HIPAA Compliant & Audit-Ready

Medicaid Program Software That Keeps Work Moving.
Documentation, Billing, Compliance, and Care.

One Care Portal is the EHR, documentation, and billing platform for Medicaid waiver programs, HCBS providers, IDD agencies, ADHC centers, case management teams, supportive housing programs, and related provider agencies — not a generic EHR forced into community-based care.

Built for Medicaid waiver, HCBS, IDD, ADHC, and case management teams
Reduce documentation busywork with AI-assisted notes and review workflows
Cleaner claims — catch missing documentation and authorization issues earlier
Stay audit-ready with participant records, staff files, notes, and reports in one place
See How It Works
30-min call
No commitment
Free
(502) 509-6887
One Care Portal Demo

Trusted by Healthcare Agencies Nationwide

Healthy Adult Day Healthcare Better Life ADHC QKB Case Management Better Health and Wellness Clinic Pathfinder Care Coordination Ascend Housing Services

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

— Rhonda, Director of Case Management

"One Care Portal's automation helps me spend less time on paperwork and more time helping clients."

— Amy, Senior Case Manager
HIPAA Compliant
Built for Medicaid & Waiver Programs
Medicaid Waiver Ready
Used Across the US

As Featured In

Featured in Louisville Business First

One Care Portal was recently featured by Louisville Business First for its growth helping Medicaid provider agencies manage care operations, billing, compliance, and stay audit-ready.

Read the Article

Start with your program type

Built for Medicaid and waiver provider workflows

Whether your team runs ADHC, HCBS waiver services, IDD programs, case management, supportive housing, or billing operations, OCP connects documentation, authorizations, staff work, and claims in one system.

ADHC and Day Programs

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

  • Real-time attendance & sign-in/out tracking
  • Activity scheduling & participation tracking
  • Meal tracking & dietary management
  • Transportation coordination
  • Nurse notes & health monitoring
  • E-signatures & incident reporting

Waiver Case Management

HCBS, waiver, support coordination, and case management workflows with visit scheduling, contact notes, service plans, and Medicaid billing compliance.

  • Participant profiles across HCB, ABI, IDD, and other waiver types
  • Calendar-based visit scheduling & tracking
  • State-compliant contact note templates
  • E-signatures & automatic PDF generation
  • Incident reporting and documentation review workflows
  • Staff credential tracking & expiration alerts

Service Authorization

Manage prior authorizations with period tracking, unit limits, rates, and program-specific rules. Get alerts when units are low or authorizations expire.

  • Authorization period & unit tracking
  • Authorization-aware scheduling alerts
  • Remaining units & utilization reports

Billing Hub

Use on its own or alongside the Care Management module. Submit claims, track status, process ERAs, and manage denials with automated workflows.

  • Pre-submission claim validation
  • Claim status tracking
  • Automated ERA/payment posting

Document Management

Secure document storage for participants, staff, agencies, and supporting records. Track certifications, licenses, and credentials with expiration alerts to stay audit-ready and compliant.

  • Unlimited participant & staff documents
  • Expiration tracking with alerts
  • Compliance-ready reporting

AI Note Generator

Draft service notes, contact notes, daily notes, and summaries faster with AI assistance while keeping human review in the workflow.

  • AI-powered note drafting
  • Compliant documentation templates
  • One-click note generation
STOP JUGGLING SPREADSHEETS & PAPER FORMS

Replace Scattered Spreadsheets with One Organized System

If your team tracks attendance in Excel, billing in another system, and chases signatures on paper—you're losing hours every week and risking compliance gaps. One Care Portal replaces the patchwork with one organized platform built for Medicaid waiver programs, HCBS providers, IDD agencies, adult day programs, case management teams, and related provider agencies.

End the Audit Scramble

Stop digging through filing cabinets and email threads when auditors show up. Every document lives in one searchable system—organized by participant, timestamped, and always accessible. OCP helps teams cut audit-prep friction by keeping records organized and searchable.

  • Instant access to any participant's complete file
  • Automatic alerts for expiring documents and certifications
  • One-click auditor access—no photocopying or scanning

Give Your Team One Simple System

Paper sign-in sheets. Handwritten notes. Excel trackers for contacts, units, visits, or attendance. If your staff juggles multiple systems, mistakes happen and documentation gets missed. OCP gives them one place to capture daily program work, participant contacts, service notes, and supporting records from any device.

  • Replace paper forms with mobile-friendly digital workflows
  • Real-time documentation (no more end-of-day catch-up)
  • Everyone sees the same up-to-date participant info

Stop Losing Money to Billing Errors

Manually tracking units in spreadsheets can lead to overbilling denials, missed services, and authorization mistakes. OCP validates claims against authorizations and attendance before submission—so billing teams can review problems earlier.

  • Automatic unit tracking (no more spreadsheet formulas)
  • Pre-submission authorization and documentation checks
  • Claim checks before submission across agency workflows

Software Solutions for Every Program

Program-specific workflows for adult day care, case management, waiver programs, and Medicaid billing inside one Care Management module plus a Billing module.

Adult Day Care (ADHC)

Attendance, daily care logs, meals, transportation, and Medicaid billing — all tied together.

Case Management

AI-assisted contact notes, assessment tracking, and audit-ready documentation for waiver programs.

IDD Providers

ISP goal tracking, service documentation, and Medicaid billing built for intellectual disability programs.

Supportive Housing & Housing Services

Mobile visit notes, housing plans, landlord contacts, secure document uploads, and Medicaid billing for housing support programs.

HCBS Waiver Programs

Multi-state waiver support with state-specific compliance, authorization tracking, and ERA posting.

Medicaid Billing

Claim scrubbing, ERA posting, denial management, and revenue cycle automation for any program type.

Looking for something specific?

ADHC Software | HCBS Case Management | Support Coordination | Provider Agency Billing | IDD Provider Software | Supportive Housing

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

Common Questions Before You Switch

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

We handle the migration for you. Most agencies go live in under a week — including data migration, staff training, and billing continuity. We've helped teams switch from spreadsheets, WellSky, StoriiCare, and generic EHRs. No disruption to your operations or billing cycle.

Most of our clients are small agencies with 20–100 participants. One Care Portal was built for agencies your size — not downsized from enterprise software. Setup takes days, not months. No minimums, no long-term contracts.

Transparent, usage-based pricing. $5.99 per active participant per month for care management. $1.50 per submitted claim for billing. No enterprise contracts. See full pricing →

Built by Medicaid waiver operators who ran their own agencies. Every workflow, template, and compliance check comes from real HCBS and ADHC experience — not adapted from home health or hospice software. We know what state auditors look for because we've been through those audits ourselves.

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."

Amy

Senior Case Manager

Ready to Reduce Documentation Rework and Billing Friction?

From ADHC centers to IDD providers to case management agencies — organizations running different Medicaid programs use One Care Portal to reduce documentation rework, prepare cleaner billing handoffs, and stay ready for audits.

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