The family that calls at 9pm
hires whoever answers.
Families reach out in the evening, on weekends, and straight after a hospital discharge, usually to several agencies at once. We answer every inquiry within minutes, day or night, answer their questions, and book the assessment, so your team walks in to booked families, not voicemails.
See If You Qualify
We only work with home care agencies ready to scale.
Trusted by home care agencies across the United States
Where families slip away
Every unanswered inquiry calls the next agency.
You're paying for every inquiry through ads, SEO, and referrals. Then a big share of them arrive when nobody's at the desk.
Care needs don't keep office hours.
Hospital discharges happen on Friday afternoons. Families research care after work and after the kids are in bed. Many of your inquiries arrive when your office is closed.
Families contact several agencies at once.
A worried daughter fills out three forms in five minutes. The first agency to respond well usually gets the assessment. The others get a "we've already found someone."
Your office is already stretched.
Between scheduling, caregiver call-offs, and client calls, new inquiries wait. A callback at 3pm the next day can feel like no callback at all.
Nobody knows what happened to the lead.
Was she called back? Did she book? Was she a fit? Without a record of every inquiry, you can't tell whether your marketing works or your follow-up is losing families.
What 24/7 intake looks like
One family. One evening.
Here's what happens when a family reaches out after hours with CarePilot running your intake.
A daughter fills out your form
Her father was discharged from the hospital today. She's on her phone in the parking lot, contacting three agencies at once.
She gets a reply, not a voicemail
A personal text arrives within a minute, using her name and the care she asked about, so she knows someone is on it.
Her questions get answered
Which towns you serve, how many hours he'll need, how payment works, and how soon care can start. Every answer is logged.
The assessment is booked
She picks a time on your calendar for tomorrow morning and gets a confirmation text. She stops calling other agencies.
Your team walks in to a booked assessment
The full conversation, care needs, and contact details are already in your CRM. No chasing, no cold callbacks, no lost family.
What we do
Every inquiry answered. Every assessment booked.
We become your intake team after hours and your backup during the day, so no family who reaches out goes unanswered.
Instant Response
Every form, call, and message gets a personal reply within minutes, using the family's name and the care they asked about.
Text, call, and email follow-up
Facebook and Google lead forms
Website chat and messages
After-Hours Call Answering
Evenings, weekends, and holidays answered by people who know your agency, not a generic answering service.
Nights, weekends, holidays
Scripts built around your agency
Overflow during busy office hours
Family Qualification
The right questions asked kindly, so your team knows exactly who they're calling.
Care type and hours needed
Service area and start date
Private pay, long-term care insurance, or other
Live Assessment Booking
Qualified families book an in-home assessment straight onto your calendar, with confirmations and reminders.
Booked on your real calendar
Text confirmations
Reminders to reduce no-shows
Urgent Routing
Hospital discharges and same-day needs go straight to your on-call manager. Job seekers go to recruitment.
On-call alerts by call or text
Rules set by you
Caregiver applicants sorted separately
CRM Sync & Follow-Up
Every conversation logged in your CRM, plus gentle follow-up for families who aren't ready yet.
Integration with WellSky, AxisCare
Full conversation notes
Nurture for families not ready yet
The difference
What families hear after hours.
Voicemail and generic answering services take messages. Intake books assessments.
Voicemail & answering services
- First response
A voicemail greeting, or a callback the next business day
- Questions
"Someone will call you back" to every question
- Booking
A message slip your team has to chase in the morning
- Urgent cases
A hospital discharge waits in the same queue as everything else
- Job seekers
Mixed in with family inquiries
- Your records
Notes in an email, if anything gets written down
24/7 intake
- First response
A personal reply within minutes, any hour of the day
- Questions
Real answers about your services, area, and how payment works
- Booking
Assessments booked straight onto your calendar
- Urgent cases
Same-day needs routed to your on-call manager right away
- Job seekers
Sorted out and sent to recruitment, separately
- Your records
Every conversation logged in your CRM automatically
Service lines we specialize in
Intake that knows every line of care.
