Adult Family Homes • Assisted Living • Nursing Homes
Your residents are cared for.Your claims are not.
We run the billing: private pay, ProviderOne claims and every Apple Health plan. You look after residents. We make sure the money arrives.
- ProviderOne claims filed and followed to payment
- All five Apple Health plans billed directly
- Payments land in your own bank account
No commitment • No long-term contract • We audit your billing free before you pay us anything
Private pay, participation and room and board, ProviderOne social services, and Apple Health managed care. All four handled, one statement a month.
Four payment sources
Four ways your house is paid. One team running all of them.
Most homes have a mixed census. We bill every payer in parallel, follow each one to payment, and give you one statement at the end of the month.
CarebearBooks billingInvoices, claims, denials and follow-ups, every cycle
From the inside
We run homes too. That is how we know where it goes.
Members of our team own and operate adult family homes in Washington.
We have sat in your chair
Payroll due on the first, a resident in hospital, a denial nobody had time to open. We know what that month feels like.
We know the paperwork
ProviderOne, MCO portals, service authorisations and CARE assessments, seen from the provider side of the desk, not a manual.
We know what gets missed
Participation never invoiced. Bed hold days never billed. Eligibility approved and never claimed back.
We are in Washington
Same state, same rules, same offices. Not a national billing company learning your system on your account.
How it works
Three steps, and then you stop doing billing
The onboarding form is the only real work required from you. After that the cycle runs whether or not you have a spare hour.
You share the details
One onboarding form: who you bill, what for, how much, and which payers. We collect the authorisations and set up your portal login.
We run your billing
Invoices created and sent. ProviderOne claims and MCO claims filed to each plan’s own portal. Denials researched and resubmitted. Overdue accounts followed up at 7 and 14 days, in your name.
You get paid
Money goes directly into your own bank account, we never touch it. One clear monthly report shows exactly where every payer stands.
Free billing audit
Get your free billing audit
We review your recent billing for unfiled claims, expired authorisations and unrecovered denials, then hand you the findings. Whether or not you hire us.
- Thirty minutes, no obligation, nothing owed
- Every unbilled item and unworked denial, listed
- The findings are yours to keep either way
Medicaid and managed care
Filed the way each payer expects
Social service claims, filed the way the state expects
We are a registered billing agent. Claims go in under your provider number, on schedule, and every denial is worked until it is paid or formally appealed.
Start the free auditAuthorisations watched
Every service authorisation is flagged a full 30 days before it expires, so a lapse never turns into care you cannot bill.
Filed within four days
Claims go in within four working days of the service period closing. Nothing ages quietly toward the twelve month deadline.
Denials worked
The denial code is researched, the claim corrected, and it goes back in before timely filing runs out.
Eligibility checked monthly
Every resident checked before the cycle starts, including anyone Medicaid pending, so you know what is billable.
ERA reconciled
Remittances posted and matched against what was billed, so you can see what the state actually paid.
CFC, COPES, MPC and LTSS
The programme name changes, the work does not. We bill whichever one your resident is on.
Every Apple Health plan your residents are on
Five managed care plans cover Apple Health in Washington. Each one has its own portal, its own rules and its own denial codes. We file to all five directly.
- Molina Healthcare
- Community Health Plan of Washington
- Coordinated Care
- UnitedHealthcare Community Plan
- Wellpoint
Credentialing handled
We get you set up with whichever plans your residents use, as part of onboarding.
Each plan’s own portal
No clearinghouse guesswork. Every claim goes where that plan wants it, in the format it wants.
Plan changes tracked
Residents move between plans. Enrolment is checked every month, so claims never go to last month’s payer.
Denials, plan by plan
Each plan has its own codes and its own appeal route. We work them the way that plan requires.
Payments posted
Every payment matched back to the claim it came from, across all five plans, on one monthly statement.
A mixed census is normal
Private pay, participation, ProviderOne and two or three managed care plans in one house. That is the work.
Payers and systems we work in
Pricing
Transparent pricing that pays for itself
Priced per resident, per month, by how that resident is actually paid for. Most homes run a mix, which is what Full service is for. Your exact number comes out of the free audit, before you commit to anything.
