Regional Center Software Built for California DDS Providers
Still managing documentation, scheduling, authorizations, EVV, and billing across multiple systems?
CareAutomate brings everything together in one platform built specifically for California Regional Center providers.
Never Accidentally Bill Beyond Authorized Hours
Monitor remaining units in real time and stay aligned with approved Purchase of Service (POS) authorizations automatically.
Revenue Overview
Monitor total billed amounts, pending claims, and write-offs dynamically.
Utilization Reports
Identify under-utilized authorizations to adjust services and prevent lost funds.
What Staying Manual Is Costing Your Agency
Every month providers lose valuable time, risk compliance infractions, and delay payments by using disconnected tools.
"Most agencies recover the implementation effort within their first billing cycle."
Every month, manual workflows cost your agency:
Why California providers move to CareAutomate
Complete Documentation Once—Use It Everywhere
Document the service once. Everything downstream updates automatically.
Never Lose Track of Authorized Hours
Track POS authorizations in real time and stop over-billing before it happens.
Turn Documentation Into Billing Without Re-Entering Data
Turn signed documentation into eBilling-ready records.
Stay Audit Ready
Keep service notes, signatures, authorizations, and consumer records connected.
Support Mobile Teams
Document services from a phone or tablet at the point of service.
Built with Regional Center providers
"We repeatedly saw California providers managing documentation, signatures, authorization tracking, and billing across disconnected systems."
CareAutomate was built to bring those workflows together into a single platform designed specifically for Regional Center providers.
Regional Center Services We Support
CareAutomate is built to handle the operational workflow for California Regional Center programs.
Housing Access
Manage POS hours, intake forms, and service logs.
ILS
Track independent living training hours and signatures.
Supported Employment
Document job coaching, placement hours, and billing.
Behavior Services
Track behavior intervention logs and assessment outcomes.
Residential
Manage daily activity logs, medications, and client records.
SLS
Supported Living Services with EVV readiness configuration.
Respite
In-home and facility respite tracking.
Other Regional Center Programs
Custom configurations for specialized services.
* EVV-required services are onboarded with Sandata integration during implementation.
See the entire workflow in action
Most software talks about compliance. We'd rather show you the product.
Everything about a consumer in one place
Track POS authorizations, documentation, service history, signatures and billing readiness without switching between systems.
Forms & Intake
Manage consumer intake packets, consent forms, and authorizations.
Documentation
Track service notes, history, and daily logs.
Signatures
Verify timestamped electronic signatures captured in the field.
Care Team
See assigned employees, coordinators, and support staff for the member.
Member Records
Quick access to notes, eligibility, plan usage, visits, and documents.
Mobile Documentation
Staff can document services in the field from a phone or tablet.
Schedule staff with authorization alignment
Prevent scheduling conflicts before they happen. Assign shifts and verify planned hours draw down against POS limits.
Staff Scheduling
Assign shifts to staff based on consumer authorizations and availability.
Conflict Prevention
Instantly alerts if staff are scheduled during overlapping hours or exceed limits.
Claims Queue
Review all billable services grouped by billing period before submission.
Ready to Bill
Instantly view validated claims that are ready for invoicing and submission.
Export eBilling
Batch export claims in standard formats (e.g. 837P, 837I, or Excel).
Batch Processing
Generate billing batches, refresh claim data, and access billing analytics.
Revenue Tracking
Monitor claim values, rates, hours, and reimbursement totals across service programs.
Turn Service Notes Into Billing Without Re-Entering Data
Convert completed service notes into submission-ready billing records without re-entering data.
Real-time agency performance dashboards
Gain immediate operational oversight. Track utilization metrics, monitor service notes backlog, and preview revenue without manual spreadsheet lookups.
Revenue Overview
Monitor total billed amounts, pending claims, and write-offs dynamically.
Utilization Reports
Identify under-utilized authorizations to adjust services and prevent lost funds.
What changes after you implement CareAutomate
Focus on outcomes, not job titles. Here is how your agency operations shift from day one.
