ChartCaddy is a system to enter, maintain, and report on the various forms that your outpatient based health organization depends on. The system is owned by Nontrivial Solutions and was created by James Bearden, who has been working with behavioral health agencies in Oklahoma since 2001.

Easy To Use

ChartCaddy is just a website, which means the system can be used with any device that can browse the web. There is never any software to install or update, and you know you are always using the latest version. In addition the system is "document centric", which means the system was designed to mimic using paper forms. The system was also designed to be as simple and consistant as possible.

Less Expensive

Pricing is normally based on the number of claims generated, whether or not submitted electronically, as well as other submissions to payers. Submissions to payers consist of claims, claim inquiries, instant eligibility verifications, and batch eligibility verifications. There are no other costs except for optional customization at a rate of $40 per hour.


A key advantage to using ChartCaddy is the tight integration with a billing clearinghouse. In order to bill a claim all an administrator has to do is change the status of a billable chart item to Final. Depending on the payer configuration for the client a claim is then automatically generated and uploaded to Medicaid, Medicare, TriCare, Blue Cross, United Health, or over 2000 other payers. If an electronic remittance is set up for that payer then the status of the claim is automatically updated. Both AdminisTEP and Office Ally clearinghouses are supported.


In order to make keeping up with market and customer demands as quick and easy as possible ChartCaddy was designed and built to be extremely flexible. Examples of this flexibility are:

A single electronic form can be at most 12 pages.

Online And Offline Forms

Another key advantage to using ChartCaddy is the ability to customize forms to better suit your organization. Any form in the system can be tailored to better meet your needs. In addition the workflow of the system can be adjusted to better fit how your organization works. Client chart forms can be downloaded as a password protected PDF, filled out, and then submitted from the PDF. Selected forms like incoming referrals can be downloaded as a PDF, filled out by anybody, and submitted from the PDF.

HIPAA Compliance

Anybody can say they are HIPAA compliant, but just saying you are does not make it so. One of the requirements of HIPAA is that audits are performed regularly to attest compliance. You can do your own audit and attestation, but to be safe you really need to have an expert do it. Therefore every year a certified auditor attests in writing that ChartCaddy is HIPAA compliant. HIPAA also says that anybody is entitled to see those attestations, so if your vendor says they do not need them, do not have them, or can not produce them for the last 6 years, then they can not legally say that they are HIPAA compliant.