US Service Businesses USA

Get more inquiries all the way through to start of care

HelloGrowthCRM tracks every family inquiry and referral from first call to in-home assessment to start of care, keeps your referral partners warm, and runs the same pipeline for caregiver hiring.

Outcome-first workflow$12 per user per month, or $10 per user per month billed annually pricingEmail and SMS follow-up

Industry Use Cases

Hospital discharge referral response within the hour

In-home assessment booking and reminder follow-up

Referral partner visit tracking for community liaisons

Private pay versus VA inquiry conversion reporting

Caregiver applicant follow-up by text and email

Franchise owner reporting across two territories

Why this page exists

Home care runs on two funnels at once, and most agencies only measure one. On the client side, a family calls or a discharge planner sends a referral, someone books an in-home assessment, and days later care either starts or quietly does not. On the staffing side, caregiver applicants apply, go dark, and get replaced by another round of job ads. Your care management platform handles scheduling, care plans, EVV and billing once care has started. It was never built for the weeks before that, when a hospital case manager needs an answer today and the family is calling three agencies. HelloGrowthCRM covers that gap. Inquiries and referrals land on a pipeline you can see, follow-up runs on a schedule, and you can finally say how many inquiries became assessments and how many assessments became clients.

We want the boundary to be obvious. HelloGrowthCRM is a general sales CRM. It is not a HIPAA-compliant system of record for protected health information, and we do not claim it is. It is not an EMR, EHR or care management system. It does not do care plans, clinical charting, visit documentation, electronic visit verification or payroll. Keep every one of those in your care management platform, whatever you already use. HelloGrowthCRM is for the pre-client stage: the inquiry, the referral source, the qualifying conversation, the assessment booking, the follow-up while a family decides, and the relationships with discharge planners and case managers who send you work. Keep notes commercial rather than clinical. Agree the rule with your administrator and your compliance lead before intake staff start typing.

Common search intent

crm for home care agenciesbest crm for private duty home care agencieshow to track home care referrals from discharge plannerssoftware to manage inquiry to start of care conversionhome care crm that works with axiscare or wellskytracking long term care insurance and va inquiries

Why teams evaluating crm for home care agencies want a simpler system

A discharge planner calls on a Friday afternoon needing an answer, and by the time your intake coordinator follows up on Monday the family has already signed with another agency.

Inquiries live in a shared inbox, a notepad and someone's mobile. Nobody can say how many families inquired last month or what happened to them.

Assessments get scheduled and then fall through, and there is no structured follow-up on families who said they wanted to talk it over with a sibling.

Referral relationships depend on one person's memory. Nobody knows which case managers, SNFs or placement agencies have gone quiet in the past ninety days.

Caregiver applicants stop replying between application and orientation, because nobody texts them back fast enough during the two days they are shopping around.

Payer mix is invisible at the inquiry stage, so the agency cannot tell whether private pay, long-term care insurance or VA inquiries are actually converting.

Challenge → solution → result

Common Home Care Agencies problems — and how this CRM solves them

ChallengeCRM workflowBusiness result

Challenge: Referrals go cold over a weekendSolution: Instant capture, scored callback list and an automatic acknowledgment textResult: Families and case managers hear back inside the decision window

Challenge: No visibility on inquiry to start of careSolution: Named pipeline stages from Inquiry through Assessed to Care StartedResult: Conversion at each step becomes a number you can manage

Challenge: Referral partners drift without anyone noticingSolution: Partner records with call logs, reminders and a regular touch sequenceResult: Liaisons work a list instead of relying on memory

Challenge: Caregiver applicants stop replyingSolution: A recruiting pipeline with SMS follow-up triggered at applicationResult: Applicants get a same-day reply while they are still interested

Challenge: Assessment outcomes are never followed upSolution: An Assessed stage with a scheduled email and SMS check-in sequenceResult: Families deciding over the weekend get a prompt instead of silence

Map your workflow to the CRM instead of rebuilding it in spreadsheets

Their workflowHelloGrowthCRM module

Family calls the office or fills in the contact formLead capture from web forms, phone and messaging with the source recorded

