation using person-centered language tailored to each individual's risk profile. Document extraction also accumulates data across multiple documents instead of overwriting.
Fall Risk Auto-Detects Sedating Medications
The fall risk assessment wizard now automatically pulls sedating medications from the MAR when an individual is selected. Known sedating meds and recently started medications are flagged, and the sedating medications checkbox and notes are pre-filled.
One-Click Batch Signing for SDM Signatures
SDMs now receive a single link to sign all admission packet sections. One identity verification, one email code, then sign each section in sequence with progress tracking — no more repeating verification 7-8 times.
SDM Signature Requests Auto-Fill Guardian Info
When requesting an SDM signature on Admission & Orientation Packets, Quarterly ISP Reviews, and Annual Acknowledgements, the guardian name, email, and relationship are now auto-filled from the individual's facesheet — no more retyping for every section.
Annual Acknowledgements SDM Magic Link Signing
SDM/guardians can now sign Annual Acknowledgements Packets remotely via a secure email link. Services covered is now a free-text field instead of checkboxes.
SDM Signing Page Now Shows Form Preview
When a guardian or SDM opens a magic link to sign, they now see the actual content of the section they are signing — including checklist items, acknowledgments, narrative sections, and PCP outcomes — so they can review before signing.
AI Auto-Fill for Behavior Support Plans
Upload a BSP document or select an existing one to have AI extract target behaviors, replacement behaviors, antecedent and consequence strategies, and de-escalation steps — automatically pre-filling the form.
One-Click ISP Import for PCP Plans
A single "Import from ISP" button now extracts Vision, Outcomes, Risks, and Routines all at once from the uploaded ISP document. Preview what was extracted and select which sections to import before applying.
Fall Risk Assessment Wizard
The fall risk assessment form has been redesigned as a guided 4-step wizard: Assessment Info, Fall History & Risk Indicators, Prevention Plan, and Review & Sign. Risk indicators are grouped into visual cards with count badges, a sticky risk level badge updates in real-time, and LOW risk assessments auto-skip the prevention plan step. New assessments can pre-fill from a previous assessment for the same individual.
MAR Print View Fixes
MAR print reports now display staff full legal names instead of email addresses. Total and Pending medication counts are scoped to the current date so future doses are not included.
Face Sheet Display Improvements
Medications now auto-refresh on the face sheet after syncing from a document upload. Service Type and Admission Type display as readable text. SSN no longer displays on the face sheet page. Empty Risk Protocols section is hidden until risk assessments are completed.
Multi-Document AI Auto-Fill for Facesheets
Upload multiple documents (ISP, physician's orders, insurance cards, Behavior Support Plans) at once to auto-fill all facesheet fields — including support needs, emergency contact, and support coordinator information.
Organization Branding & Staff Announcements
Admins can now customize their organization's brand color and set a welcome message shown on all dashboards. A new Announcements page lets admins post normal or urgent announcements that appear on every staff member's dashboard with acknowledge/dismiss functionality.
Audit Report PDF & CSV Export
Generate consolidated audit packages with compliance summary, daily notes coverage, MAR accuracy, incident reports, staff training, and fire drill data. Export as multi-page PDF or CSV for state inspections and internal reviews.
Daily Admin Digest Email
Organization admins now receive a daily email digest summarizing missed medications, overdue forms, expiring documents, and notes coverage. Sent automatically each morning to keep you informed without alert fatigue.
Guardian Portal: Photos & PCP Appointments
The guardian portal now displays individual profile photos and upcoming PCP review dates, making it easier for guardians to stay informed about their loved one's care.
Dashboard Now Supports Dark Mode
Fixed the dashboard to properly support dark mode. All widgets, cards, and text now adapt correctly when you toggle dark mode in your profile settings.
Fix: Medication Sync Now Handles Duplicate Medications
Fixed an error where syncing medications from a facesheet document would fail if the individual already had an active medication with the same name. The sync now correctly supersedes existing entries before adding new ones.
Fix: Delete Service Location Now Works Correctly
Fixed an error when permanently deleting a service location that had associated shifts. All related shift records are now cleaned up before deletion.
Fix: Delete & Reactivate Individual
Fixed an error when permanently deleting an individual (column name mismatch in PCP data cleanup). Fixed a rare error that could prevent reactivating a discharged individual — now shows a clear message if a conflict occurs.
Fix: Secondary Service Location Staff Can Now Create Notes
Staff assigned to sponsored residential homes and other secondary service locations can now see their individuals in the note creation dropdown and navigate to individual profiles. Previously only primary location staff could access their clients.
