Built for Medicaid waiver & human services operations

Case Management for Medicaid Waiver & Human Services Teams
Standalone 835 ERA Visibility for Billing Teams.

Manage caseloads, participant records, plans, authorizations, contact notes, supervisor review, reminders and reporting across the programs your agency operates. Billing teams can separately use the standalone ERA Dashboard to turn standard X12 835 files into readable payment and denial views.

Move from assigned caseload to a direct contact note and supervisor review
Configure reminders and reporting handoffs around your program workflow
Review billed, paid, provider, claim, and denial details from standard X12 835 files
Explore the ERA Dashboard
HIPAA-compliant platform
BAA available
30-minute demo
No commitment

Case Management starts at $99/month plus $5.99 per active participant. See what the walkthrough covers. State, program, payer, workflow, and reporting fit is confirmed during a 30-minute demo.

One Care Portal Demo

Start with the workflow you need now

Two focused walkthroughs, kept intentionally separate

These de-identified previews use synthetic records and show workflow shape only. Your state, program, payer, file, and reporting fit is confirmed during a 30-minute demo.

Start here for Medicaid waiver & human services operations

Case Management for caseload-based teams

See assigned participants move through plans, authorizations, documentation, supervisor review, follow-up, and reporting.

Synthetic workflow preview — no PHI or customer data

  1. 1 · CaseloadOpen role-scoped assigned participants.
  2. 2 · Direct contact noteStart documentation from the caseload.
  3. 3 · Supervisor reviewApprove or return with feedback.
  4. 4 · Configurable reminder and reporting handoffSurface follow-up and reporting work.
See what the walkthrough covers

Supported and supportive housing is a Case Management use case, not a separate module.

For readable 835 remittance visibility

Standalone 835 ERA Visibility for Billing Teams

Upload a standard remittance file and review payment detail without buying a Care Module or the Billing Module.

Synthetic workflow preview — no PHI or customer data

  1. 1 · Standard X12 835Parse a payer-provided ERA file.
  2. 2 · Billed and paid totalsSee remittance-level totals.
  3. 3 · Provider and claim viewsDrill into available claim detail.
  4. 4 · Denials and ExportsReview denial detail and export dashboard results.
See the ERA walkthrough

$199/month + $0.10 for each claim contained in an ERA file One Care Portal parses.

Trusted by agencies running case management, ADHC, care coordination, and housing services

Healthy Adult Day Healthcare Better Life ADHC QKB Case Management Ascend Housing Services

Choose what your agency needs

Two Care Modules. One Standalone Billing Module.

ADHC remains a proven supported vertical. Billing remains a separate standalone-or-connected product for Medicaid, Medicaid MCO, Medicare, and commercial claims, and can work with your current documentation system.

Care Modules

Run the work your team does every day

Select the workflow designed for your agency. Both Care Modules organize documentation, staff activity, oversight, and billing readiness.

Care Module

Case Management

Calendars, scheduled visits, notes, caseloads, supervisor feedback, and administrator visibility into completed work and hours.

  • Calendars and visit schedules
  • Visit and contact notes
  • Supervisor review and feedback
  • Caseload, work, and hours visibility

Customer proof: QKB Case Management

Explore Case Management
Care Module

ADHC

Attendance, daily notes, care documentation, meals, transportation, authorizations, and staff oversight for adult day health care.

  • Attendance and daily notes
  • Meals and transportation
  • Care plans and authorizations
  • Staff and billing readiness

Customer proof: Healthy ADHC and Better Life ADHC

Explore ADHC

Billing Module · Standalone or connected · Medicaid · MCO · Medicare · Commercial

Turn services into claims—and claims into reconciled payments

Generate or import billing data, validate and submit claims through clearinghouse-supported payer workflows, work denials, post 835 ERAs, and reconcile payments. Any agency that submits claims can use it — Medicaid and MCO, Medicare and Medicare Advantage, and commercial payers — with no HCBS program required. Keep your current care system or connect Case Management or ADHC.

Explore Billing

1 · Prepare

Generate or import billing data

2 · Submit

Validate and send claims

3 · Resolve

Track status and denials

4 · Reconcile

Post 835 ERAs and match payments

Need only remittance visibility? See the standalone 835 ERA Dashboard.

Care only

Care + Billing

Billing only

Why Agencies Trust Us

Built by People Who Ran These Agencies

One Care Portal comes from hands-on Medicaid waiver and HCBS operations experience. Its core workflows, templates, and review controls are informed by real ADHC and provider-agency operations and audit preparation.

Operator-Built

Built by a team with hands-on Medicaid waiver and HCBS operations experience. We know what auditors look for because we've been through those audits ourselves.

Featured in Louisville Business First

Profiled for our growth helping Medicaid provider agencies manage care operations, billing, and compliance.

Read the article

One-Week Go-Live Target

Guided organization setup, role configuration, and one hands-on training are included. One Care Portal targets a one-week go-live; timing depends on workflow scope and team availability. Email and phone support are included.

See Customer Stories

Start with your program type

Built for Medicaid and Waiver Provider Workflows

Stop juggling spreadsheets, paper forms, and disconnected systems. OCP connects documentation, authorizations, staff work, and Medicaid claims in one platform — with workflows made for your program type.