Referral arrives from a discharge planner or case managerPipeline records with a referral source field so partner volume is countable

Deciding which inquiries the intake coordinator calls firstAI lead scoring ranks new inquiries by likelihood to convert

Calling a family back the same hour a referral landsBuilt-in dialer with call recording and AI call summaries

Moving an inquiry from first call to assessment to start of carePipeline with stages you define, such as Inquiry, Assessment Booked, Assessed, Agreement Sent, Care Started

Following up with a family that is still decidingAutomated email sequences plus SMS and WhatsApp follow-up

Sending a rate sheet or service proposalQuote builder for hourly, live-in and package rates

Keeping referral partners warm between visitsSequences and reminders on partner records, with call notes attached

Running caregiver hiring as its own funnelA second pipeline with applicant stages, SMS follow-up and mobile access

Reporting conversion and referral source performanceReporting dashboards, plus integrations via native connectors, Zapier and API

Email + SMS follow-up

Answer families and referral partners in the window that matters

Home care decisions get made in days, not weeks, and often under pressure during a hospital discharge. HelloGrowthCRM gives your intake team the dialer for the first callback, then automated email, SMS and WhatsApp for everything after it. A referral can trigger an immediate text to the family and a confirmation back to the case manager, then a check-in the next day and again before the weekend. Caregiver applicants get the same treatment, because a two-day silence is usually the reason a good applicant takes another job. Every message and call summary sits on one record so any coordinator can pick up the thread.

Best next step

See how email, SMS, tasks, and billing fit your workflow in one demo.

Built for SMS and email follow-up

How it works

Bring every inquiry into one place

Connect your website forms, main office number and messaging channels. Setup is about fifteen minutes. Family inquiries, directory leads and partner referrals all arrive on the same board with their source recorded rather than scattered across inboxes.

Map your real intake stages

Build the pipeline your agency actually uses: Inquiry, Contact Attempted, Assessment Booked, Assessed, Agreement Sent, Care Started. Add a payer field for private pay, long-term care insurance, Medicaid waiver, VA or managed care so you can compare conversion by payer.

Automate the follow-up both funnels need

Attach sequences to each stage. Families deciding after an assessment get scheduled check-ins, referral partners get a regular touch, and caregiver applicants get a text within minutes of applying instead of two days later.

Report on what actually starts care

Use dashboards to see inquiry to assessment rate, assessment to start of care rate, and which referral partners and payer types produce clients who last. Take that to your next round of partner visits.

Pricing

$12 per user per month, or $10 per user per month billed annually

HelloGrowthCRM is $12 per user per month billed monthly, or $10 per user per month billed annually, with a free forever plan to start on. Paid seats include the dialer with call recording and AI call summaries, AI lead scoring, automated email sequences, SMS and WhatsApp follow-up, quotes, invoicing, iOS and Android apps and reporting dashboards. Most agencies put their intake coordinators, community liaisons and recruiter on seats and leave scheduling staff in the care management system. Growth Engine, our managed RevOps service, is an optional add-on.

What a home care agency needs versus what a generic CRM gives you

RequirementHelloGrowthCRMGeneric CRM

Capture family inquiries and partner referrals togetherWeb forms, phone and messaging capture with source on every recordWeb forms only, with phone referrals logged by hand

Respond inside a discharge planner's timelineAI lead scoring, dialer and instant SMS acknowledgmentA task list that relies on someone checking it

Track inquiry to assessment to start of careCustom pipeline stages with conversion reporting at each stepGeneric deal stages that do not match intake

Run caregiver recruiting alongside client intakeA second pipeline with its own stages and SMS follow-upRequires a separate applicant tracking subscription

A clear line with your care management systemStated plainly: no PHI, no care plans, no EVV, sales pipeline onlyBroad healthcare claims with no stated boundary

Priced for a small office team$12 per user per month, $10 annually, free plan availablePer-seat tiers where automation sits behind an upgrade

Useful next steps

CRM for healthcare

The wider view of how the inquiry pipeline works for healthcare organizations.