Bug Fixes: EVV Export, Date Display, Dashboard
Fixed EVV export (report now generates correctly). Fixed completed notes showing today's date instead of the note date. Dashboard incomplete face sheet widget now only shows active individuals.
SDM Remote Signature via Email Link
Guardians and authorized representatives can now sign Quarterly ISP Reviews remotely via a secure email link — no CareHub account required. Identity is verified with date of birth or Medicaid ID, followed by a one-time email code.
Quarterly ISP Review: Richer AI Drafts + Smart Rephrase
AI drafts now include seizure logs, bowel logs, fluid intake logs, and PCP outcome progress. Smart Rephrase buttons added to all four narrative sections to convert informal notes into DBHDS-compliant language.
Fluid Intake Log
Track shift-based fluid intake for individuals with dehydration risk. Logs each drink with time, type, and ounces — calculates a running total with the 64 oz daily goal. Automated reminders appear in Daily Notes when intake has not been documented.
Bowel Log
Daily bowel health documentation with Bristol Stool Scale scoring for individuals with bowel obstruction risk. Tracks BM occurrence, consistency, color, concerns, pain, and interventions. A reminder banner appears when no bowel log has been submitted for the day.
Seizure Log
Event-based seizure documentation for individuals with seizure risk. Captures type, duration, aura, body parts involved, loss of consciousness, post-ictal state, interventions, physician notification, and rescue medications. Available as a quick-link from Daily Notes.
EVV Export (Sandata)
Admins can now export Electronic Visit Verification data in Sandata CSV format for Medicaid billing. Includes clock-in/out coordinates, Medicaid IDs, procedure codes, and prior authorization numbers.
Standing Physician Orders
Document and track non-medication physician standing orders (diet, positioning, activity restrictions, seizure precautions, etc.) for each individual.
Rights & Grievance Logs
Two new compliance forms: Rights Notification Log for recording annual individual rights reviews, and Grievance Log for intake and resolution tracking of formal grievances.
Health Action Plans (HAPs)
Create per-condition health management plans for individuals (Seizure HAP, Diabetes HAP, Aspiration Risk HAP, etc.) with monitoring instructions, staff interventions, and emergency response steps.
Mark Individual Absent at Clock-Out
Staff can now mark an individual as absent directly from the clock-out screen when daily notes are missing. This logs the absence and allows clock-out without completing a full note.
Expense Reimbursement
Staff can now submit expense requests for staff, individual, and home expenses. Admins approve or deny each request.
Nutritional Monitoring Form
Track daily meal intake, fluid consumption, and nutritional observations. DBHDS-compliant for Virginia adult and children's services.
Daily Notes: Individual Appearance at Shift Start
Daily notes now include a section to document the individual's appearance, mood, and behavior when staff arrives at the start of the shift.
Daily Notes: Author, Staff Filter & Compliance Name Field
Daily notes now show the staff author for each note. Supervisors can filter notes by staff member. Staff clocked into a shift now only see individuals from that home. A typed name field has been added to the signature section for compliance.
Mileage Reimbursement Requests
Staff can now submit mileage reimbursement requests directly in CareHub. Admins can review, approve, or deny each request with an optional reviewer note.
New Agency Plan — 7-10 Service Locations
Introducing the Agency plan at $699/month for organizations with 7-10 service locations. Professional and Agency plans now include Scheduling & Payroll at no extra charge.
Fix: Individuals No Longer Showing at Service Locations
Resolved an issue where all service locations displayed 0 individuals, preventing staff from seeing their assigned individuals after logging in.
Edit Staff Names & Roles
Admins can now update a staff member's name and role directly from the Staff Management page using the "Edit Profile" option in the actions menu.
Sidebar Navigation Redesign
Reorganized sidebar with clearer groupings: People & Places, Clinical Documentation, Operations, Quality & Compliance, and a new Engage section for referrals, reviews, and regulatory updates.
Role-Based Quick Start Guides
New quick start guides tailored to your role — Staff and Admin guides provide step-by-step instructions for the features you use most. The Guides page now shows personalized recommendations.
Leave a Review
Share your experience with CareHub by submitting a review with a star rating. Approved reviews can appear on the landing page to help other providers.
DSPLife Shop
Access custom design services and browse DSPLife merchandise directly from the sidebar. Professional branding and care professional apparel available.
Virginia Regulatory Updates
Track Virginia regulatory changes affecting group home operations, licensing, staffing, and compliance. Updates are categorized and include source references, effective dates, and direct links to official documents.
Refer a Provider
Refer other residential care providers to CareHub directly from the app. Send personalized referral emails and share on social media. Track the status of your referrals in one place.
