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A new referral is your most important moment. A family is choosing you—or they’re walking away. But right now, that moment is chaos: faxes arrive at 5 PM Friday, authorizations take days, assessments get scheduled wrong, and by Tuesday the family has already called another agency.
CareBravo automates intake from referral to first care visit—so you never lose a family to delay. 3-day guarantee on care start. Industry average: 8 days.
It’s 4:47 PM on Friday. Your fax machine beeps: a new referral from a hospital discharge coordinator. New client. Needs care starting Monday. Perfect opportunity—they’re ready to go NOW.
You pull up the referral. It’s handwritten. Some fields are blank. The insurance information is incomplete. You’re already thinking through the steps: call the hospital back (but they’re closing), verify insurance (offline until Monday), get family contact info, schedule assessment, verify caregiver availability, get approval from the care coordinator.
You close the fax down and keep it in a pile to “handle Monday.” Monday comes. You call the family. They say they called three other agencies over the weekend and chose one. They have a start date already. You just lost the referral—and the revenue—because of 72 hours of delay.
Meanwhile, three other referrals are stuck in your system. One is waiting for authorization verification. One has conflicting insurance information you haven’t resolved. One is missing the family’s preferred care time window. Each one is slipping further away.
The problem isn’t you. It’s that intake is fragmented across: phone calls, fax, email, your EHR, your scheduling system, your billing system, and your compliance file. Each step is manual. Each step is a place to drop the ball. Each drop loses a family and $500-$2000 in monthly revenue.
This is what Care Chaos™ looks like in intake: Good referrals lost to delay. Families going to competitors. Revenue walking out the door because the system isn’t designed for speed.
Your intake checklist shows 47 open referrals. Your CRM shows 12 waiting for family callbacks. Your billing system shows 8 missing insurance verification. Your scheduling system shows 4 open slots for Monday.
Now what? You still have to manually match each referral to available caregivers. You still have to chase insurance verification by phone. You still have to hope the family hasn’t already called a competitor. You’re looking at data spread across five systems, trying to piece together a coherent picture while the clock ticks.
Your intake checklist shows 47 open referrals. Your CRM shows 12 waiting for family callbacks. Your billing system shows 8 missing insurance verification. Your scheduling system shows 4 open slots for Monday.
Now what? You still have to manually match each referral to available caregivers. You still have to chase insurance verification by phone. You still have to hope the family hasn’t already called a competitor. You’re looking at data spread across five systems, trying to piece together a coherent picture while the clock ticks.
The software reported the problem. Now you pray you have time to solve it.
Cary captures the referral the moment it arrives—whether it comes via fax, email, phone, or your partner hospital system. Cary immediately pulls insurance details from the payer system, verifies coverage, identifies authorization requirements, and sends the family their pre-intake questionnaire.
You don’t scramble to intake. You lead a team that turns referrals into clients in 3 days. Your intake coordinator stops being a paper chaser and becomes a care coordinator.
Role: California, 95 caregivers, Agency Owner
Stats: 92% referral conversion rate | 3-day intake | $40K/month revenue increase
This is one of 7 guaranteed outcomes. Explore them all or start with a personalized demo.