Every inquiry answered in seconds. Every hour of the day.
CareRM picks up the phone, asks the qualifying questions, books the consult on your live calendar, and hands off to a person the moment anyone asks. On the phone number you already have. You don't replace your phone system. We layer onto it.
The live demo includes a sample call you can listen to end-to-end. No phone setup required.
HIPAA disclosure on every call·BAA-backed vendors·TCPA consent gating·Keep your number
Most home care inquiries arrive when nobody's at the desk.
The daughter calling from the hospital hallway at 7 PM isn't going to leave a voicemail and wait for Monday. She's calling the next three agencies on the list. Whoever picks up first wins. The math hasn't changed in a decade. The only thing that's changed is what's technically possible at 7 PM.
47%
of home service inquiries arrive after standard business hours.
85%
of callers who hit voicemail never call that business back.
60×
more likely to qualify a lead when you respond within the first hour vs. waiting 24.
Industry research: Invoca; Housecall Pro; Harvard Business Review (Oldroyd / MIT).
The usual workaround
Hire an answering service. Pay roughly a dollar or two per minute. Get a script reader who can take a name and a callback number, and not much else. And the second a caller mentions a diagnosis or a medication, you have a HIPAA problem, because most answering services don't sign a BAA.
CareRM picks up in two rings, runs the same qualifying conversation your best intake coordinator would, and books the consult on the calendar. With a HIPAA disclosure on every call and a BAA on file with every vendor in the path.
What it actually does on a call. No mystery.
One inbound call. Seven things happen between the first ring and the recap text. You can listen to the recording, read the transcript, and see every decision in the audit log.
1
Picks up in two rings.
Always-on, after-hours only, overflow, or only on the lines you choose. Opens with the HIPAA disclosure required by your state.
2
Asks the qualifying questions.
Who the care is for, what they need, where they live, when they need to start, who's making the decision. The same questions your best coordinator would ask.
3
Confirms TCPA consent.
Before any follow-up text or callback gets queued, the caller is asked and the consent is logged with timestamp and the exact language used.
4
Books the consult.
Reads the live calendar. Holds the slot. Confirms it on the call. Sends the calendar invite by SMS and email.
5
Hands off to a person.
If the caller asks for a human, sounds upset, or hits a topic that needs an actual person, it warm-transfers to the on-call number. If nobody picks up in 8 seconds, it schedules a callback.
6
Sends a recap text.
The caller gets a short SMS summarizing what was discussed, when the consult is, and how to reschedule. Quiet hours respected.
7
Logs everything.
Recording, transcript, structured fields, consent event, and disclosure event all land in the contact record. Available to export.
A real call, end to end. Tuesday, 7:14 PM.
Daughter calling from a hospital hallway about her mom. This is what your team wakes up to Wednesday morning.
Inbound · (480) 555·0142
Tue 7:14 PM · 2m 06s
Disclosure logged
Hi, this is the AI assistant for Sunrise Home Care. Calls are recorded. I can get a care coordinator on the line, or help you start the process now. How can I help?
CareRM · 7:14:02 PM
Hi, um, my mom's been in the hospital. They're discharging her tomorrow and I don't think she can stay home alone. Can someone come out tomorrow?
Caller · 7:14:18 PM
I'm sorry to hear that. I can absolutely get a coordinator out tomorrow. Is your mom in the Phoenix area?
CareRM · 7:14:22 PM
Yes, Scottsdale.
Caller · 7:14:30 PM
Got it. And is she able to manage things like bathing, meals, and medication on her own right now, or is she going to need help with those?
CareRM · 7:14:34 PM
She'll need help with all of it. She's pretty wobbly.
Caller · 7:14:45 PM
Understood. I have a coordinator available tomorrow at 10 AM or 2 PM for a free in-home consult. Which works better?
CareRM · 7:14:50 PM
Two minutes of conversation. Every qualifying question answered. Recording and transcript stored on the contact.
Wednesday · April 24
9:00 AMCaregiver interview
10:00 AMConsult · Eleanor R.
11:00 AMOpen
2:00 PMOpen
Just booked
10:00 AM · Eleanor R. consult
Scottsdale · in-home · coordinator: Maya
Consult booked on the live calendar mid-call. Confirmation sent before she hung up.
Hi, this is Sunrise Home Care confirming Maya will meet you tomorrow at 10 AM at your mom's home in Scottsdale. Reply RESCHEDULE if the time changes. Reply STOP to opt out.
CareRM · 7:16:31 PM
TCPA consent · quiet hours ok
Disclosure row written
Recap SMS within 30 seconds. TCPA consent and quiet hours checked first.
Works with the phone setup you already have.
