Day treatment program software that knows attendance is the bill.
Most day treatment program software treats attendance like a sign-in sheet and billing like somebody else’s problem. In a day program they’re the same thing: the kid who left at 1:40 for a dental appointment is the difference between a paid day and a denied claim. Kordera captures check-in, groups, individual sessions, and family contact once - then builds the claim from what actually happened.
You know this afternoon.
The van pulls out at 3:05, and nobody charted the 1:40 pickup. Mom signed him out early for a dentist appointment. The clipboard by the door knows. The billing spreadsheet doesn’t, because the office manager reconciles it on Fridays. So the claim goes out for a full day, the payer’s records say otherwise, and six weeks later you’re not arguing about one afternoon - you’re defending every claim that month.
Eight kids in morning group. Eight notes due by five. The clinician ran a good group. Now she’s at her desk writing the same paragraph eight times with the names swapped - and a payer auditor can spot cloned notes in about four seconds. The alternative is eight genuinely individual notes, which is why she leaves at 6:30, and why your last two clinicians didn’t stay a year.
The treatment plan review that expired quietly. The payer wanted the review by day 30. It happened on day 34, because the due date lived in one clinician’s head. Nothing dramatic occurred - the kid kept coming, staff kept running groups - you just weren’t getting paid for any of it, and nobody found out until remittance.
The school calls, and the answer lives in three places. The counselor needs attendance for Thursday’s IEP meeting and wants to know what you’re seeing in group. Attendance is on sign-in sheets, the clinical picture is in the chart, and the release of information is… somewhere. A ten-minute question eats an afternoon.
What Kordera does with each one.
The uncharted pickup → the Billing Workflow Center. Check-in, check-out, and every encounter between them are charted at the door, in the moment. The claim builds itself from what was documented - full day, partial day, or no-show - on your billing rules and your units. When attendance and the claim physically cannot disagree, that denial never happens. And when an authorization runs low, you see it before the kid runs out of covered days.
The eight notes → group documentation plus KORA. Chart the group once. The shared content is entered one time; each kid’s participation and progress toward their goals is its own note, not a clone. KORA helps clinicians finish notes on shift and flags the gaps - the missing note, the goal nobody touched - before a payer reviewer finds them. And the audio never leaves the device.
The expired review → a calendar the whole team can see. Treatment plan reviews, authorization end dates, family sessions, and school meetings sit on one shared calendar instead of in one clinician’s memory. What’s coming due is visible before it costs you a week of unbillable days.
The school call → one record, two clicks. Attendance history, the care team, family contacts, and the signed release live on the same face sheet. The summary the school wants is a report, not a research project - and consents come back signed without paying for DocuSign.
A Thursday, first van to last van.
8:20 a.m. - Vans and parent drop-offs. Each kid is checked in at the door on a tablet, so today’s census exists before first group starts - and the two no-shows are already on the coordinator’s screen with parent numbers beside them.
9:30 a.m. - Morning group, eight kids. The facilitator documents the group once; every kid’s response is individual. Nobody will be rewriting this at 5 p.m.
1:40 p.m. - A dad signs his son out early for an orthodontist appointment. The checkout is charted in the same motion as the signature, so today bills as the partial day it actually was.
2:15 p.m. - A therapist logs a family phone contact between sessions. Down the hall, a school counselor’s records request is answered with the attendance report and the release already on file.
4:30 p.m. - Last van gone. Attendance reconciles against the day’s encounters, claims build from finished charts, and one missing group note is flagged now - while the clinician still remembers the group - instead of at month-end close.
Documentation a payer reviewer can’t pick apart.
Day treatment answers to two masters. Your state’s behavioral health licensing wants staff credentials, ratios, incident reporting, and a clinical record it can trace; the payer wants attendance that matches billed units, group notes that are genuinely individual, and treatment plan reviews on their timeline, not yours. Kordera holds both as a side effect of the day - every entry signed and time-stamped, credentials tracked with reminders before they lapse, and an integrity-checked audit log under all of it.
So when a post-payment review letter shows up, the note, the attendance record, and the claim already tell the same story - because they were never three separate documents to begin with.
Questions day treatment directors actually ask.
Can Kordera bill day treatment as units and encounters, not just per diem?
Yes. Claims are built from documented attendance and encounters on your billing rules - hourly units, per-encounter, per diem, or a mix by payer. Partial days bill as what actually happened, remittance posts back automatically, and pricing is one flat bill for the whole agency, with no per-claim fees.
How does it handle group therapy documentation for eight or ten kids?
You chart the group once, and each client’s note carries their own participation and progress instead of a copied paragraph. KORA flags missing notes and documentation gaps on shift, so PHP/IOP documentation gets finished before staff go home - and holds up when a payer pulls charts.
Is this a behavioral health day treatment EHR, or something bigger?
Bigger. The chart is the core, and Kordera also runs billing, incidents, e-signatures, staff messaging, and compliance for the whole program. When you want them, add-ons for staff scheduling, HR, payroll and required training run on the same login and the same bill - the work you’d otherwise split across When I Work, a payroll vendor, and Relias. One login, one flat bill.
We run a partial hospitalization program, not day treatment. Does it still fit?
Yes. Kordera works as partial hospitalization program software the same way: attendance-driven billing, group and individual documentation, family contact, and authorization tracking - configured to your program’s vocabulary and your payers’ rules.
Does it connect to our state’s Medicaid system?
Claims and reports are built to the formats your state and payers expect, and the documentation behind them is exportable when a reviewer asks. Bring your payer list to the demo and we’ll walk through exactly how your claims go out.
What about coordinating with schools?
Attendance summaries, releases, family contacts, and school meeting dates live on the client’s record and the shared calendar - so a records request or an IEP meeting is a report and a signature, not a week of phone tag.
Switching is on us
You don’t start from scratch.
- We move your residents, medications and staff in before go-live.
- We rebuild your paper forms - incident reports, rounds sheets, intake - so they look like yours.
- We set up your wording, workflows and reminders, then train your staff on your own setup.
- Your records stay yours. If you ever leave, we hand you a complete export at no charge.
Pick a time. Bring last month’s denials.
Demos are run by the people who built Kordera - not salespeople. One hour, no slide deck. Bring the worst part of your current setup.
Not ready for a call? Send us what you pay today and we'll show you what you'd save →
Related: BH outpatient · Psychiatric residential (PRTF) · Home & community-based · All agency types