CareHub · Virginia · DBHDS Statewide

Claims keep bouncing back. The documentation and the billing may not be talking to each other.

When daily notes live in one system and claims get submitted from another, small mismatches turn into denied claims. CareHub keeps documentation and VAMMIS billing in the same system, so what a DSP records is what gets submitted.

Why it matters

Rejected and denied claims usually trace back to a mismatch, a service documented one way and billed another, a date that does not line up, or a plan detail that changed on one side of the system and not the other.

That mismatch is hard to catch when documentation and billing are two separate products stitched together with exports and manual entry. Every hand-off is a place for an error to slip in.

CareHub keeps daily notes, the ISP and Part V, and VAMMIS billing in one system, certified for 270, 276, 837P, and 837I transactions, so the record a DSP writes is the same record the claim is built from.

What CareHub gives you

Everything your team needs, in one place

VAMMIS certified transactions

Check eligibility with 270, follow claims with 276, and submit 837P and 837I claims through CareHub's certified connection to Virginia Medicaid.

Documentation and billing in one system

Daily notes, the ISP and Part V, and billing sit together, so a claim is built from the same record a DSP already documented.

ISP and Part V auto-population

Plan uploads fill in the details DSPs document against, keeping what gets billed tied to what the plan actually authorizes.

Full audit trails

Every record shows who documented what and when, giving billing staff a clear trail to check when a claim is questioned.

Regulatory monitoring

CareHub includes regulatory monitoring so compliance staff can keep an eye on the requirements that shape documentation and billing alike.

MAR and incidents together

Voice-assisted MAR and incident reports live beside daily notes, keeping the full picture in one place instead of split across tools.

The problem

What slows Virginia providers down

A claim gets denied and tracing the mismatch means comparing records across two separate systems by hand.
Documentation is finished in one tool, then re-entered or exported into billing, and small errors slip in at that hand-off.
A plan detail changes and it does not reliably make it from documentation into what gets billed.
Billing staff cannot always see the note that a claim was built from, so questioning a rejection takes longer than it should.
The same kind of rejection keeps happening because the root cause is the hand-off itself, not any one claim.

DBHDS Statewide

One system, submitted straight to Virginia Medicaid

DD waiver providers across Virginia bill through DMAS and VAMMIS no matter which DBHDS region they operate in, and a claim rejected for a documentation mismatch costs the same agency staff time everywhere in the state.

CareHub's VAMMIS certification covers eligibility checks with 270, claim status with 276, and claims submission with 837P and 837I, all connected to the same documentation staff already enter.

How it works

From daily work to done

Trace a recent rejection
Look at what actually caused a recent denial, a documentation mismatch, a timing issue, or a plan detail that did not carry through.
See documentation and billing in one system
Walk through how CareHub connects daily notes and plan data directly to VAMMIS-certified claims.
Load plans and set up billing
Upload the ISP and Part V for each person so documentation and billed services stay tied to what is actually authorized.
Submit with a clear trail behind every claim
When a claim is questioned, pull the documentation it was built from and its audit trail directly from CareHub.

FAQ

Questions from Virginia providers

Does CareHub bill Virginia Medicaid directly?

CareHub is certified with Virginia Medicaid's MMIS, VAMMIS, for 270, 276, 837P, and 837I transactions.

Can switching EHRs really reduce claim rejections?

Many rejections come from a mismatch between documentation and billing when the two live in separate systems. Keeping them in one system, as CareHub does, removes that hand-off as a source of error.

Who built CareHub?

A former DD residential program director in Virginia built CareHub after working through the same documentation, licensing, and billing demands Virginia providers face.

Is CareHub affordable for a smaller agency?

DSPlife built CareHub to be affordable for DD waiver providers. Reach out through the DSPlife contact page for details that fit your agency.

What happens to our current billing history if we switch?

Reach out through the DSPlife contact page to talk through what moving your records and billing setup would look like for your agency.