The trail your care
leaves behind.
MyCareTrail is the operating system for 245D home care providers. Every intake, every training, every review, every signature: captured, scheduled, and audit-ready. So you can spend less time on paperwork, and more time with people.
- 24 hours7 intake documents
- 2in progress72 hoursSafety review · service plan
- 345 / 60 daysFirst review
- 46 monthsProgress review
- 5AnnualReassessment
Your clients deserve
better than sticky notes.
245D runs on timelines. 24 hours. 72 hours. 45 to 60 days. 6 months. Annual. Miss one, and a single audit finding can cost you your license. Most small providers run this on spreadsheets, binders, and memory.
Paper files, everywhere
Seven different folders, three different drives, and a filing cabinet nobody wants to open.
Deadlines you can feel
The sinking feeling when you realize the 6-month review was due last Tuesday.
Training nobody tracks
A DSP's annual lapsed three weeks ago. They're still working. You found out just now.
Audit-day all-nighters
Reconstructing a client record from four inboxes and a shared drive at 11pm.
The whole operation,
on one trail.
Six modules. One source of truth. Built around the workflows 245D providers actually run, not a generic CRM bent into healthcare.
Client intake, on rails
The 24h / 72h / 45–60d / 6mo / annual timeline is built in. Every phase, every required document, every signature, scheduled from day one.
Worker training, enforced
From background check to 72-hour supervised conduct to annual training. Workers simply can't be assigned until their training is current.
Documents that check themselves
Upload a 245D form and an AI reviewer reads it against DHS requirements for its category. It flags a missing signature, blank field, or wrong document type before the form is filed, and writes a clear summary. Expiry dates and classification are remembered too.
Audit-ready, always
Every view, every change, every signature is logged. Export a client record as a complete audit package in under two minutes.
Notifications that don't spam
Email, push, and in-app, routed by role, by tenant, by urgency. Your team gets what they need, nothing they don't.
Reports inspectors recognize
Client status, worker compliance, document completion, audit logs. In the format DHS actually asks for.
One platform.
Everywhere you work.
The same source of truth on the desk and in the field: a web dashboard for the office, a native mobile app for your workers, plus e-signature and an AI guide built in. No add-ons, no extra seats.
The full console, any browser
Clients, workers, courses, compliance, documents, e-signature, and billing, all in one role-aware dashboard for admins, Ops, trainers, and workers. Nothing to install.
A native app for the field
Staff complete training, sign forms, capture documents, and log visits with GPS on their phone; admins get compliance oversight and push reminders on the go.
Sign 245D forms in-house
Generate, send, sign, and archive 245D forms without a DocuSign seat. Completed PDFs are cryptographically sealed and audit-logged.
Built-in 245D guidance
An AI assistant answers 245D questions and walks your team to the exact screen they need. No manual, no support ticket.
Get the MyCareTrail app
Point your camera at the code, or tap below to download from the App Store.
Five phases.
Zero missed deadlines.
245D intake is a walk with mile markers. MyCareTrail walks it with you, block-by-block, and won't let you leave a milestone behind.
- 124h
First 24 hours
Upload the 7 required intake documents: referral, service authorization, initial assessment, consent, rights, privacy, emergency contact.
7 required - 272h
72 hours
Complete initial safety review, preliminary service plan, first worker assignment, and case manager confirmation.
4 required - 345/60d
45 / 60 days
First review meeting: review the service plan, confirm the care routine, capture progress and updated signatures.
4 required - 46mo
6 months
Progress review, outcomes assessment, service plan adjustments, updated signatures.
4 required - 5annual
Annual
Annual reassessment, updated service plan, annual acknowledgements.
3 required
No worker walks
alone.
From background study through assigned courses to the annual refresher. The system blocks client assignment until a worker is trained and cleared, and flags training the moment it lapses.
- 1Background studyRun and record the required DHS background study; results and expiry dates are tracked.
- 2Assigned 245D coursesRequired courses (text, video, slides, and optional quizzes) are auto-assigned; progress is tracked to completion.
- 372-hour supervised conductThe first 72 hours of work are supervised; the supervisor sign-off is captured before unsupervised work.
- 4Orientation to the clientIndividualized orientation for each new client: care routines, preferences, and safety considerations.
- 5Cleared to assignA worker becomes assignable only once trained and background-cleared; the system blocks assignment until then.
- 6Annual refresherAnnual recurrence; the system reminds, tracks completion, and flags training the moment it lapses.
Built like your
license depends on it.
Every tenant is isolated. Every action is logged. Every document has a chain of custody. When DHS calls, you hand them a PDF, not a panic attack.
- Tenant-scoped data with TenantId on every record
- Tamper-evident, hash-chained audit log of every access & change
- Encryption in transit and at rest
- HIPAA-aligned security baseline + signed BAA
- Every provider verified against the federal NPI registry at signup
- On-demand, inspector-ready export
- Minnesota 245D workflows built in
- Client intake (phases 1–5)27 docs
- Service plan history4 versions
- Worker assignments3 workers
- Training and backgroundAll current
- Audit log (12 mo)1,408 events
- SignaturesChain intact
Priced by the clients
you serve.
Pick the plan that fits your caseload. Billed monthly through Stripe. Upgrade, downgrade, or cancel from your admin console, no phone trees.
For agencies managing up to 20 clients.
- Up to 20 clients
- Full client records + 245D admission register
- Courses, worker onboarding & compliance
- MAR, visit logs, incident reports
- Support plans, e-signature & documents
For growing agencies managing 21–50 clients.
- Up to 50 clients
- Everything in Starter
- Priority support
For established agencies managing 51–80 clients.
- Up to 80 clients
- Everything in Growing
- Dedicated onboarding
No more pre-audit panic Sundays. The trail is the audit. When DHS asks for the six-month review, it's one click, not a weekend reconstructing a binder.
Answers before
you have to ask.
Still curious? Book a walkthrough and we'll screen-share your workflows back to you.
- Is MyCareTrail specifically built for Minnesota 245D?
- Yes. The intake timelines, training requirements, review cadences, and reporting formats are modeled directly on 245D workflows and DHS expectations. We plan to extend to other state HCBS programs, but 245D is our first and primary focus.
- How does onboarding work for providers with existing paper files?
- We guide each new tenant through a 7-step onboarding: signup, tenant provisioning, plan selection, billing, admin user, configuration, and business-data onboarding. For existing records, our team helps you import in structured batches so you don't lose history.
- Where is client data stored?
- On Microsoft Azure, in the United States, under a multi-tenant SQL Server database with mandatory TenantId isolation. The architecture is designed so individual tenants can graduate to a dedicated database as they grow.
- Is there a mobile app?
- Yes. A native iOS and Android app for administrators, operations staff, and workers, covering assignments, courses, MAR, visit logs, incidents, and documents. Admins and case managers also have the full web portal, and case managers or guardians get secure web links to review and sign documents without an account.
- What does 'audit-ready' actually mean?
- For any client or worker, you can generate a complete package in under two minutes: every document, every signature, every training record, and a full audit log of access and changes, in a format your inspector already recognizes.
Book a walkthrough.
Thirty minutes, no deck.
Pick a time that suits you and we'll show you exactly how your intake, training, and documentation would run in MyCareTrail, using your workflows, not a canned demo tenant.
- Bring a real intake or staff file, and we'll walk it through rather than run a slide deck
- See the 245D document checklist, training records, and e-signatures in one pass
- Straight answers on migration, pricing, and what it takes to switch
- 9:00 AM30 min
- 10:30 AM30 min
- 1:00 PM30 min
- 2:30 PM30 min