For community health worker (CHW) programs, community-based organizations, and navigator networks
Your navigators do the work. Make every hour of it count.
Run your team from one record: everyone's day in one list, a call guide for every conversation, referrals that come back closed, and impact you can show funders. You don't need a clinic partner to start. When you add one, the same record becomes a month the practice can review and bill.
A business associate agreement is signed with every customer before any patient data moves.
A team's day, referrals coming back closed
IllustrationMy day · Navigator B
4 of 6 done
- 9:30Call · Ms. R.Pharmacy pickup confirmedDone
- 11:00Ride to dialysisBooked for ThursdayDone
- 1:15Food referral · community pantryLoop closed: picked up TuesdayClosed
- 3:00Follow-up · Mr. D.Call guide: housing questionsNext
Run it on your own
Your team, your referrals, your funders. No clinic required.
A community organization can run Kept Count by itself. A clinic partner is optional. Add one later, if ever.
Everyone's day in one list
Who to call, what's due, and what's waiting on someone else, for every navigator. Nothing lives only in a notebook.
A call guide for every conversation
Each call covers what matters for that person, and what happened is written down the same way every time.
Referrals that close the loop
Send through findhelp, Unite Us, 211, or your own partners, and see whether the food, the ride, or the housing appointment actually happened.
Supervision without chasing, impact funders can see
Supervisors see the whole team at a glance, with what is late and why. Funder reports come from the same records the team works from.
What you lose today
The work happens. The month doesn't show it.
- 01
Work with no standing
A navigator spends four hours in a month on one member's housing, transportation, and medication access. No practice supervised it, no initiating visit preceded it, and no one can bill it. The work was real and it counts for nothing.
- 02
A handoff that lives in a text message
When a practice does agree to bill, the evidence of who supervised, when, and for which member is scattered across email, spreadsheets, and memory. The first records request ends the arrangement.
- 03
Grant funding as the only revenue
A program that cannot show a practice countable work depends entirely on the next award. A program that can has a second line of revenue and a reason for the practice to keep the contract.
What pays you
When you connect a practice: what it can bill.
The practice bills these codes. Your navigators furnish the work under its general supervision. Each code requires an initiating visit by the billing practitioner, which is why the handoff matters as much as the hours.
G0019 and G0022
Community health integration
Per your fee schedule
Monthly, time-based, furnished by auxiliary personnel under general supervision after an initiating visit by the billing practitioner. Rate per your fee schedule.
G0023 and G0024
Principal illness navigation
Per your fee schedule
Monthly, time-based, for a serious high-risk condition after an initiating visit. Rate per your fee schedule.
Auxiliary personnel
Contracted, not employed
CHI and PIN may be furnished by auxiliary personnel under general supervision, and those personnel may be under contract to the billing practice. Your organization does not have to become the practice's payroll to be its workforce.
The practice's own month
APCM and CCM at the billing practice
Navigator work often supports a member the practice already enrolls in APCM or CCM. The exclusion rules decide which family a month carries, so the same work is never counted twice. The health centers page shows those codes and rates.
CY2026 Medicare Physician Fee Schedule national non-facility rates, verified September 7, 2026. Confirm against your MAC locality fee schedule before relying on any figure. Codes shown without a rate are paid on your fee schedule and are not priced on this site.
How the month runs in Kept Count
One month, start to packet.
Each step is shown on synthetic data. Your roles, your rules, and your month close run the same way in the workflow session.
- 01
The practice authorizes the program and the members
The billing practice names the program, the navigators, and the members it has seen for an initiating visit. Your navigators see only the members assigned to them. Nothing is worked without authorization on record.
Synthetic data - 02
Supervision is assigned for a date range
Each navigator is assigned a supervising practitioner from a start date to an end date. When the assignment changes, the old one ends and the new one begins. Nothing is overwritten.
Synthetic data - 03
Every time entry freezes its supervisor
Each entry is server-timestamped and carries the supervision assignment in force at that moment. An audit that asks who supervised in August gets one answer, from the entry itself, not from a reconstruction.
Synthetic data - 04
The practice supervisor reviews the month
The practice sees each member-month as supported, held, or unknown with the reason, including whether the initiating visit and the consent are on record. Holds go back to the navigator with a named owner.
Synthetic data - 05
The handoff to billing is a packet, not a conversation
Month close produces a hashed packet per member-month for the practice's billing department: consent, time, supervision, and holds. Your organization keeps its own view of what was delivered and what was accepted.
Synthetic data
Proof that applies to you
Tested in the open, on synthetic data, before any customer.
Every claim below is checked in the codebase and documented on the proof page. None of it is a customer result, and none of it is a promise of payment.
Append-only audit trail
Consent, assignment, role, and approval events are recorded with who acted and when. The log rejects edits and deletions, including by the table owner.
Row-level security on every table
Access is checked at the database, scoped to the organization that owns the row. No table relies on an open policy.
Exclusion rules enforced in the database
A same-month conflict between code families is rejected by a database trigger before the time entry exists. Application code cannot route around it.
10,000 synthetic members, 29,100 patient-months
A certified synthetic run of the full platform: 24 navigator panels capped at 250, every expected code and hold reason matched, zero patient rows visible across panels or organizations.
What Kept Count will never do
The boundaries are the product.
Care-management software earns trust by making responsibility easy to inspect. These are the lines Kept Count holds for you, on purpose.
Kept Count never lets a navigator start the clock alone
CHI and PIN require an initiating visit by the billing practitioner and a program the practice authorized. Kept Count holds a month that lacks either, because work without standing is not billable work and pretending otherwise harms the program.
Kept Count never opens a record on affiliation
A navigator sees the members assigned to that navigator. A supervisor sees that supervisor's navigators. The organization sees its program. No one sees a member because of who they work for.
Kept Count never bills for the practice or for you
The practice codes and submits from the packet. Your organization is paid under its contract with the practice, on terms the two of you set. Kept Count is the evidence between them.
Questions this buyer asks
Answered directly.
We do not have a practice partner yet.
You don't need one. Run your team, referrals, and funder reporting in Kept Count on your own. When you are ready to talk to a practice, you bring something concrete: the exact workflow, the supervision record, and the packet its billing department would receive. The health centers page is written for that partner.
Our navigators are not clinicians. Can they furnish CHI and PIN?
Yes. CHI and PIN are designed for auxiliary personnel, including community health workers and navigators, working under the general supervision of the billing practitioner. The practice sets the competency requirements. Kept Count records who supervised what.
What if the same member is already in the practice's CCM program?
The exclusion rules decide. A same-month conflict between code families is rejected in the database before the entry exists, so the practice never double-counts and your work is never silently discarded. The month shows which family it carries and why.
Who owns the data?
The billing practice is the covered entity for the members it authorizes, and Kept Count operates under an agreement with it. Your organization's program view is yours. The member record is the practice's.
Do we need to be a Medicare provider?
No. The practice bills. Your organization furnishes the work under contract. Kept Count is designed for covered operation, with a business associate agreement executed per customer, and the practice's agreement covers the program you run for it.
Next step
Bring your navigators' last month and the practice you want to work with. We will show both of you what it would count for.
A workflow session runs a sample navigator program through supervision, time, and the practice handoff on synthetic data. No member information, no agreement, no cost.