Here's what referral management looks like at most home care agencies today:
Most agencies run a CRM for referrals, a separate platform for operations, another tool for outreach, and a manual process for case manager forms. CareBravo manages the entire pipeline — from referral intake through case manager communication to admission — in one autonomous system.
Here's what referral management looks like at most home care agencies today:
HHAeXchange, AxisCare, or AlayaCare for scheduling and billing
WelcomeHome, Aline, or HubSpot for referral tracking
Trella Health for Medicare claims data and referral source analytics
Email marketing, SMS platforms, and voicemail services — separate from everything
This is what full referral management requires on traditional platforms — a CRM, referral intelligence tools, outreach software, intake coordination time, and the capital to operate all four. Most agencies never build this layer. Not because they don't want to. Because they can't fund the systems, the operators, and the processes simultaneously. Every referral that falls through the cracks — because no one has the tools or the bandwidth to follow up in the right system — is revenue your agency never sees.
CareBravo manages your entire referral pipeline within the same system that handles scheduling, EVV, billing, and compliance. No separate CRM. No outreach platform. No manual form submission.
Every referral — from case managers, MCOs, hospitals, physicians, or direct inquiries — captured and tracked in one pipeline. Referral source, payer information, authorization status, and timeline visible from day one.
Direct communication with case managers and managed care organizations — automated updates, status notifications, and relationship tracking. No manual email chains or phone tag.
EDWP change forms, waiver documentation, enrollment paperwork, and program-required forms submitted to case managers and MCOs autonomously. No faxing. No manual portal submission. No "did we send that form?" conversations.
Automated SMS messaging and voicemail drops built into the referral workflow — not bolted on from a separate marketing tool. Outreach triggers based on pipeline stage, follow-up timing, and response status.
Track every referral from source through admission — which case managers, MCOs, and physicians send the most referrals, conversion rates by source, time-to-admission, and revenue attributed to each referral partner.
When a referral converts to a client, there is no handoff. Client information, care plan details, payer data, and authorizations already exist in the same system. Scheduling begins immediately. No re-entry. No data transfer.
The referral pipeline and the operational system are one and the same. Every workflow that traditionally requires a separate CRM, a separate outreach platform, and the capital to staff them — arrives pre-built. The system. The workflow. The execution. No additional hire. No additional stack. Referral capacity scales with your agency — not with your headcount budget.
Georgia's Elderly and Disabled Waiver Program, Medicaid waiver documentation, change forms, and enrollment paperwork — submitted to case managers and MCOs autonomously. State-specific form requirements applied automatically.
Authorization requests, renewals, and change notifications managed within the referral pipeline. No separate tracking system for what's been submitted, approved, or pending.
Case managers and MCOs receive automated status updates on referrals, admissions, and care plan changes — without your team manually composing and sending each update.
Every interaction with every referral partner tracked automatically. Communication history, referral volume, conversion rates, and response times — visible without digging through email or separate CRM records.
Why this matters: agencies that respond to case managers faster, submit forms accurately, and maintain consistent communication get more referrals. CareBravo makes that consistency autonomous — not dependent on one coordinator's memory and follow-through.
Outreach isn't a bolt-on. It's part of the referral workflow — triggered by pipeline events, not by a coordinator remembering to log into a different tool.
Text message outreach to referral contacts, prospective clients, and families — triggered automatically by pipeline stage. Personalized. Timely. No separate texting platform.
Recorded voicemail messages delivered directly to referral contacts — without your team making individual calls. Follow-up at scale without proportional effort.
Follow-up sequences that trigger based on referral status — no response after 48 hours, pending documentation, approaching authorization deadline. The system follows up. Your team handles exceptions.
When your CRM is separate from your operations, every new client requires manual data transfer. In CareBravo, the referral pipeline IS the operations system.
Referral captured, forms submitted, outreach automated, conversion tracked.
Client data already in the system. Scheduling begins immediately. No re-entry.
Scheduling →Visits verified. Compliance confirmed. Documentation generated.
EVV compliance →Billing delivered as completed work. Payer rules applied. Cash flow uninterrupted.
Billing →Verified visit data feeds pay calculations. Pay rules, overtime, and provider integration — delivered within the same system.
Payroll →On traditional platforms, Step 1 lives in a separate CRM. Steps 2-4 live in the operations software. The transition from referral to client requires manual data transfer, re-entry, and verification. In CareBravo, it's one continuous flow. That's why agencies using CareBravo grew revenue an average of 73% without adding back-office staff — across 100+ agencies.
Yes. CareBravo manages the full referral pipeline — from intake through case manager communication, form submission, outreach, and admission — within the same system that handles scheduling, EVV, billing, and compliance. You don't need a separate CRM like WelcomeHome, Aline, or HubSpot. One system handles referrals and operations.
Most home care CRMs — WelcomeHome, Aline, Trella Health, HubSpot — operate as standalone systems separate from your operations. Referral data lives in one system, scheduling and billing in another. CareBravo includes CRM and referral management within the same autonomous system that runs your operations, eliminating the gap between referrals and care delivery.
Yes. CareBravo autonomously manages form submission to case managers and MCOs — including EDWP change forms, waiver documentation, and required program paperwork. This replaces manual fax, email, and portal submission that agencies typically handle one form at a time.
Yes. SMS messaging and voicemail drops are part of the referral workflow — not a separate marketing tool. Outreach triggers automatically based on pipeline stage, so follow-up happens without your team switching to another platform.
When a referral converts to a client, everything flows automatically. Client information, care plan details, payer data, and authorizations move directly into scheduling and billing — no manual re-entry between systems. The referral pipeline and operational workflows are one connected system.
Every referral is tracked from source through admission. You can see which case managers, MCOs, and physicians send the most referrals, conversion rates by source, time-to-admission by type, and revenue attributed to each partner. Because referral data connects to operational data, you see not just who sends referrals — but which sources send referrals that convert to sustained care.
Book a demo and we'll walk through how referrals, case manager communication, form submission, and outreach work within the same system that handles your scheduling, billing, and compliance.