Virginia Switching When Your Contract EndsCareHub by DSPlife
Auto-renewal clauses are built to make switching feel harder than it is. CareHub was built for Virginia DD waiver providers specifically, so a compliance lead can see in one look whether it fits before the renewal deadline forces a decision.
Why it matters
Most EHR contracts renew automatically unless a provider gives written notice inside a narrow window, often 60 or 90 days out. Miss it, and the agency is locked in for another term on a system it may have only picked because it was available at the time.
That timing pressure is exactly when it pays to look at the alternative, not after the renewal notice has already gone out. A short evaluation now can save a year of living with the same gaps.
CareHub gives DD waiver providers a system built for DMAS billing and DBHDS licensing from the ground up, not adapted from a clinic or general behavioral health product. Reviewing it before a renewal date locks in is the lowest-risk time to make the comparison.
What CareHub gives you
Check eligibility with 270, follow claims with 276, and submit 837P and 837I claims through CareHub's certified connection to Virginia Medicaid.
Full audit trails show who documented what and when, giving compliance leads a clear history to share with DBHDS licensing staff.
Plan uploads fill in the details DSPs document against, so daily notes stay tied to each person's actual plan.
CareHub includes regulatory monitoring so compliance staff can keep an eye on the requirements that shape their documentation.
BC-specific session notes and a behavior registry give consultants documentation designed for their service, not bolted onto a general note type.
Voice-assisted MAR and incident reports live beside daily notes, so switching does not mean scattering records across new tools.
The problem
DD waiver providers across Virginia work with DMAS for Medicaid billing and DBHDS for waiver licensing, no matter which DBHDS region an agency sits in. A system that was not built around that split shows its seams eventually, often at renewal time when an agency finally has room to ask if there is something better.
CareHub was designed by a former DD residential program director in Virginia around exactly that split, with VAMMIS billing and licensing-ready documentation together in one system. Reviewing it before a contract auto-renews costs nothing but the conversation.
How it works
Find the notice deadline in the current contract so there is real room to compare before it auto-renews.
Walk through VAMMIS billing, licensing-ready records, and Part V auto-population side by side with what the agency has now.
Talk through what moving records and training staff would actually look like before committing to anything.
If CareHub is the better fit, the renewal deadline becomes the moment to act on it instead of the moment that decides for you.
FAQ
As soon as the renewal or notice window is known. Most contracts require written notice 60 to 90 days out, and comparing systems takes less time than most agencies expect.
No. Reach out through the DSPlife contact page for a look at how CareHub fits your agency, with no obligation.
A former DD residential program director in Virginia built CareHub after working through the same documentation, licensing, and billing demands Virginia providers face.
CareHub is certified with Virginia Medicaid's MMIS, VAMMIS, for 270, 276, 837P, and 837I transactions.
DSPlife built CareHub to be affordable for DD waiver providers. Reach out through the DSPlife contact page for details that fit your agency's size.
CareHub: Documentation, compliance, and billing for DD waiver providers. Tell us about your agency and we will show you how it fits.
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