A family arranging live-in care asks different questions than one looking for a few hours a week. Our scripts are built for each.
Private Duty Care
Clear answers about your services, hourly minimums, and how payment works, so private-pay families feel confident booking an assessment.
24-Hour & Live-In Care
Often the most urgent inquiries, frequently right after a discharge. They're flagged as high priority and routed fast, day or night.
Alzheimer's & Dementia
Families in crisis need patience, not a script. Conversations are calm, unhurried, and focused on getting them help quickly.
Caregiver Recruitment
Caregivers apply after their shifts end. Applicants are answered, screened, and sent to your hiring team, separately from families.
By the numbers
Receipts. Not promises.
Every metric below is independently verified from active client accounts. We publish what we earn - not what sounds good in a deck.
120K+
Leads generated
For agency clients since 2018
750K+
Family conversations
Tracked across calls + SMS
4.9/5
Average rating
Across 250+ verified reviews
94%
Client retention
Year-over-year, no long-term contracts
How it works
From missed calls to booked assessments.
Live in days, not months, and built around how your agency already works.
After-hours audit
We call your number and fill out your forms after hours, just like a family would, and show you exactly what they experience today.
Learn your agency
Your services, service area, rates, payer types, scheduling rules, and the way your best coordinator talks to families, all turned into approved scripts.
Connect your systems
Forms, phone lines, calendars, and your CRM, including WellSky or AxisCare, connected so every conversation is logged automatically.
Go live
Every inquiry is answered within minutes, day or night. Urgent cases reach your on-call manager, and booked assessments land on your calendar.
Weekly review
Reports on response times, assessments booked, and where inquiries came from, with scripts refined as we learn what works.
FAQS
Intake questions, answered honestly.
What home care agency owners ask us before handing over their phones.
Will families be talking to a real person?
Every inquiry gets an instant personal reply, followed by a conversation that answers their questions and books the assessment. Conversations follow scripts built around your agency, and anything unusual or urgent is passed to a person on your team, so families are never stuck in an automated loop.
Will it sound like our agency?
Yes. Before going live, we learn your services, service area, rates, and the way your best intake coordinator talks to families. Every reply and script is approved by you first.
What happens with urgent cases, like a hospital discharge tonight?
You set the rules. Same-day or next-day needs can be sent straight to your on-call manager by call or text, while routine inquiries are booked for the next morning.
Is your intake process HIPAA-conscious?
Yes. We collect only what your team needs to follow up, such as contact details, location, type of care, and timing. We don't ask for diagnoses or medical history, and inquiry details are never shared with ad platforms.
Does it work with our CRM and scheduling software?
Yes. Conversations, answers, and booked assessments are logged in your CRM automatically, including home care systems like WellSky and AxisCare, so your team has the full picture first thing in the morning.
What about caregiver applicants who call or message?
They're identified and routed to your recruitment process separately, so job seekers never take up the time meant for families looking for care.
Client voices
What agency owners actually say.
Pulled from verified Google reviews and client interviews. Full versions on our reviews page.
★★★★★
Their digital strategy significantly improved our search rankings in Google and ChatGPT, and we've seen a noticeable increase in calls and inquiries from local families. The results have been clear and consistent.
★★★★★
Their digital marketing strategy helped us connect with local families specifically looking for private-pay services. The result has been a steady increase in qualified inquiries and new starts of care within our service area.
Call your own number tonight at 9pm. See what families hear.
Book a free 20-minute call. We'll test your after-hours response the way a family would, show you what's happening to inquiries today, and explain exactly how we'd make sure every one gets answered.
PREFER TO TALK?
Call us - a real person will pick up.
HoursMon-Fri · 7am-9pm ET
Sat · 8am-4pm ET
The digital marketing partner built exclusively for home care agencies. We help agency owners build sustainable client pipelines one family at a time.
CONTACT
Serving home care agencies across all 50 states · USA & Canada based
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