Best home care marketing for agenciesShe called three agencies before dinner. One of them answered.
The best home care marketing starts with the call: it answers every family, referral partner and caregiver the moment they phone, writes down what they need and books the next step, while our team builds the website, local search and hiring page that bring new clients and caregivers in.
Full agency system from $1,995/monthAI voice agent plan from $449/month, free setup, no contract
Every family, referral and caregiver call answered.
The agency that rings out
- Thu 6:10 PMEleven rings. Voicemail box is full.
- Thu 6:14 PMShe moves to the next name on the list.
Never learns a family called.
The agency that calls back
- Thu 6:16 PMOffice closed. She leaves a message.
- Fri 9:40 AMThey call back. She is at work and misses it.
- Fri 1:15 PMA second try. She booked someone else at noon.
Two callbacks made. Case gone.
Your agency
- Thu 6:19 PMAnswered on the second ring. Her mother, the Saturday discharge, the hours she needs, all in her own words.
- Thu 6:26 PMA text confirms the call and says Anna, the care coordinator, phones at 8 AM.
- Fri 8:00 AMAnna calls. She already knows the story and books the home assessment for 11.
- Sat 10:00 AMFirst shift starts. The family never called a fourth agency.
The case is yours.
Answered by speech-to-speech voice AI fromGPT Realtimeby OpenAIGeminiby Google
GPT RealtimeA home care agency's phone rings for four reasons. Each one is a different kind of money.
The family is revenue. The referral partner is pipeline. The caregiver applicant is capacity, and the caregiver on shift is retention. You cannot open the case you just won if nobody can staff it, and you cannot keep it if the person on the 6 AM shift cannot reach anyone.
Most agencies answer the first phone well when the office is open and badly the rest of the time. The other three often ring into the same voicemail. A caller who reaches it does not leave a message. They call the next agency, and you never find out.
This page follows one family through the 72 hours after a discharge call. Each section is one moment where an agency wins or loses the case, and what changes when a person-sounding voice answers every line, writes the call down and books the next step.
| Who calls | What it is worth | What they should get | What gets written down | Who hears next |
|---|---|---|---|---|
| The family | Revenue | A person who listens, a plain next step and an assessment visit booked. | Who needs care, where, from when, what help, how many hours, how they plan to pay and the best number to call back. | Your care coordinator |
| The referral partner | Pipeline | A yes or no on a start date within minutes. | Who is asking, from which organization, the start date they want, the services and the payer, with the number to call back. | Your intake nurse or director |
| The caregiver applicant | Capacity | A call answered, a few questions and interview times offered the same day. | Name, certifications, availability, area, transport and the shifts they want. | Your recruiter or scheduler |
| The caregiver on shift | Retention | A line that is answered at 6 AM when they must call out, and a family who is told. | Who is calling, which shift, which client and the reason, as they said it. | Your on-call coordinator |
Home care marketing, end to end
From “home care near me”
to the first shift.
Six parts, one monthly price, run by our team. A family finds you, reaches a person and books an assessment. A case manager gets an answer. A caregiver is interviewed before they apply elsewhere.
- A website built to answer familiesYour services, your towns and how an assessment works, with the booking calendar on every page.
- Local searchMap and search results for home care and home health in each town you serve.
- A referral pageA clear way for case managers and physician offices to send a patient, and a number that is answered.
- A caregiver hiring pageShifts and pay you set, applications by phone or text, and an interview offered the same day.
- Lead responseEvery form, text and call gets a reply at once with the next step for that person.
- Call answeringFamily, referral, applicant and call-out calls answered while the office is busy or closed.
Full agency system
The full agency system for home care
Families answered at once, referral partners and applicants given a clear path, your 6 AM call-out line covered, and the privacy setup written down before launch. Fully managed by our team, AI included. From $1,995/month.
Or start with one piece
- AI voice agent planFrom $449/month, free setup, no contractStart here if family, referral or call-out calls reach your voicemail. Connections to your scheduling software, a second office and privacy setup are scoped in writing.See the AI voice agents
- Get Found local SEO$99/month, or $82.50/month billed yearlyFor agencies that do not appear when a family searches for home care near them.See Get Found
- Review growthFrom $995 setup + $297/monthFor agencies whose families are grateful but rarely say so where a stranger can see it.See review growth
- Smart WebsiteFrom $2,395 setup + $197/monthFor an agency that wants a site built around its services, with a referral page and a hiring page wired to its inbox.See Smart Websites
- Essential Website$99/month, free setupFor a new or small agency that needs a clean, credible site and nothing more.See the Essential Website
Prices in USD. AI voice agent plans include their minutes. For the other pieces, setup and monthly fees are listed separately, and calls, texts and AI usage are billed at actual use. Each piece joins the same connected system, so you can add the next one without starting over.