CareRM is not a replacement for your phone system. It sits in front of it (or behind it) and answers the calls you want it to answer. VoIP, cell, desk phone, landline. You keep your existing number. Calls route exactly where you tell them to.
VoIPCellDesk phoneLandline (via forwarding)
Call path
Your existing number
VoIP, cell, desk, or landline
CareRM AI
Picks up in 2 rings
Answer + qualify
Book consult
Warm transfer to person
Always-on
AI answers every inbound call, business hours and after.
After-hours only
Your team takes business hours. AI takes nights, weekends, holidays.
Overflow
AI picks up only when your team doesn't answer within N rings.
Specific lines
Run AI on the intake line. Leave the office line untouched.
The reason most AI voice tools don't belong on a home care call.
The moment a caller says a medication, a diagnosis, or a hospital name, the call contains PHI. Most AI voice vendors don't sign a BAA, log to everywhere, and route transcripts through systems you can't audit. That's a HIPAA exposure on every call. CareRM was built the other way around.
Each AI call opens with the disclosure your state requires (CA SB 1001, plus FCC ruling treating AI voices as artificial under TCPA). Per-state floor. Not tenant-configurable below it. Logged.
Consent before every outbound
Every SMS, voice callback, and email checks consent_records and quiet hours before the network call. No consent, no send. No exceptions.
BAA-backed stack
Voice runs on Vapi (BAA tier) over Twilio Programmable Voice. SMS on Twilio. Email on Postmark. BAA must be on file in vendor_baas before any vendor sees PHI.
No PHI in logs
PHI never lands in application logs, traces, or Sentry. Recordings and transcripts live in tenant-scoped storage with row-level security enforced at the database.
Audit chain · one inbound AI callverified
consent.check
01HX…a4f3
disclosure.write
01HX…b9c1
voice.connect
01HX…d7e0
audit.commit
01HX…f2a1
What it actually costs. No markup.
Voice and chat are included in the $497 per location flat rate. Carrier usage is pass-through at cost.
Included
AI Voice + Chat
Part of the $497 per location, per month plan. No per-seat fee. No tiered upsell.
Pass-through
A few cents per call / text
Twilio for voice and SMS. Postmark for email. Billed at carrier cost. We do not mark it up.
Typical agency
$20 to $50/mo
Total pass-through for a normal-volume location. We show you actuals before you commit.
The math is simple. Twilio voice runs roughly a penny or two per minute. SMS runs about a cent per segment. A typical agency does a few hundred minutes and a couple thousand texts a month. The total lands in coffee-budget territory.
Common questions
What's the HIPAA disclosure?
Every AI-answered call opens with a short disclosure: it identifies the call as an AI assistant for your agency and notes that the call is recorded. The exact wording follows the state your location operates in (California SB 1001 has specific language, several other states are catching up, and the FCC's February 2024 ruling treats AI voices as artificial or prerecorded under TCPA). The disclosure is a floor, not tenant-configurable below it, and each one writes a row to the 45 CFR §164.528 accounting log.
Will it transfer to a real person?
Yes. If the caller asks for a human, sounds frustrated, gets into a topic that needs an actual person, or hits an escalation flag you defined, the AI warm-transfers to the on-call number. If nobody picks up within 8 seconds, it schedules a callback and sends a text confirming the time. You decide the on-call rotation per location.
Will it sound robotic?
No. It sounds like a person. We use the latest voice models with sub-300ms turn latency, so it can interrupt and be interrupted the way humans do. Most callers don't ask if it's AI. We tell them anyway because we have to.
What if the caller hangs up?
Whatever was captured before the hangup is saved. If the caller provided a phone number or you can resolve their number to a contact, they get added to the pipeline with a 'call dropped' tag and the partial transcript. A coordinator can call back during business hours. Quiet hours are respected for any automated follow-up.
Does it actually understand context, or is it a script tree?
It's not a script tree. It's a real conversation backed by an LLM that's been trained on home care intake conversations and given your agency's specifics (services, geographies, pricing posture, things you do not serve). It handles digressions, callbacks to earlier turns, and the family member putting the phone on speaker mid-call. Inside the conversation it's pulling structured fields (care needs, location, decision-maker, urgency) that land on the contact record.
Can each location have its own greeting and rules?
Yes. Greeting, voice, hours, qualifying questions, escalation rules, calendar, and on-call number are all per location. A 4-location franchisee can run four different greetings and four different on-call rotations from one workspace. Brand-wide policies (disclosure language, consent capture, quiet hours floor) are enforced everywhere.
How does pricing work for usage?
The AI Voice + Chat product itself is included in the $497 per location, per month plan. Twilio and Postmark usage (voice minutes, SMS segments, email sends) are pass-through at cost. We don't mark them up. Most agencies see $20 to $50 a month of pass-through. We show you the actuals on a dashboard so there are no surprises.