Private pay & participation
Per resident
$20
per resident / month
Residents and families paying privately, plus participation and room and board
- Branded invoicing to families
- Participation and room and board invoiced
- Online payment collection
- Automatic reminders
- Payment reconciliation
- Monthly reporting
Medicaid / ProviderOne
Per resident
$25
per resident / month
CFC, COPES, MPC and Medicaid LTSS residents billed through ProviderOne
- ProviderOne social service claims
- Service authorisation monitoring
- Denial research and resubmission
- ERA reconciliation
- Monthly reporting
Apple Health MCOs
Per resident
$35
per resident / month
Residents on an Apple Health managed care plan
- All five plans: Molina Healthcare, Community Health Plan of Washington, Coordinated Care, UnitedHealthcare Community Plan and Wellpoint
- Credentialing with the plans your residents use
- Claims filed to each plan’s own portal
- Eligibility and plan changes tracked every month
- Denial research and resubmission
- Payment posting and reconciliation
Most facilities choose this
Full service
Per resident
$40
per resident / month
Everything above, for a house with a mixed census
- All four payment sources run together
- Private pay, participation, ProviderOne and every MCO
- One consolidated report each month
- A dedicated billing contact
- Nothing billed twice, nothing missed between payers
One-time setup
$350 to $750
ProviderOne enrolment, credentialing with each Apple Health plan your residents are on, and cleaning up whatever is already sitting unpaid. Quoted before you commit, never after.
Three things move where you land
The CarebearBooks promise
Audit first. Invoice later. And three things we put a number on.
Before you pay us anything, we audit your existing billing at no charge. If we do not find enough to justify our fee, we will tell you honestly and you walk away owing nothing. Once you are on board, these hold every month:
30days
Authorisations flagged early
Every authorisation is flagged a full 30 days before it expires, so a lapse never turns into unbillable care.
4days
Claims filed on time
Every claim is submitted within four working days of the service period closing. No claim ages quietly toward its filing window.
7 & 14days
Overdue accounts followed up
Every overdue account is followed up at 7 and 14 days, in your name, so nothing sits unpaid because nobody had time to ask.
Side by side
What changes when you hand it over
Billing it yourself
- ✕Invoices go out when you find a spare hour
- ✕Claims expire quietly past the filing window
- ✕Nobody chases the awkward overdue account
- ✕Several payers, several systems, no single answer
- ✕Admin grows every time you take a new resident
CarebearBooks Billing
- ✓Every invoice and claim goes out on schedule
- ✓Authorisations flagged 30 days before they expire
- ✓Automatic follow-up at 7 and 14 days, in your name
- ✓One consolidated monthly report across ProviderOne and all five MCOs
- ✓One predictable fee whether you have 6 beds or 60
The honest comparison. Most homes are weighing this against a part-time admin at Washington minimum wage plus payroll tax, and an admin does not come with a ProviderOne billing agent registration or an IRS Enrolled Agent behind them.
Why facilities hand this over
Six reasons owners stop doing it themselves
We never touch your money
Every payment goes directly into your own bank account. We manage the process, never the funds.
You stay in control
Nothing goes out without your approval, and you have full visibility through your own portal login.
Built for compliance
HIPAA-trained staff, a registered ProviderOne billing agent, and a signed BAA on every engagement.
We own facilities too
Members of our team own and operate adult family homes. We understand the work from the inside.
Scales with you
Six beds or sixty, one home or five. The process is identical and the cost stays predictable.
One firm, four services
Bookkeeping, payroll and tax sit alongside billing, sharing one file. Nothing is entered twice.
In writing
Your residents’ information stays protected.
Our staff are HIPAA-trained, we sign a Business Associate Agreement with every client, and resident data is handled through secure compliant systems.
- HIPAA-trained staff on every account
- A Business Associate Agreement with every client
- Resident data kept in secure, compliant systems
Questions
Frequently asked questions
Something else on your mind? Call (253) 544-5121 or send a WhatsApp message. A real person answers.
Start with the free auditThirty minutes on how you bill today, then we review your recent billing for unbilled items, unfiled claims and unrecovered denials. You get the findings in writing, free, and they are yours to keep whether or not you hire us.
No. Never. Payments from residents, the state and the Apple Health plans go directly into your own bank account. We manage the billing process and you keep complete control of your funds.
Yes. CarebearBooks is a registered billing agent authorised to submit claims through ProviderOne on behalf of our provider clients.
All of them: Molina Healthcare, Community Health Plan of Washington, Coordinated Care, UnitedHealthcare Community Plan and Wellpoint. Each one has its own portal, its own rules and its own denial codes, and we file to each of them directly. We handle credentialing with whichever plans your residents use, as part of setup.
We research the denial code, correct the issue and resubmit before the timely filing deadline. Every denial is tracked until it is resolved or formally appealed.
After onboarding, almost none. Draft invoices and claims come to you for approval each cycle, usually five minutes, plus a monthly summary.
Free billing audit
Start with the audit, not the invoice
Thirty minutes, no obligation, and the findings are yours to keep. If we do not find enough to justify our fee, we will say so.
See open times and pick the one that suits you. It takes about a minute.
Prefer to write? Send us a message →
We reply the same working day. Nothing is owed unless you decide to go ahead. Payments always land in your own bank account.