Karebase helps DHS-licensed providers maintain a documentation infrastructure that keeps their programs compliant and able to respond quickly & accurately to audits, revalidations, and appeals.
Trusted by providers across Minnesota
What we do
When a termination notice or revalidation denial arrives, the response timeline matters. We draft custom appeal letters cited to DHS statutes and rules, allowing you to engage strongly and dilligently with DHS and county agencies.
See our $300 offerPre-audit reviews, policy alignment against current DHS requirements, and support through corrective action follow-ups. We help you identify exposure before reviewers do.
Purpose-built Airtable systems for progress note generation, service delivery tracking, and coordinator oversight. An optional AI layer trained on MHCP documentation handles compliance questions in plain language.
DHS revalidation cycles have tightened across Minnesota, and termination notices are reaching providers who have operated in good standing for years. A strong, well-cited response makes a real difference in outcomes.
Limited engagement offer
Consultation and appeal letter drafting, with same-day turnaround available. If your situation has unique complexities, let us know on the call and we will plan accordingly.
Book Your ConsultationNo long-term commitment. We will tell you on the call whether your case is viable.
How we work
We spend 30 to 60 minutes understanding your situation: what you are facing, what documentation you have, and where the gaps are. No prep required on your end.
We review your materials, identify the relevant statute and rule, and tell you clearly what your options are and what a strong response looks like.
We draft the response, prepare the documentation package, and walk you through submission. You stay in control while we manage the regulatory complexity.
What our partners say
"Our coordinators were drowning in documentation. Since implementing the Documentation Agent, we have cut note-writing time by over half and our 245D audit prep went from three weeks to three days."
Hussein A.
Owner, DHS-Licensed Provider
"The Service Delivery Tracker flagged 14 missed service gaps and two under-delivered authorizations in the first two weeks. We caught issues we did not know existed before they became audit findings."
Abdulkadir D.
Program Manager, 245D Provider
"Staff turnover was a real problem. Now when someone new joins, the knowledge base has everything: waiver rules, county contacts, how we handle edge cases. Institutional memory that stays with the organization."
Bao X.
Program Manager, 245D Provider
FAQ
We start with a 60-minute consultation to review your denial, termination, or revalidation correspondence and assess the strength of your case. From there, we draft a custom appeal letter cited to Minnesota Statutes 245A and 245D and the specific provisions that apply to your situation. Standard turnaround is 5 business days; if your deadline is tighter, let us know on the call. The flat $300 fee covers both the consultation and the drafted letter.
Pre-audit preparation, review of your current policies against DHS 245A and 245D requirements, corrective action planning, and ongoing support for licensing visits and county reviews. We work with providers at every stage, from routine renewal prep to responding to a finding already in progress.
We build custom Airtable environments configured around your program and DHS requirements. These include structured datastores for service records and authorizations, coordinator dashboards, and automated alerts to email or Slack when gaps or risks are detected. An optional AI layer, trained on 245D and HCBS documentation and augmented with your own policies, can answer compliance questions and assist with note drafting. All systems are HIPAA-compliant.
Most engagements include a one-time setup fee of $2,500 and an ongoing fee of $250 per month covering support, maintenance, and updates. Scope varies, so we walk through exact pricing on your discovery call. Appeals are a separate $300 flat engagement with no ongoing commitment required.
No. Some of the most impactful work we do is with smaller providers, 10 to 50 staff, where a single system meaningfully reduces the burden on an already stretched team. We scope every engagement to what makes sense for your size and budget.
Most providers see their first working system within about two weeks. We start with the highest-impact problem in your operation and deliver something your team can use before expanding from there.
Book a consultation now to appeal your termination.
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