HCBS Scheduling Software forWaiver Programs
Manage DDA, COPES, and Medicaid waiver services with scheduling software that understands authorization limits, service codes, and compliance requirements.
Support for All Major Waiver Programs
CareCade is pre-configured for common HCBS waiver programs with customizable service codes and authorization rules.
DDA Waiver
Developmental Disabilities Administration
- Community Guide
- Community Engagement
- Supported Employment
- Respite Care
COPES Waiver
Community Options Program Entry System
- Personal Care
- Adult Day Health
- Home Delivered Meals
- Environmental Modifications
New Freedom Waiver
Consumer-directed services
- Personal Care
- Goods and Services
- Individual-Directed Services
- Community Transition
Children's Waiver
Services for children with disabilities
- Respite Care
- Behavior Support
- Specialized Medical Equipment
- Therapeutic Services
Scheduling Built for Waiver Complexity
Unlike generic scheduling tools, CareCade understands the unique requirements of HCBS waiver programs.
Waiver-Aware Scheduling
Schedule services by waiver type with automatic service code assignment and authorization tracking.
Unit-Based Tracking
Track 15-minute service units in real-time. Prevent over-utilization with automated alerts.
Client-Caregiver Matching
Match caregivers to clients based on skills, certifications, location, and client preferences.
Authorization Management
Track service authorizations, monitor utilization, and receive alerts before authorizations expire.
Compliance Verification
Automatic credential checking ensures only qualified staff are scheduled for each service type.
Smart Notifications
Automated reminders for upcoming shifts, schedule changes, and authorization renewals.
Never Exceed Authorized Units Again
Authorization management is built into every scheduling decision. CareCade tracks utilization in real-time so you always know where each client stands.
- Real-time unit utilization dashboard
- Automatic alerts at 75% and 90% thresholds
- Block scheduling beyond authorized limits
- Authorization renewal reminders 30 days out
- Historical utilization reports for case managers
Authorization Status Example
36 of 80 units used • 44 remaining
156 of 200 units used • 44 remaining
46 of 50 units used • 4 remaining
Built-In Compliance for Peace of Mind
Medicaid audits don't have to be stressful. CareCade maintains compliance documentation automatically.
EVV Integration
Built-in Electronic Visit Verification meets state and federal 21st Century Cures Act requirements.
Service Documentation
Digital service notes linked to scheduled visits with required fields for each waiver type.
Audit Trail
Complete audit trail for all scheduling changes, cancellations, and modifications.
Billing Compliance
Automated billing code validation ensures claims match authorized services.
Caregiver App
View schedules, clock in/out, complete documentation
GPS Tracking
Real-time location for EVV compliance
Mobile Notes
Service documentation from the field
Push Alerts
Schedule changes, shift reminders
Mobile Access for Field Staff
Caregivers access schedules, complete EVV check-ins, and document services from their smartphones. No special hardware required.
See Mobile App DemoFrequently Asked Questions
Common questions about HCBS scheduling with CareCade.
What HCBS waiver programs does CareCade support?
CareCade supports all major HCBS waiver programs including DDA (Developmental Disabilities), COPES, New Freedom, and state-specific waivers. Our scheduling system is configurable to your specific waiver requirements and service codes.
How does CareCade handle authorization tracking?
CareCade automatically tracks service authorizations by client and service type. You'll see real-time utilization against authorized units, receive alerts at 75% and 90% utilization, and get notifications before authorizations expire. The system prevents scheduling services beyond authorized limits.
Is CareCade compliant with Medicaid EVV requirements?
Yes, CareCade includes built-in EVV that meets all federal 21st Century Cures Act requirements and state-specific mandates. Our EVV captures location, time, service type, and caregiver identity - all required data points for Medicaid compliance.
Can I schedule multiple service types for the same client?
Absolutely. CareCade handles complex care plans with multiple waiver services. You can schedule different service types throughout the week, each with appropriate service codes, caregivers, and documentation requirements.
How does CareCade help with waiver billing?
CareCade connects scheduling directly to billing. Completed visits with EVV verification automatically generate billing records with correct service codes. Export to your billing system or state portal (like ProviderOne in Washington) with validated, clean claims.
Does CareCade support self-directed waiver programs?
Yes, CareCade supports consumer-directed and self-directed waiver models. Clients or their representatives can view schedules, request changes, and approve timesheets through a secure client portal.
Simplify Your HCBS Scheduling
See how CareCade handles the complexity of waiver program scheduling so you can focus on serving your clients.