We help DHS-licensed providers across waiver, licensed, and community-based programs reduce missed documentation, service delivery gaps, and compliance risk using purpose-built tools designed around how your team actually works.
Trusted by DHS Providers
A look inside
The DHS landscape has always demanded more from providers, but the tools to keep up have never matched the pace of compliance requirements.
DHS providers track authorizations on paper. Coordinators call county offices for hours. A single 245D audit means weeks of manual file retrieval. Providers operate blind.
New compliance mandates arrive. Providers add scheduling platforms, care management tools, and county portal requirements. But the data lives in silos. Coordinators still rebuild reports by hand. The burden shifts, not shrinks.
"Our mission is to give DHS providers the same operational advantage that large health systems have always had, at a cost that actually makes sense for your organization."
Core Problems
Coordinators spend hours each week writing documentation that could be structured automatically... pulling from visit records, care plans, and prior authorizations to generate compliant notes in a fraction of the time.
The knowledge of how to handle unusual authorizations, coordinate with specific county offices, or manage complex individuals lives in people's heads, and walks out the door with them.
Missed visits, unlogged services, and under-delivered authorizations often aren't caught until a DHS review or coordinator audit. Providers that surface these gaps in real time can intervene early, protect individuals, and maintain clean service records.
Coordinators stitch together information across platforms manually, creating gaps in oversight, delayed responses to delivery risk, and no single view of where each individual's services actually stand.
Our Solutions
Your service records, care plan goals, and authorization details live in a structured Airtable datastore. An optional AI layer trained on DHS 245D and HCBS standards and augmented with your organization's internal policies generates compliant progress notes and service logs in minutes. Fully HIPAA-compliant, secure, and private.
An optional AI knowledge base trained on DHS 245D and HCBS documentation, covering waiver service definitions, county procedures, and compliance requirements, further augmented with your organization's own internal policies. Fully HIPAA-compliant, secure, and private. Critical knowledge stays with your organization, not just the people who carry it.
Every active authorization, scheduled service, and delivery log is tracked in your Airtable system. Automated alerts fire to email, Slack, or your team's preferred messaging platform the moment missed visits, authorization gaps, or schedule inconsistencies are detected, so coordinators can act before a delivery gap becomes a compliance finding.
Full Airtable dashboards give your coordinators a single view of every individual's authorization status, upcoming renewal deadlines, service delivery progress, and risk flags. Automated workflows push notifications to email, Slack, or other support messaging platforms, updated automatically as your data changes. No manual report-building required.
The knowledge to care well has always been there. We built the system to use it, so providers can spend less time on paperwork and more time on the people they serve.
Our Process
We start with your coordinators, program managers, and front-line team. The goal is to find where hours get lost, where compliance gaps form, and where a purpose-built system creates a clear operational advantage for your organization.
From referral to service delivery to reporting, we map the full workflow behind the bottleneck: who does what, where handoffs break down, what data gets lost, and where the process fails under real operating conditions.
We set up a structured Airtable datastore tailored to your program, capturing individuals, authorizations, service records, care plan data, and compliance information in one clean, organized system. You provide your data and policies; we structure and load everything.
For organizations that want it, a secure AI model is integrated directly into your Airtable system, trained on DHS 245D and HCBS documentation and further augmented with your organization's own internal policies and service data. It answers program-specific questions, flags compliance risks, and guides your team through complex decisions in plain language. Fully HIPAA-compliant, secure, and private.
The end product is a complete Airtable environment built around your workflows and DHS requirements: custom dashboards, automations that push to email, Slack, or your team's preferred messaging platform, and an optional AI-powered knowledge base. Whether that's a documentation assistant, a service delivery tracker, a coordinator dashboard, or all of the above, your team gets a working system they can use from day one.
What our partners say
"Our coordinators were drowning in documentation. Since implementing the Documentation Agent, we've cut note-writing time by over half and our 245D audit prep went from three weeks to three days."
"The Service Delivery Tracker flagged 14 missed service gaps and two under-delivered authorizations in the first two weeks. We caught issues we didn't even know were there before they became audit findings."
"Staff turnover was killing us. Now when someone new joins, the knowledge base has everything: waiver rules, county contacts, how we handle edge cases. It's like institutional memory that never leaves."
Frequently Asked Questions
No. The foundation is a complete Airtable environment built for your organization, with structured datastores, custom dashboards, and automations that send alerts to email, Slack, or other messaging platforms your team already uses. On top of that, we offer an optional AI layer: a HIPAA-compliant language model trained on DHS 245D and HCBS documentation and augmented with your own internal policies, so your team gets expert-level answers to compliance questions without picking up the phone.
No. Karebase builds everything from scratch. We set up a structured Airtable datastore, configure automations to email and Slack, and build custom dashboards and interfaces for your team. If you opt in to the AI layer, we integrate a HIPAA-compliant model trained on DHS 245D and HCBS documentation and augmented with your organization's own policies, all included in the same system. No prior software required.
HIPAA compliance is foundational to every system we build. All tools, including the optional AI layer, operate under a BAA, use encrypted data pipelines, and are designed to meet the security and privacy standards required for handling PHI in a DHS-licensed environment. Your data is never used to train external models.
Every project is scoped individually, but most providers see their first working system in about 2 weeks. We start with the highest-impact problem in your operation and deliver something your team can use before expanding from there.
Every project is scoped on a case-by-case basis depending on complexity and scope. That said, most engagements run on a one-time setup fee of $2,500 and a $250/month ongoing fee that covers continued support, maintenance, and system updates. We'll walk you through exact pricing on your discovery call.
Not at all. Some of our most impactful work is with smaller providers (10 to 50 staff) where a single system can meaningfully reduce the burden on an already stretched team. We scope every engagement to what actually makes sense for your size and budget.