Explore

CRM for home services

How in-home service businesses run inquiry to visit to close.

Explore

Growth Engine for home services

Managed RevOps if you want the pipelines and sequences built for you.

Explore

Follow-up sequences

Building the email, SMS and WhatsApp steps that families and applicants receive.

Explore

CRM dialer

Call recording and AI call summaries for intake coordinators and liaisons.

Explore

US pricing

Seat pricing, annual discount and what the free forever plan covers.

Explore

Frequently asked questions

No. HelloGrowthCRM is a general sales CRM and is not a HIPAA-compliant system of record for protected health information. We do not position it as one. It is not an EMR, EHR or care management platform, and it has no charting, care plan or visit documentation features. Keep client records, care plans, visit notes and electronic visit verification in the system you already use, and use HelloGrowthCRM only for the pre-client inquiry, referral and follow-up pipeline.

Commercial details only. Name, contact information, referral source, service type requested, expected hours, payer category, stage and next step. Do not enter diagnoses, medication lists, clinical assessments, care plans or anything else that belongs in the clinical record. Write the rule down and cover it in intake training. Agencies that set this boundary at rollout avoid the far harder job of cleaning inappropriate notes out of a CRM six months later.

No, and it should not. Those platforms handle scheduling, caregiver matching, care plans, EVV, billing and payroll once care has started. HelloGrowthCRM covers what happens before that: the inquiry, the referral, the callback, the assessment booking and the follow-up while the family decides. Agencies typically connect the two through native connectors, Zapier or the API so a started client stops receiving sales follow-up automatically.

Yes. Discharge planners, case managers, SNF and rehab liaisons, assisted living directors, elder law attorneys and placement agencies can all be kept as records with their own call history and follow-up cadence. Your community liaison can see who has not been contacted in ninety days, log visits from the mobile app, and report on how many inquiries each partner actually sent this quarter rather than working from memory.

It does, because recruiting is a pipeline like any other. Build a second pipeline with applicant stages, capture applications through a web form, and run SMS and email follow-up from the moment someone applies. The dialer and mobile apps let a recruiter work through applicants between meetings. It does not do background checks, credential tracking, scheduling or payroll, so keep those in your care management or HR system.

The basics take about fifteen minutes: connect a web form, add your intake coordinators and create pipeline stages. Adding the dialer, tracking number and sequences usually takes an afternoon. Start with one client pipeline and two sequences, one for families who inquired but never booked an assessment and one for families who were assessed but have not started care. Add the recruiting pipeline once intake is steady.

Growth Engine is our optional managed RevOps service. If you do not have someone in the office who wants to design pipelines and write follow-up sequences, the team builds the intake and recruiting pipelines, loads the messaging, configures the dialer and reports on conversion. It is a paid add-on rather than part of the seat price. Many agencies run the free plan themselves first and add it once volume justifies the help.

Turn more inquiries into start of care

Build your intake pipeline in about fifteen minutes on the free forever plan, then add the dialer, sequences and reporting at $12 per user per month or $10 billed annually. Your care management system keeps the clinical record. HelloGrowthCRM handles everything that happens before care starts.

AI & Intelligence

AI Features Built for Home Care Agencies

HelloGrowthCRM ships 12 AI agents across 3 autonomy levels — from fully autonomous voice calling to assistive smart compose. Every AI action is logged and reversible.

Voice Agent for Quote Follow-Up

AI calls Home Care Agencies prospects a day after the quote goes out, answers the obvious questions, and books the next step so nobody has to chase manually.

Smart Compose for Client Messages

AI writing assist for enquiry replies, quote covering notes, and follow-up messages — consistent wording, sent faster.

Automated Follow-Up Sequences

Trigger SMS, WhatsApp, and email reminders on a schedule you set once, so every open quote gets chased until it is won or closed out.

AI Lead Scoring

Rank incoming home care agencies enquiries by value, location, and response speed so the team works the best ones first.

Explore AI Agents

All AI features included on every paid plan. No add-ons.