Karebase modernizes how your agency presents itself and operates, with a professional web presence, brand identity, and business infrastructure delivered in weeks, backed by deep compliance expertise in the MHCP space.
Trusted by providers across Minnesota
Counties, case managers, and families research providers before they ever pick up the phone. Many MHCP providers run strong programs behind an outdated website, a free email address, and inconsistent branding. In one engagement, we build the complete digital foundation your agency needs to look as professional online as you are in person.
Digital transformation
plus $150/mo site care
Complete digital launch, typically delivered in two to three weeks. Site care covers hosting, security updates, and ongoing content edits, so your site never goes stale. If you need additional pages or custom features, we will scope that with you on the call.
Book Your ConsultationNo long-term contract. You own everything we build, including your domain, website, and accounts.
How We Help
For providers who want to modernize their organization from the ground up.
Ongoing strategic support for providers who want a long-term partner.
Every Karebase engagement includes access to purpose-built technology to simplify documentation tracking and leadership oversight.
Why Karebase
We work only with Minnesota DHS-licensed providers, including 245D, HCBS, waiver case management, day support, and mental health programs. We know your regulations, your funders, and your paperwork.
From documentation and authorization tracking to credentialing and audit preparation, we replace spreadsheets and manual processes with systems that keep your program defensible year-round.
Every engagement follows the same path: assess your operations, design the right strategy, implement systems and training, then optimize over time. Leadership gets clear visibility from day one.
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
Our Difference
Technology
Documentation
A structured view of service records and authorizations, built to replace scattered spreadsheets.
AI
Trained on 245D and HCBS documentation and augmented with your own policies, for compliance Q&A and note drafting.
Tracking
Tracks service gaps and under-delivered authorizations before they become audit findings.
Insights
FAQ
It is our most comprehensive engagement, built for providers who want to modernize their organization from the ground up. It includes an operational assessment, compliance workflow review, documentation systems, executive dashboards, workflow automation, an AI knowledge base, staff training, and implementation support. Engagements start at $6,500 and are scoped to your organization on a strategy session.
Compliance Rescue is for providers facing audits, corrective actions, licensing issues, or documentation failures. It covers appeals, documentation reviews, corrective action planning, emergency consulting, and rapid implementation, scoped to the urgency of your situation. Reach out as soon as you receive notice, since response deadlines are often short.
It is a one-time engagement that gives your agency a complete professional presence online. We build a custom website, design your logo and brand identity kit, and set up business email on Google Workspace or Microsoft 365, along with your domain, hosting, Google Business Profile, secure HIPAA-aware intake forms, and a referral-ready one-pager. Pricing starts at $1,650 plus $150 per month for site care, which covers hosting, security updates, and ongoing content edits. Most providers launch within two to three weeks, and you own everything we build.
It is ongoing strategic support for providers who want a long-term partner rather than a one-time project. It includes monthly strategy meetings, a technology roadmap, compliance monitoring, workflow improvements, staff support, AI guidance, and custom enhancements, for $2,500 per month.
Every engagement includes access to purpose-built technology, including CaseLogs, configured around your program and DHS requirements. This includes structured tracking for service records and authorizations, coordinator dashboards, and automated alerts 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.
No. Some of the most impactful work we do is with smaller providers, 10 to 50 staff, where a single engagement 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 through the Assess, Design, Implement, and Optimize phases of the Karebase Method.
Start with your digital presence, or go deeper with a full operational transformation. Either way, it begins with one conversation.
Book Your Consultation