The family call. She does not want a form. She wants someone to say it will be all right.
A daughter has been given one evening to find help for her mother. She is tired, she has a list of names and she has not had dinner. She does not know what a care plan is or what an assessment costs. She wants to hear a person say “yes, we can help, and here is what happens next.” Then she wants to stop making calls.
That is a booking problem. The receptionist listens the way a good coordinator listens, lets her tell it in her own order and writes down what your team needs.
What your coordinator receives
- Caller
- Priya N., daughter · (555) 017-3388 · best before 9 AM
- Who needs care
- Her mother, 81, home from the hospital Saturday
- Where
- Maple Court, Riverside
- Help wanted
- Bathing, meals, overnight presence the first week
- Hours
- Eight hours a day to start, nights if possible
- Paying
- Private pay, and asked about long-term care insurance
- Told
- A coordinator calls at 8 AM Friday. Home assessment held for 11.
- Not done
- No rate quoted, no care advice, no caregiver promised
Six things to decide once
- Which services you offer, and which you do not
- The towns and ZIP codes you serve
- Your shortest shift, and your overnight and live-in rules
- The payers you work with, in your own words
- What to say when someone asks about rates
- Who books the assessment, and when they are free
The AI receptionist works from those six answers on every call, books the home assessment into your coordinator's calendar and, if the family agreed to texts, sends the confirmation. From $449/month, free setup, no contract.
The case manager phones. The list is the same for every agency on it.
Hospitals have to hand a patient a list of the home health agencies that take Medicare and serve their area, and they cannot pick one for them (the Medicare discharge rule). So relationships help, but the list does not rank you. What separates you is the minute after the case manager calls and asks, “can you start Saturday?” An agency that answers and says yes or no keeps being called. One that sends the case manager to voicemail gets crossed off.
| Who sends you families | What they need in the first minute | What you send back |
|---|---|---|
| Hospital case manager or discharge planner | Can you start Saturday, in this town, for this level of care? A yes or a no inside minutes. | A same-day written note: accepted, or why not. |
| Physician’s office | A number that is answered, and a clear way to send an order or a patient’s details. | Confirmation that it arrived and who owns it. |
| Rehab or skilled nursing discharge | A start date and a clear first contact for the family. | The coordinator’s name and the assessment time. |
| Elder law attorney, geriatric care manager or financial planner | One person to call about a client’s parent, and a calm voice when they do. | A short update after the first visit, with the family’s permission. |
| Assisted living or senior community | Extra hours for a resident, or care for a family still deciding to move. | A call back the same day. |
We give referral partners one page that says how to send a patient, one number that is answered and a written confirmation that goes back the same day. The phone takes only what your intake needs, and we set that down before launch.
You cannot open the case you just won without a caregiver. Answer the applicant too.
The country projects about 760,500 openings a year for home health and personal care aides, with a median wage of $35,800 and employment growth of 18 percent over the decade (Bureau of Labor Statistics). Every agency near you is hiring from the same pool, and a caregiver who is calling on a break applies to several in the same hour. The first one to answer gets the interview.
Tens of thousands of people search for home care jobs every month. A careers page that says “apply online” and then goes quiet loses the ones who are applying elsewhere the same hour. A page with the shifts and pay range you set, a number that is answered and a reply within minutes keeps them.
- 0 min
The call is answered
A caregiver calls while on a break between jobs. A voice that sounds like a person answers and keeps the call going.
- 4 min
The card is written
Name, certifications, the shifts she wants, how far she will drive, whether she has a car.
- 6 min
A text with interview times
If she said yes to texts: two times this week, and a way to pick one.
- Next morning
Your recruiter calls
She already has the card. The conversation starts at the second question.
The phone collects and schedules. You decide whom to hire and you run every background check. A hiring page and the lead response behind it are part of the Smart Website and the full agency system.
A caregiver calls out of an 8 AM shift. Someone has to pick up.
This is the call that rings an agency's on-call phone most often, and it is the one a voicemail handles worst. A caregiver who cannot reach anyone sometimes does not come and does not say so. A client waits. A family calls the office at 9 and is angry.
When the call is answered and written down in seconds, the on-call coordinator starts finding cover before anyone is waiting. You decide whether the phone also texts a backup list. Your coordinator confirms every cover.
| Shift | Client | Caregiver | Status |
|---|---|---|---|
| Sat 8 AM to 2 PM | Mrs. Lindqvist, Oak Street | Dana R. | Called out 6:02 AM |
| Sat 8 AM to 4 PM | Mr. Haddad, Pine Road | Marcus T. | Confirmed |
| Sat 2 PM to 10 PM | Mrs. Lindqvist, Oak Street | Priya S. | Confirmed |
| Sun 9 AM to 1 PM | Ms. Okafor, Elm Court | Open | Needs cover |
The call that is not scheduling. The line your clinical lead writes once.