Before CareAutomate
- Spreadsheets & manual lists
- Paper signatures & chasing staff
- Billing cleanup & reconciliation backlog
- Manual authorization tracking
After CareAutomate
- One consumer record for the whole team
- Electronic signatures with compliance templates
- Real-time authorization drawdowns
- Billing-ready documentation automatically generated
Why providers move beyond spreadsheets
| Capability | Spreadsheets | Generic Software | CareAutomate |
|---|---|---|---|
| Title 17 Documentation | Partial | ||
| POS Authorization Tracking | Partial | ||
| Mobile Documentation | Partial | ||
| Electronic Signatures | Separate Tool | Partial | |
| Billing Preparation | Manual | Partial | |
| One Consumer Record | Partial | ||
| Audit Exports | Partial |
Built Specifically For California Regional Center Workflows
CareAutomate is engineered specifically for the daily compliance and billing realities California DDS providers face.
POS Authorizations
Hours automatically draw down against authorized service levels.
Title 17 Documentation
Service note templates aligned with California DDS requirements.
Regional Center Billing
Generate clean eBilling-ready batches without manual exports.
Consumer-Centered Records
All IPP/ISP goals, notes, and signatures in one unified file.
Audit Readiness
Secure, timestamped records ready for review at a moment's notice.
Switching takes less time than you think
Most agencies assume changing systems means months of disruption. In reality, most providers are actively documenting services within a few business days.
Week 1
Migration, setup, and workflow configuration.
Week 2
Staff training and documentation rollout.
First Billing Cycle
Our team works alongside yours to ensure a clean submission process.
What happens after you book a demo
No endless sales cycles. We aim to have your agency fully operational within 7 to 14 days.
Review Services & Workflows
We align CareAutomate with your program designs and authorizations.
Import Consumers & Authorizations
Our team migrates your data from spreadsheets or generic software.
Train Staff
Hands-on training sessions for your admin team and DSPs in the field.
Start Documenting
Go live with active service records, electronic signatures, and billing prep.
Switching Doesn't Have To Be Risky
We know moving systems is stressful. That's why we've eliminated the friction and front-loaded the investment ourselves.
Simple pricing for California providers
Professional
Up to 40 active consumers
Ideal for agencies managing multiple services and staff.
Start Free TrialEnterprise
Upto 60 active consumers
Advanced operational oversight and reporting.
Start Free TrialCustom
60+ active consumers · Multi-county organizations
Custom onboarding and support.
Contact SalesNonprofit discount
501(c)(3) organizations receive 10–20% off eligible plans.
Optional add-on
Custom Form Builder — +$49/month
Enterprise security and data ownership
Your compliance and data portability are guaranteed, without proprietary lock-in.
Export your files at any time
Download all consumer records in PDF or Excel formats. No exit fees, no penalties, no constraints.
Common Questions Before Switching
Here is what providers ask us before making the decision to move to CareAutomate.
"We already use spreadsheets"
Spreadsheets are cheap to start, but they cost hours of manual data entry, lead to over-billing, and make audits highly stressful. CareAutomate pays for itself in time saved during your first billing cycle.
"We're a small agency"
We have Starter plans designed specifically for growing agencies. You get all compliance features without paying for enterprise tier capacity.
"We don't have IT staff"
CareAutomate is cloud-based. There is no software to install, no servers to manage, and we handle all data migration and onboarding for you.
"We can't stop operations to switch"
Migration is handled in parallel. Your team continues current operations while we set up your account and import your data, ensuring a seamless transition.
Resources for California Regional Center providers
Whether or not you become a customer, these resources are free and designed to help providers operate more efficiently.
Questions California providers ask us
CareAutomate currently supports Housing Access Services (089), ILS, Supported Employment, Behavior Services, Residential Services, Facility Respite, SLS, In-Home Respite, and other Regional Center programs.
See How CareAutomate Would Run Your Agency
We'll show how CareAutomate manages your consumers, staff, documentation, authorizations, billing, and reporting using your agency's workflows.
No slideshow. No pressure. No obligation. Just your workflow.