837P EDI Export for Claims
Generate HIPAA-standard 837P electronic claim files for Medicaid submission directly from the Claims Dashboard. Configure provider billing info, payers, and individual diagnosis codes, then export claims as .edi files. Tier presets now support procedure codes and modifiers.
Claims Dashboard UX Improvements
Smoother navigation with "Today" button, search/filter on entries, confirmation dialogs instead of browser popups, duplicate individual warnings, and paid submission locking.
Claims Tier Presets
Admins can now configure preset tier levels with per diem rates. When adding claims entries, staff can select from presets to auto-fill tier and rate, or enter custom values.
Claims Dashboard Enhancements
Eight new features: flexible billing periods (weekly/biweekly/monthly), 12-month billing analytics chart, rate change audit trail, daily notes attendance tracking, auto-suggest service days from notes, tier summary cards, submission lifecycle tracking (draft through paid), and period-over-period variance alerts.
Claims Dashboard Export (CSV & PDF)
Export your claims data as CSV or PDF. Choose a custom date range — a single month, a quarter, or any arbitrary period — and download a report with service day counts and grand totals for billing submissions or audits.
Claims Dashboard
Track monthly billing claims per individual — set tier levels, per diem rates, and weekly service day patterns. The dashboard auto-calculates service days per month and grand totals across all individuals. Free during trial, included with Professional, or available as a $39/mo add-on.
Payroll Add-on Now on Billing & Scheduling Pages
You can now subscribe to the Scheduling & Payroll add-on ($19.99/mo) directly from the Billing page or the Scheduling hub — no need to navigate into individual payroll pages first.
MAR Reports Show Staff Full Legal Name
MAR PDF reports now display the staff member's full legal name (from Settings) instead of their email username for better identification and compliance.
MAR Times Now in Eastern AM/PM
Medication administration times are now recorded and displayed in Eastern Standard Time using 12-hour AM/PM format instead of 24-hour military time.
Supervisor Review Queue
Supervisors can now review and approve signed form submissions before they are finalized. Enable the review workflow in Organization Settings, then use the Review Queue to approve or return submissions with feedback notes.
Scheduling & Payroll Suite
Six new scheduling and payroll features: Schedule Templates for recurring shift patterns, Shift Swap Requests for staff-initiated swaps, Pay Period management with approval lifecycle, Timesheet Sign-Off with drawn signatures, Payroll Reconciliation with discrepancy detection and CSV export, and Pay Period Configuration for setting cadence and anchor dates.
Auto-Save Drafts for Daily Notes
Daily notes now auto-save every 30 seconds as you work. If you navigate away before finishing, your draft appears on the Daily Notes list with an amber "Draft" badge. Click "Resume" to continue where you left off, then click "Complete Note" when done.
Medical Appointment Form + AI-Assisted Quarterly ISP Review
New: Medical Appointment form to document provider visits with voice transcription, smart rephrase, optional provider signature, and Audit File support. Enhanced: Quarterly ISP Review now includes an optional AI draft generator — select daily notes, incidents, correspondence, medical appointments, and other records from the quarter, then click "Generate AI Draft" to auto-fill all four narrative sections using Claude Haiku. Staff reviews and edits before signing and submitting.
New Dashboard Widgets
Four new widgets are now live on the dashboard. Admins and program managers see Staff On Shift Right Now (live clock-in list by home) and Expiring Documents (documents with expiration dates due within 30 days). Staff see My Shift Summary (per-individual note checklist for their current shift) and Medications Due Soon (pending meds in the next 2 hours). To use Expiring Documents, set expiration dates when uploading or editing documents.
Today's Notes Coverage Widget
A new dashboard widget shows real-time documentation status for every active individual, grouped by home. Homes with missing notes expand automatically so you can see at a glance who still needs a note before end of shift. Refreshes every 2 minutes.
DSP Forms Guide Updated
The Forms Guide now reflects that form completion frequency is set by each organization's policies and DBHDS regulations — no specific timeframes are prescribed in the guide. The FAQ has also been updated to clarify that administrators and program managers can edit most submitted forms at any time.
TB Screening Form
A new TB Screening form is now available under Forms. Staff can document tuberculosis screening results, test dates, and follow-up requirements for individuals.
Audit File Guide Updated
The Auditor Guide now covers the Audit File — a curated collection of reports and forms administrators prepare for auditor review. Includes navigation steps and how it differs from browsing documentation directly.
MAR Location Correction: How to Fix a Wrong Location
Medications cannot have their location changed after creation. To reassign: discontinue the medication with a note (e.g. "Re-entered under correct location"), then re-add it under the right service location. A full step-by-step guide is available in Guides.