Home care calls are not always calm. A caregiver finds a client who will not answer. A son says his father fell. A hospice family phones at 2 AM. The rule is simple and your clinical lead writes it: say your emergency line, stop everything else, alert the person on call with the caller's words and say nothing about what the symptoms mean. You decide each line.
| The call | What the phone does | Who hears |
|---|---|---|
| A caregiver says the client is not answering the door. | Reads your emergency line, stops everything else and alerts your supervisor with the caregiver’s words. | Supervisor, at once |
| A family member says their father fell and is on the floor. | Reads your emergency line first. Then alerts the on-call nurse with what was said. | On-call nurse, at once |
| A hospice family calls at 2 AM and asks what to do. | Speaks calmly, says your on-call nurse will call back right away, and alerts that nurse immediately. Gives no clinical advice. | On-call nurse, at once |
| A family asks whether a new symptom is serious. | Never judges. Writes it down, says a nurse will call, and alerts the nurse. | Your clinical lead |
| A caregiver says they will be an hour late. | Writes it down, tells the coordinator and, if you set it, lets the family know. | Scheduler |
| A family is angry about a missed visit. | Listens, writes it down, apologizes in your words and flags it for a same-day call. | Care manager |
Nothing here is medical advice, and the phone never decides how serious something is. It reads your words, then it gets the right person on the line.
Monday. The next family searches before they call. Give them a reason to pick you.
A family looking for care types something plain: home care near me, overnight care for my mother, help after surgery. Then they open three or four agencies and compare. They are looking for the same things. Do you serve my town? What happens at the first visit? Is a person there at night? Can I trust them in my mother's house?
Home care marketing is the work of answering those questions in the places a family looks, and the first step is making sure you are there at all. Check these five things on your Google profile this week.
Get Found keeps your profile and listings right every month, $99 a month, or $82.50 a month billed yearly. Run the free Google check to see where you stand.
When a family writes a review, thank them without naming the person or mentioning care. HHS settled with a dental practice that replied to a patient review with health details (HHS). Your reply is for the next family, not the last one.
- Category
Name what you really are, such as Home health agency or Home care service. Add others only for services you provide.
- Service area
List the towns you actually serve. It stops calls you cannot take.
- Hours
Show your office hours and say plainly that a person answers after hours. Families search at night.
- Services
Personal care, dementia care, overnight, respite, after surgery. Each one is a search someone typed.
- Assessment link
A link straight to the page that books the home assessment.
Your kind of agency. What the phone handles, and what stays yours.
Home health, private-duty care, hospice and companion care are not the same business, and this page is for all of them. The call is different in each. So is the line the phone must never cross.
| Kind of agency | What the phone handles | What stays with your team |
|---|---|---|
| Home health (Medicare-certified) | Referral calls from hospitals and physicians, start-of-care dates, and families asking whether you serve their town. | Eligibility, orders and every clinical decision. The phone never says what Medicare will pay. |
| Private-duty and non-medical home care | Families searching at night, assessment visits, shift lengths, live-in and overnight questions. | Care plans, pricing and who is matched to a client. |
| Hospice and palliative care | A calm first answer for a family at the worst hour, and a same-minute alert to the on-call nurse. | Everything clinical, including what to expect and what to do. |
| Senior care placement and companion care | Early questions from families still deciding, a visit booked and a coordinator’s callback. | Recommendations, fit and any promise about a community or caregiver. |
Running a medical practice rather than an agency? See the medical answering service and practice marketing page.
How we set it up.
A call about your phones
Half an hour on who answers today, when the lines ring out, what comes in at night and which calls your coordinator and scheduler take.
Your agency card
Greeting, services, towns, shift rules, payers and who hears about what. Your clinical lead writes the emergency line. We draft the rest and you approve every line.
Agreements and settings
Before launch we write down where recordings, messages and forms are stored, who may open them and which agreements your agency needs, including a business associate agreement where one applies.
Test calls before any family
We make the calls on the test sheet ourselves. Then you call it, and read exactly what your coordinator, nurse and scheduler receive.
Live where it helps most
Most agencies start with evenings, weekends and the 6 AM call-out line, or overflow when the office is on another call. You can widen it later, and we look after it every month.
About privacy and HIPAA
What a family says about someone's health is sensitive, and your agency may be a covered entity or not, depending on how it bills. Our platform can be set up to support HIPAA. Before launch we settle in writing where recordings, messages and forms are stored, who may open them and which agreements you need, including a business associate agreement where one applies. In Canada the same settlement covers federal and provincial privacy law. You stay responsible for your own compliance program.
The test sheet
Every call on this list is made before a family ever reaches your coordinator.