ADHC & Day Programs

Daily program workflows for attendance, meals, activities, transportation, and Medicaid billing readiness.

  • Real-time attendance & sign-in/out tracking
  • Meals, activities, transportation, and nurse notes in one place
  • E-signatures, incident reporting, and billing-ready daily records
Adult day care software

Case Management (HCBS, Waiver, TCM)

Visit scheduling, contact notes, service plans, and billing-readiness or claim handoff where applicable for waiver case management and support coordination teams.

  • Calendar-based visit scheduling with configurable contact note templates; state and program fit must be confirmed
  • AI-assisted notes with documentation review workflows
  • Participant profiles for comparable caseload workflows; HCB, ABI, and IDD are buyer examples, and exact program fit is verified
Case management software

IDD Providers

Service documentation and Medicaid billing built for intellectual and developmental disability programs.

  • ISP goal tracking tied to service documentation
  • Staff credential tracking with expiration alerts
  • Authorization-aware billing for IDD waiver services
IDD provider software

Case Management Care Module

Supported & Supportive Housing

A case management workflow for supported housing, supportive housing, PSH, housing stabilization, and housing support services teams.

  • Participant records, plans, housing goals, and authorizations
  • Contact notes, visit notes, progress, and follow-up
  • Supervisor review and billing-ready documentation
Housing case management software

Choose care, billing, or a connected workflow

Case Management and ADHC include the care-operation tools their teams need. Billing remains a separate module that can connect to either Care Module or work standalone.

Billing Hub

Claim validation, status tracking, ERA posting, and denial management.

Service Authorization

Period, unit, and rate tracking with alerts before units run out or authorizations expire.

Document Management

Participant and staff documents with expiration tracking and audit-ready reporting.

AI Note Generator

Draft service and contact notes faster while keeping human review in the workflow.

Looking for something specific?

ADHC Software | HCBS Case Management | Support Coordination | Waiver Case Management | Targeted Case Management | Provider Agency Billing | Medicaid Waiver Billing

Security & Reliability

Your Participants' Data Is Protected

HIPAA compliance isn't a checkbox for agencies handling PHI — it's the baseline. Here's how One Care Portal protects your records.

Encryption Everywhere

Data is encrypted in transit with TLS 1.2 or higher and at rest with AES-256 encryption.

BAA Available

Business Associate Agreement support is available during onboarding for covered workflows involving protected health information.

Role-Based Access

Staff see only what their role requires, with access controls managed by your administrators.

Complete Audit Logs

Every access to PHI is logged, so you can show auditors exactly who touched what and when.

Encrypted Backups

Your documents and records are backed up in encrypted form on reliable cloud infrastructure.

HIPAA Compliant & Audit-Ready

Encrypted storage, access controls, and audit logging for all PHI — designed for state audit expectations.

Read more about HIPAA-compliant storage

Resources & Guides

Practical guides for case managers, billing specialists, and agency administrators.

Case Management

Documentation, care planning, and compliance guides for case managers.

Browse articles →

Waiver Programs

HCBS documentation requirements, service plans, and audit readiness.

Browse guide →

Adult Day Care

Attendance tracking, daily notes, and day center operations.

Browse articles →

Billing & Revenue

Claims lifecycle, ERA posting, denials management, and revenue cycle.

Browse articles →

Popular Guides

Audit Preparation Checklist Care Plan vs Service Plan Clean Claims Checklist Denials Workflow Guide

Comparing Software Options?

See how One Care Portal compares to other case management platforms.

Compare Case Management

From the Field

What Case Managers Are Saying

Amy, Senior Case Manager — One Care Portal testimonial

"One Care Portal completely changed how we manage our caseload. Its automation helps me spend less time on paperwork and more time helping clients."

— Amy, Senior Case Manager

"We spend less time cleaning up documentation and reviewing Medicaid submissions."

— Rhonda, Director of Case Management
More client stories

Transparent, Usage-Based Pricing

No enterprise contracts, no per-seat licenses, no long sales cycle. You pay for what you actually use.

$99

starting platform fee / month

+ $5.99 per active participant for a Care Module

$1.50

per submitted claim

Billing module

See Full Pricing

Common Questions Before You Switch

We hear these from nearly every agency we talk to. Here are straight answers.

Guided organization setup, role configuration, and one hands-on training are included. One Care Portal targets a one-week go-live, although timing depends on workflow scope and team availability. Email and phone support are included.

No. Agencies can start with the modules and usage they need, then coordinate more staff roles, supervisor review, caseloads, documentation, billing, and reporting as they grow. Pricing remains usage-based and month to month, with no long-term contract.

Built by Medicaid waiver operators with hands-on agency experience. The core workflows, templates, and review controls are informed by real HCBS and ADHC operations and audit preparation.

Pick the next best step

Not ready to book yet? Compare cost, see the case-management workflow, or review billing fit before scheduling a walkthrough.

Estimate pricing View case management Explore billing support

Ready to Reduce Documentation Rework and Billing Friction?

ADHC centers, case management teams, IDD providers, and housing agencies use One Care Portal to keep documentation clean, claims moving, and audits uneventful. See it with your own workflows in a 30-minute demo.

View Pricing