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What CentralReach says it is
CentralReach describes itself as an AI-powered EMR and practice management platform for autism and IDD care, trusted by 4,000 ABA and multidisciplinary practices and over 200,000 professionals. Its site lists billing, analytics and reporting, scheduling, assessments, caregiver and training modules, plus AI features. Among them are NoteGuardAI, which it says reviews notes for errors, compliance risks and completeness before submission, and ClaimCheckAI, which it says audits claims for missing or incorrect information before submission.
- Its published Terms of Service say subscriptions auto-renew for 12-month periods unless written notice is given at least 45 days before the current term ends, with no early termination right.
- Its published Pricing Policy reserves the right to increase subscription fees on each order anniversary, without prior notice, by up to seven percent compounding annually.
- Its Terms of Service make the customer responsible for exporting content before termination, in XLS, DOC or CSV depending on the module, and say CentralReach keeps content for at least 60 days after termination.
What its published terms say
These points come from CentralReach's public Terms of Service and Pricing Policy. Your signed order form takes precedence over both, so check your own contract.
- Term and renewal. Unless the order says otherwise, the subscription runs 12 months and automatically renews for further 12-month periods unless either party gives written notice at least 45 days before the current term ends. The terms state the customer has no early termination right. Notices go by email to the contracting address named in the terms.
- Fee changes. The Pricing Policy reserves the right, on each anniversary of the order's effective date, to increase subscription fees without prior notice by up to seven percent, compounding annually.
- Committed seats. The Pricing Policy reserves the right to increase (but not decrease) committed seats every six months, to the average billed over the prior three months.
- Data export. The customer is responsible for exporting its content before termination, in XLS, DOC or CSV depending on the module. CentralReach retains content for at least 60 days after termination. Data import and export projects it performs are billed at its hourly rate with a 2-hour minimum, under a separate statement of work.
Tip. Bring three de-identified test claims to every vendor call and ask them to show what their system would do.
Questions to ask any alternative
- Pricing model. Per user, per client or per session? Which features are included, and what costs extra (clearinghouse, RCM services, AI add-ons)?
- Contract. Term length, renewal notice period, early termination, and any limits on price increases.
- Migration. Which data they import for you (clients, authorizations, programs, historical notes, claims history), at what cost, and in what format.
- Florida fit. Can it apply Florida Medicaid modifiers (HN, TS, GT, XP, UN–US), the 8-minute unit rule, and your SMMC plans' rules? Can it produce notes with every element in section 6.2.4 of Florida's coverage policy?
- Records. Can it produce paper copies of electronic records within a reasonable time if AHCA asks (Rule 59G-1.054)?
Our comparison hub lists what Office Puzzle, RethinkBH and Motivity publish about themselves, side by side.
Switching is not the only option
Switching moves every user, every program and every open claim, and the renewal window above sets your timing. If what is actually costing you money is denials and audit risk from incomplete notes, there is a narrower fix: keep your PM software and add a pre-claim note check. Every session note is checked against the payer's rules and Florida's required elements before the claim goes out, and gaps go back to the clinician while the session is fresh. That works the same whether you stay on CentralReach or move.
Watch out. Export your data before you give notice: clients, authorizations with remaining units, notes, claims and remittances.
Stop denials where they start.
Most of what payers reject was visible in the note. Let us show you on your own claims.
FAQ
How much notice does CentralReach require to cancel?
Its published Terms of Service say subscriptions auto-renew for 12-month periods unless written notice is given at least 45 days before the current term ends, with no early termination right. Your order form can differ and takes precedence.
Can CentralReach raise prices?
Its published Pricing Policy reserves the right to increase subscription fees on each order anniversary, without prior notice, by up to seven percent compounding annually.
How do I get my data out of CentralReach?
Its Terms of Service make the customer responsible for exporting content before termination, in XLS, DOC or CSV depending on the module, and say CentralReach keeps content for at least 60 days after termination.
Related guides
Sources
- CentralReach, home page (product description)
- CentralReach, Terms of Service (last revised Nov 21, 2023)
- CentralReach, Pricing Policy
- AHCA, Florida Medicaid Behavior Analysis Services Coverage Policy (Dec 2024), incorporated in Rule 59G-4.125, F.A.C.
- Rule 59G-1.054, F.A.C., Recordkeeping and Documentation Requirements
Last reviewed October 2026. This page summarizes public rules and vendor pages for education; it is not legal or billing advice. Payer contracts and plan manuals can add requirements, so confirm with the payer.