Everything You Need to Run Compliant Operations
The complete operations and compliance platform for DD-waiver, behavioral health, and community-based providers, built by a former program director.
DD waiver • Behavioral health • Mental health residential • Sponsored residential • In-home and community supports
AI-Assisted Documentation
Cut documentation time in half. Our AI is trained on DBHDS standards and grounded in each individual's plan, never generic, never made up.
Smart Draft Daily Notes
AI drafts the first version of every daily note from the individual's PCP risks, supports, and outcomes, staff edit instead of writing from scratch.
- Pulls supports, risks, and goals from the active PCP
- Saves 5–10 minutes per note for every DSP
- Free on every plan, no AI add-on, no per-note charges
Smart Rephrase
One-click rewrite of any note into professional clinical tone, also translates from Spanish.
- Trained on DBHDS documentation standards
- Spanish → English translation built in
- Available everywhere DSPs write, notes, plans, outcomes
Face Sheet AI Extraction
Drag a physician order, ISP, or discharge summary in. The AI extracts diagnoses, medications, allergies, and emergency contacts.
- PDF upload → structured face sheet in under a minute
- Reviewer-approves every field before it saves
- Replaces hours of manual data entry per intake
AI Help Chat
Floating "How Can I Help?" button on every page. Instant answers about CareHub features, no tab-switching.
- Trained on every CareHub guide and workflow
- Available to staff and admins, in-app on every screen
- Hourly note reminders so frontline DSPs never miss a window
Comprehensive Clinical Records
Every clinical record a DD waiver provider needs, from person-centered plans to behavior data, under one license, no add-ons.
Person-Centered Plans
Build comprehensive PCPs with outcomes, supports, and risks. Quarterly review queue keeps you ahead of every deadline.
- Routines with detailed support steps
- Risk assessments with mitigation plans
- ISP Quarterly Reviews & Annual Acknowledgements built in
Daily Documentation
Streamlined daily notes with auto-fill from PCPs, validation, and shift-based coverage tracking.
- Shift-based note creation with hourly reminders
- Auto-fill from facesheet and person-centered plans
- Automatic support-trend tracking from daily notes
Medication Administration (MAR)
Electronic MAR per service type, accurate medication tracking by program, audit-ready every minute.
- PRN tracking with effectiveness follow-up
- Missed-dose alerts & medication disposal logs
- Controlled substance counts with staff e-signature per pass
Behavior Consultation
Behavior Data Sheets, BSP, FBA, Treatment Plans, and behavior analytics, everything BCBAs and consultants need.
- FBA + Treatment Plan + Data Sheet workflow
- Trend analytics across behaviors and antecedents
- Included on Professional and above
Health Monitoring Logs
Vitals, fluid intake, bowel, body scans, fall risk, complete clinical surveillance on every shift.
- Customizable vitals + intake/output thresholds
- Fall-risk and skin-integrity scans with photo upload
- Trend reporting per individual
Skill Acquisition Tracking
Track skill-building targets across individuals, generate outcomes reports for ISP teams.
- Goals tied to PCP outcomes for longitudinal evidence
- Per-shift data entry; auto-aggregated trends
- Outcomes reports ready for quarterly reviews
Forms Engine & Magic-Link Signing
30+ DBHDS forms ready out of the box, plus a custom forms builder. Guardians and providers sign with one click, no account required.
30+ Pre-Built DBHDS Forms
Admission, Discharge, RCA, Med Disposal, Fire Drill Log, ISP Acknowledgement, and every other state-required form ready to send.
- 30+ forms aligned to DBHDS, DDA, DODD, HHSC, and more
- Per-individual completed copies tracked under each record
- Always free, always up to date with regulation changes
Custom Forms Builder
Create org-specific templates without engineering, text fields, signatures, dates, dropdowns, file uploads.
- Drag-and-drop builder, no code, no consultants
- Reusable across individuals and locations
- Free on every plan
Magic-Link E-Signing
Guardians, SDMs, and outside providers sign with a one-time email link, no account, no password, no friction.
- No login required for signers
- Identity verified at signing time
- Immutable audit-trail signatures
Document Management
Upload, version, and route any document, admission orientation packets, contracts, training certificates, anything.
- Checklist tracking for new admissions
- Document snapshot retention for compliance
- Multi-signature workflows when needed
Compliance & Audit Readiness
Know where you stand before a surveyor does. Multi-state compliance built into every workflow, not bolted on.
Compliance Risk Score
A real-time 0–100 score across five compliance domains, live on your dashboard every time you log in.
- Weighted across documentation, incidents, plans, certs & MAR
- Score 85+ = Low Risk, know where you stand
- Per-domain drill-down with direct links to fix gaps
Compliance Dashboard
Real-time documentation completeness across every individual and every location, with prioritized action items.