AI Medication Sync to MAR
Upload a physician medication order (PDF or image) from the Face Sheet to automatically extract every medication and add it to the MAR. Previously AI-extracted meds are auto-discontinued on re-upload so the MAR always reflects the latest order.
Location-Aware MAR
Medications are now scoped to the service location where they are administered. When adding a medication manually, choose the "Administered At" location from a dropdown. AI-extracted medications are automatically assigned to the face sheet's location.
Dismissible App Updates
You can now remove any announcement from this widget by clicking the × icon. Dismissed updates are remembered per browser and will not reappear.
"Homes" Renamed to "Service Locations"
All "Home" language throughout the app has been updated to "Service Location" — in forms, buttons, dialogs, breadcrumbs, and messages — to better reflect the full range of settings where services are provided.
Auto-Geocoding for Service Locations
When creating or editing a service location, entering an address automatically looks up and fills the latitude and longitude coordinates. Coordinates power distance verification for staff clock-ins.
Fall Risk Assessment Display Fix
Fixed an issue where completed fall risk assessments were not appearing as "Completed" on the individual overview. All assessments now display correctly.
ISP Import Fix
Fixed a "No ISP found" error that occurred even when an ISP PDF was already uploaded. The document lookup now correctly retrieves the file for AI extraction.
PCP Service Type Selection Fix
Creating a new PCP plan no longer auto-selects the first service type in the list. Staff must now explicitly choose the appropriate service type before saving.
Face Sheet Authorized Rep Fix
Fixed an issue where "Authorized Representative" contact information was not showing on the face sheet view. Both Guardian and Authorized Representative details now display correctly when viewing a face sheet.
Multiple Service Location Assignments
Individuals can now be assigned to multiple service locations at the same time. Each assignment tracks its own start date, status, and notes independently.
Per-Location Face Sheets
Face sheets are now tracked per service location assignment. Each location maintains its own independent facesheet for the individuals it serves.
Voice-Assisted Medication Administration
Confirm medication administration by voice. Say what you gave, and AI matches it against the MAR schedule, flags missing meds, and records everything at once.
Skill Building Progress Tracking & Analytics
Track skill-building PCP outcomes with progression charts, prompting reduction trends, activity frequency, and outcome status classification. Organization-wide metrics now appear on the QI Dashboard.
Smart AI Comprehensive Diagnostic Assessment
Upload documents (ISP, VIDES, SIS, crisis plan, behavior support plan) to have AI pre-fill CDA assessment fields. AI extraction is optional — the form can still be completed manually.
Smart Medication Side Effects Report
AI-powered report analyzing active medications for common side effects, serious adverse reactions, and potential drug interactions. Access from any individual's MAR page or the Reports grid.
Controlled Medication Counts on MAR
Access controlled medication count sheets directly from the individual MAR page with monthly grid view showing daily administration counts and dual-staff verification.
Smart Support Buttons from Quick Log AI
Quick Log AI now automatically creates new support buttons when it detects activities that fit a category but don't have an existing button. New buttons appear green and are saved for future notes. Support buttons also no longer auto-select on new notes.
Required PCP Risk Monitoring
Staff must now confirm monitoring for every active PCP risk before saving a daily note. Risks auto-expand and show a red "Required" badge to guide completion.
Voice Input Fix for Quick Log
Fixed an issue where voice dictation in Quick Log AI would repeat the same text over and over. Speech recognition now correctly handles multiple speech segments.
Conversational Daily Note Logging
Speak or type a shift summary in plain language and AI fills out the daily note form — supports, PCP outcomes, routines, risks, and handover notes.
Support Trend Tracking
Calendar view showing daily routine support completion trends extracted from Daily Notes. Track progress toward independence with visual charts.
Smart Draft for Incident Reports
Describe what happened in plain language and AI structures it into the required format — including Level classification, state reporting flags, notification recommendations with facesheet contacts, and a follow-up action plan.
QI Dashboard & Smart Rephrase for Incidents
Quality Improvement dashboard with incident trends, and AI-powered rephrasing for incident descriptions.
Auditor Role
New auditor role with scoped, view-only access for compliance reviews.
MAR Print Fix
Fixed blank second page when printing the MAR grid.
Missed Meds Alerts
Automated missed-medication detection cron job and daily notes date filters.
MAR Archive & Modify
Soft-delete archive for MAR entries with full admin modification and audit trail.
Risk Protocols
Define and track risk protocols for individuals, with assessment history.
Document Compliance Tracking
Track recurring form submissions and see at-a-glance compliance status on the dashboard.
Staff Initials on MAR
Staff identification log and initials now appear on MAR print output.
MAR Compliance Guide
Step-by-step guides for admin MAR modification, deletion, and archiving.