HCBS Waiver Provider Software
for Visit-Based Services
Waiver services are paid by the unit, against a prior authorization, on the strength of the note behind each unit. One Care Portal gives 1915(c) providers one place for the participant record, the service note, the authorization, and supervisor review, with an export your billing process can use. It is built for services documented visit by visit; if your service requires EVV, that system stays.
Where It Fits Among 1915(c) Waiver Services
The fit depends on how a service is documented, not on the waiver's name.
Case Management and Support Coordination
The core use: assigned caseloads, plans, monthly contacts, and supervisor review.
Supported Employment and Community Access
Services delivered as scheduled contacts, each with a note, a duration, and a goal.
Consultative and Behavior Supports
Visit-based professional services billed in units against an authorization.
Day Programs
Attendance-based day services belong in the separate Care Module, built for daily rosters and nursing notes.
One Record From Service Note to Billable Unit
Each step below is a screen in the Case Management Care Module today.
A note for every billed unit
Each visit note records the date of contact, start and end time, contact method, who was present, and what was done. Required fields are enforced before a note can be signed, and the signed note is kept as a PDF.
Authorizations that carry your unit rules
Record each authorization with its payer, procedure code and modifiers, dates, authorized units or amount, and rate. Choose a fixed number of units per note, or time-based units with minutes per unit, a rounding offset, and a minimum billable time.
Renewals seen coming
The expiring-authorizations report lists authorizations ending in the next 7 to 365 days, so renewals are requested before service is interrupted.
Billing without retyping the note
The billable export previews each note against its authorization, lists blocking errors with the reason, and produces an Excel file with procedure code, payer, units, and charge for the separate Revenue Cycle Management (RCM) module. Agencies that bill elsewhere can export contact-note session data to CSV.
What We Confirm Before Implementation
- Which of your services are documented per visit, per shift, or per day
- Whether any service requires EVV in your state, and which system captures it
- Procedure codes, modifiers, unit definitions, and rounding rules by payer
- Required note fields, participant signatures, and supervisor review steps
- Which state systems stay the system of record for plans and authorizations
Pricing is published: $299/month platform fee plus $7.99 per active participant. The separate RCM module is $1.50 per submitted claim. See current pricing.
Where One Care Portal Fits Alongside Your State Systems
One Care Portal does not connect to state systems. This is what stays where, and what your staff still do by hand.
| The job | System that stays in place | What One Care Portal does | What remains manual |
|---|---|---|---|
| Electronic visit verification | The state's EVV vendor or aggregator | Not included | Your EVV system stays in place for services that require it |
| Individual service plan and prior authorization | The state's case-management or prior-authorization system | Stores the approved authorization: number, dates, units or amount, rate, and unit rules. Reports what is expiring. | Entering and amending plans and authorizations in the state system |
| Service documentation | Your agency's record | Participant records, visit notes, supervisor review, signed PDFs, documents with expiration dates, incident reports | Shift-based or daily residential documentation |
| Staff credentials | Your agency's record | Staff documents with effective and expiration dates and an expiring-documents report | Training delivery and background-check vendors |
| Claims | State Medicaid system or managed care plan | Billable-note export; claim preparation and submission in the separate RCM module through supported clearinghouse routes | Payer enrollment, and any route or claim type not supported for your payer |
Clear Boundaries Build a Better Fit
A focused demo separates what works today, what is configurable, and what should stay in another system.
Evaluate One Care Portal for
- Visit-based waiver services billed in units
- Case management and support coordination caseloads
- Authorization records with fixed or time-based unit rules
- Supervisor review, signed PDFs, and audit history
- Billing-ready exports and expiring-authorization reports
Do not assume it includes
- EVV, GPS, time clock, offline use, or an installed mobile app
- Automatic tracking of units used against an authorization cap
- Shift logs for personal care, respite, or residential services
- Integration with a state case-management, EVV, or prior-authorization system
- A pre-built form library for every state waiver
Frequently Asked Questions
What software do HCBS waiver providers use to document services and bill units?
It depends on the service. For services documented visit by visit, One Care Portal can be evaluated as the record for participants, service notes, unit-based authorizations, supervisor review, and a billing-ready export. Services that require electronic visit verification also need an EVV system, which One Care Portal does not provide.
Does One Care Portal include EVV for personal care or respite?
No. One Care Portal does not capture electronic visit verification, GPS location, or clock-in and clock-out, and it does not connect to a state EVV aggregator. Agencies whose services require EVV keep their EVV system.
Can it handle unit-based authorizations?
Yes. Each authorization records authorized units or a dollar amount, the rate, and how a note converts to units, either a fixed number per note or time-based with rounding and a minimum billable time. It reports expiring authorizations. It does not currently total units used against the authorized cap.
How do service notes become claims?
Billable notes are previewed against their authorizations and exported to Excel with procedure code, payer, units, and charge. That file is imported into the separate Revenue Cycle Management (RCM) module, which prepares and submits claims through supported clearinghouse routes. Payer and route are confirmed before implementation.
See Whether It Fits Your Waiver Services
Bring your service list, one blank note for each, and a sample authorization. We will sort your services into what fits today, what needs configuration, and what belongs in another system.