- A daughter at 9 PM asking whether you can start Saturday
- A hospital case manager asking if you take a case this week
- A caregiver calling out of an 8 AM shift
- An applicant asking what the job pays
- A family member who says a client is not answering
- A caller asking for a rate you have not given them
- A hospice family at 2 AM
- A caller who speaks Spanish or French
After launch we line up your call log with the weeks before, so you judge the change from your own records. Prefer a calculator first? The free Revenue Leak Diagnostic counts the first case only.
What stays with your team
- Every care and clinical decision, including whether anything is urgent
- Eligibility, orders and what any payer covers
- Which caregiver is matched to which client
- Rates and contracts
- Whom you hire, and every background check
- Your own privacy and compliance program
The receptionist answers, writes down and books. Your people still care for clients.
Questions agency owners ask us.
Straight answers. If yours is not here, ask us on a call.
How much does home care marketing cost with you?
It depends on where you start. The Full agency system, where our team runs your website, local search, referral page, caregiver hiring page, lead capture, lead response and call answering as one system, starts at $1,995 a month with setup from $5,000. Many agencies start smaller with the AI voice agent plan, from $449/month, free setup, no contract. If you only need a professional website, that is $99 a month with free setup. Prices are in US dollars.
What does the starting price for the AI receptionist cover?
One main call job with one path to a booking, for example evenings and weekends, or the 6 AM call-out line. We map it, set it up, test it and keep it running. A build with HIPAA setup, a connection to your scheduling software, a second office or more than one call job is scoped in writing first and can cost more. Your plan includes the voice minutes listed and normal texting and email for your business. Third-party carrier and registration fees are billed separately at cost. Need more minutes? Add a prepaid top-up pack or move up a plan.
Is this a home care answering service?
It does what an answering service does, and more. Your phones are answered day and night, and urgent calls reach your on-call nurse or supervisor. It works only for your agency, asks the questions your coordinator needs, writes the call down as a card and books the assessment. A traditional service takes a message. This hands your team the booking or the task.
Can it handle caregiver call-outs?
It can take the call, write down who is calling out, which shift, which client and why, and alert your on-call coordinator at once. If you want it to also text a backup list, that is a decision we make with you during setup. Your coordinator still confirms every cover, because matching a caregiver to a client is your judgment.
Can it quote our rates?
Only the rate sentence you write. Many agencies prefer to say that rates depend on the hours and level of care, and that the coordinator will go through them at the assessment. Others publish a range. It never improvises a number.
What does it say if someone describes an emergency?
Exactly what your clinical lead writes: it tells the caller to dial 911, stops booking and alerts your on-call nurse or supervisor with the words the caller used. It never judges how serious something is, and it never gives care advice.
Is it HIPAA compliant?
Our platform can be set up to support HIPAA, and we do not promise “HIPAA compliant” for any customer. Whether HIPAA applies to your agency depends on how you bill, and a Medicare-certified agency is in a different position from a private-pay companion service. Either way we write down where recordings, messages and forms are stored, who may open them and which agreements you need before launch. You stay responsible for your own compliance program.
Will it help us win hospital and physician referrals?
It helps with the part that comes down to speed. Hospitals must give patients a list of agencies and cannot steer them to one, so the agency that answers a case manager in minutes keeps being called. We give you a referral page, a number that is always answered and a written confirmation to send back. We do not claim to change who a hospital places with.
Can it help us hire caregivers?
Yes. A hiring page with the shifts and pay range you set, applications by phone or text, every applicant answered at once and interview times offered the same day. It collects and schedules. You decide whom to hire and run every background check.
Can it text families and applicants?
Yes, those who agreed to texts. It can confirm a call, send the time of a visit or offer interview slots. Each text carries a way to stop, and you write every message. The rules are the FCC’s in the United States and CASL, through the CRTC, in Canada.
What AI is behind it, and can it speak Spanish or French?
It runs on native speech-to-speech voice models: GPT Realtime from OpenAI and Gemini from Google. The model hears the caller and answers in its own voice in real time, rather than turning speech into text and reading a reply back. It can be set up for more than one language, and we test real calls in each language you need before launch.
Do we need a new website first, and is there a contract?
No new website first. The phone works with the site you have, and if it is out of date the Essential Website is $99 a month and a custom Smart Website is from $2,395 setup + $197/month. The AI voice agents have no contract, so you can cancel anytime. The Full agency system starts with 6 months, agreed in writing before any work starts. We are based in Toronto and work with agencies across the United States and Canada.
Let's answer the next family that calls.
Book a call and tell us how your phones run today. We will show you where families, referrals and caregivers are slipping away, what we would switch on first, and exactly what it costs. You will talk to the people who build it, led by our founder, Vikram Roy.