- Documentation completeness scores per individual
- Per-location gap reporting
- Auto-prioritized work queue for QIDPs and program managers
Incident Reporting & QI
AI Smart Draft writes the first version of every incident report. Auto-leveling and state-reporting flags catch what matters.
- AI Smart Draft, describe & auto-fill the form
- Auto-leveling with CHRIS / state portal flags
- QI dashboard with trend analysis & AI pattern detection
Multi-State Compliance
Built for the regulatory framework of every state we serve, VA, MD, WV, NC, PA, GA, OH, TX, CA, and more on the way.
- 9 states with state-specific compliance modules
- Templates aligned per agency: DBHDS, DDA, BHHF, ODP, DBHDD, DODD, HHSC, DDS
- New regulations surfaced on the dashboard as they ship
DSP-Specific Role Permissions
9 distinct DSP roles, admin, program manager, provider, staff, consultant, auditor, guardian, and more, each with the right access.
- Built for the IDD provider org chart, not generic SaaS roles
- Granular per-feature access (MAR, behavior, scheduling, billing)
- Auditor accounts: read-only access for state surveyors
Audit-Prep Workspace
CARF, DBHDS, and state-specific audit checklists with one-click PDF export of every required record.
- Pre-populated checklists per state and accreditor
- PDF report generation with timestamps and signatures
- Surveyor-ready at any moment
Operations & Workflow
Run the whole organization from one platform. Multi-service-type, multi-location, multi-state, under one license.
Scheduling & Payroll
Publish shifts, track hours, run payroll, all in one place. Mobile clock-in with EVV-ready timestamps.
- Mobile clock in/out with EVV-ready timestamps + geofencing
- PTO, holiday & sick balances with auto-deduction
- Overtime projection & two-person payroll approval
- Staff timesheet sign-off & CSV export
- Included free on Professional and above
Multi-Service-Type Support
Residential, day support, in-home, sponsored residential, community engagement, all under one license, one login, one bill.
- Per-service-type MAR, notes, and billing logic
- Sponsor home and virtual hub support built in
- Switch service types without changing platforms
Mileage & Expense Reimbursement
DSPs log mileage and expenses on their phone. Admins review and approve in one queue.
- Mileage capture per shift / per visit
- Receipt upload from camera roll
- Admin review queue with approval workflow
Provider Directory
Public directory of CareHub-powered providers, families discover services, providers showcase what they do.
- Free public profile per organization
- Searchable by state, service type, and waiver program
- SEO-optimized, families find you on Google
Claims & Medicaid Remittance (837P / 835 EDI)
Medicaid claims dashboard with 837P EDI export and direct 835 remittance routing for Virginia DMAS providers, track service delivery, submission, and payment end to end.
- 837P EDI claim file generation
- Per-service-type unit tracking
- Approved Virginia DMAS Service Center for 835 Electronic Remittance Advice, Medicaid payments route directly into the Claims module
- Denial queue and prior-period adjustment surfacing
- Claims add-on: $39/mo
Real-Time Dashboards
Per-location operational dashboards. See census, staffing gaps, missing notes, and compliance at a glance.
- Per-home health overview
- Missing-documentation alerts
- Drill into any individual or staff member from one click
Family, Mobile & Sister Products
Built for the people who actually use it, DSPs on their phones, guardians on their email, consultants on the road.
Guardian / Family Portal
Magic-link daily-note review for families. They see what they need, you keep them in the loop without giving them an account.
- No login required, guardians click an email link
- See daily notes, sign forms, view care updates
- Automatic notification when new notes are posted
Mobile-First Design
Built for DSPs to document on shift, phone-first, fast, works offline-friendly on every screen size.
- No app store, works in any phone browser
- Voice-to-text on every text field
- Designed by DSPs, for DSPs
Team Communications
Organization-wide activity feed and 1:1 direct messaging keep your team connected without another Slack.
- Org-wide activity feed
- Private 1:1 direct messaging
- Auto-posts from notes & incidents
TrainingHub Integration
Our sister product for staff training, 38 DBHDS-required courses, certification tracking, separate subscription with a 14-day free trial.
- 38 DBHDS-required courses ready to assign
- Certification tracking with expiration alerts
- Single source of truth for staff competency
SupportHub Real-Time Ticketing
Submit a ticket from inside CareHub and track it through to resolution in SupportHub, single sign-on, no extra account.
- Critical issues answered within 4 hours
- Status updates and threaded replies in one dashboard
- SSO from CareHub, sign in once, get help anywhere
Signatures & Audit Trail
Electronic signatures with a complete, immutable audit history on every document and form.
- Multi-signature workflows
- Immutable audit trail with timestamps
- Document snapshot retention
Location & Brand Customization
Personalize your service locations and employee experience, your colors, your logo, your photos.
- Customize home page graphics
- Personalized employee portals
- Brand with your organization colors
Ready to see CareHub in action?
Start your free trial today, or compare plans to find the right fit for your organization. Migration from Therap, Lauris, Credible, or any other EHR is free.