Intake and Eligibility
Take a referral, check it against the program's own eligibility criteria, and open a case without re-keying anything.
For centers for independent living
One System for the Whole Center.
How many people have you served this year, and what did it cost to do it? Emberbase answers that today, not in six weeks when somebody finishes the spreadsheet.
You Did the Work. Now Prove It Four Times.
A transition out of a nursing facility. A benefits appeal won. A first bus ride taken alone. Every one of them gets written into a note, coded to a service category, tied to a goal in a significant life area, and typed again into whatever the funder submits through.
First It Has to Be on Time
Twelve months of work resolves into one document, and that document decides next year's funding. Miss the date and none of the work you did counts for anything.
Then It Has to Agree with Itself
Options nobody has picked in years are still on the list, with people attached to them. Consumers sit under programs you retired, or under no program at all. So before anyone can file, somebody spends a week straightening it out by hand.
And It Still Cannot Tell You Much
How many has this program served this year, what has it spent, are we on track. Those are the questions you actually needed answering, and the report was never built to answer them.
Hand It Your Program Guide. It Builds the Program.
Emberbase reads the documents your center already has, the program guides, the policies, the eligibility criteria, and sets your programs up to match them. Your program names. Your service types. Your assessments. The federal categories resolve underneath, where they belong, so nobody on your staff is translating their own work into somebody else's vocabulary.
Programs Set Up Your Way
Each program carries its own eligibility criteria, its own screening, and its own assessments where it needs them. Not one generic intake form with your logo on it.
Consumer Records
Plans, goals, significant life areas, disabilities and closure reasons, tracked across the whole life of a case.
Grants and Deadlines
The grants you hold, the reports they oblige you to file, and the dates that come with them, in one queue instead of five inboxes.
Budgets and Actual Spend
Is this grant on track, and can we bill it? Awards, budget lines, cost allocation and what has actually been spent, all against the programs the money belongs to.
An Assistant That Read Your Files
Ask what is due, what changed, or what your own policy says. It answers from the documents you uploaded and tells you which one it is quoting.
Which Number Is the Right One?
The federal report and the state one ask different questions about the same twelve months. Assembled separately, they disagree, and somebody has to explain why. Emberbase builds both out of the same records, so there is only ever one answer to give.
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The Federal PPR
Consumers served, plans written and waived, demographics, service categories, and goals set against goals met.
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California's CA 204
The quarterly state report, drawn from the same records as the annual federal one, so the two cannot disagree.
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Last Year Still Matches What You Filed
Load the consumer list from a report you already submitted, and that year keeps reporting exactly the way you filed it, even after you have moved systems.
Could You Produce the File Today?
A monitoring review does not give you three weeks' warning, and the evidence it asks for is scattered across a drive, an inbox and somebody's memory. Emberbase keeps the record review ready while the work is still happening, against the same 82 item federal checklist the reviewer will be holding.
Evidence sits on the item it answers. Attach the document to the requirement it satisfies, once. It stays attached, and it is still there next cycle.
Findings are tracked with the fix. What was flagged, what you corrected, and when, ready for the reviewer who asks what changed since last time.
Nothing gets written for the occasion. Everything in the packet was recorded when the work happened, which is the difference between a defensible file and a tidy one.
Switching Is the Part Everyone Is Afraid Of.
Reasonably so. Your history is the record of everyone you have ever served, and a migration that loses any of it is not a migration. Here is how one actually runs, and at no point does anything happen that you have not seen first.
Step one
Export from Your Current System
Consumers, services, goals, disabilities and closure reasons, back as far as your records go. Retired programs included, because the history is still in the file even when the program is gone from the screen.
Step two
A Dry Run, with Nothing Created
Emberbase reads the export and shows you what it found: how many new people, how many it matched to existing records, and which rows a person needs to look at. Nothing is written yet.
Step three
Map Each Old Program Once
Every program name in the export is listed once, with its count. You say what each one is now, including the rows that had no program at all. One decision each, not one per person.
Step four
Commit, and Keep the Undo
The records are created. Until somebody adds a note or a service to one of them, the whole batch can be reversed in one step. Social Security, Medicaid and Medicare numbers are never imported, even when the file contains them.
Accessibility Is the Requirement, Not the Feature.
Centers for independent living are run by disabled people, for disabled people. Software that stumbles with a screen reader, or fights a person's own text size, is not software this work can be done on. So it is a condition of the build, not a box ticked at the end of it.
In practice: the interface follows the text size set in your own browser instead of overriding it. Keyboard focus is handled on purpose, including inside dialogs and menus, so it never lands somewhere you cannot find it. Even the typeface was chosen for legibility before looks.
If something gets in your way, tell us. We would rather hear it early than politely.
What It Costs
Emberbase starts at $5,000 a year and never costs more than $25,000. Where you land in that range depends on the size of your center. The price covers every office, everyone on staff, everything the software does, and support and training along the way. Getting set up, including moving your records over from your current system, costs the same as your first year, paid once. After that it is the annual price and nothing else.
See what your center would payWe publish the price so you can check it before you call. There are no modules to add later and nothing changes when you hire someone.
If you can't say what your current system will cost you next year, ask us what ours will cost you in five. We can tell you today.
emberbase
See It Set Up for Your Center.
One call. You bring the program guide and the eligibility criteria you already have, and you watch Emberbase set your programs up from them, in your words, on your rules. Not a generic tour. If it does not fit the way your center works, you will know inside an hour.