A good CNA in your zip code is interviewing at three or four agencies this week. If your application form takes six minutes and no one calls back for two days, you lose. CareRM runs your applicant pipeline next to your client pipeline, screens by phone or SMS in seconds, and books the in-person before the competition opens their inbox.
The caregiver labor market is brutal, and your inbox knows it.
Most home care agencies have one coordinator running client intake and caregiver recruiting from the same inbox. Whichever is on fire today wins. The Indeed application that came in at 4 PM sits unread until Wednesday, by which point the candidate already started orientation at the agency two towns over. The ones who do reply often ghost the interview, because no one confirmed the day before. Volume is not the problem. Response time and follow-through are.
~65%+
annual caregiver turnover in home care. Refilling the bench is a full-time job by itself.
4-6%
of Indeed applicants typically convert to hire in home care. Most never get a callback in time.
3-4
agencies a strong CNA or HHA is actively interviewing with in the same week.
Industry benchmarks: Home Care Pulse Benchmarking Report; BLS Occupational Employment Statistics; agency-reported applicant funnel data.
contacts.type = 'applicant'
Same product. Different pipeline.
In CareRM, an applicant is a contact with a different type flag. Same intake plumbing, same Unified Inbox, same audit log. The recruiting pipeline lives next to your client pipeline. Your coordinator works one workspace, not two tabs and a spreadsheet.
Per-applicant consent, captured on the intake form.
Source attribution (Indeed, Facebook Group, referral) wired in.
Stage moves trigger the right outbound. Automatically.
Applicant pipeline · Lincoln office
live
Applied7
Janelle R.
CNA · 3 yrs · M/W/F days
Marcus T.
HHA · 1 yr · own transport
Phone Screen4
Priya N.
CNA · weekends · Spanish
In-Person3
James H.
HHA · Thu 10am · Lincoln
References2
Adaeze O.
CNA · 5 yrs · 2/2 cleared
Onboarding1
Tomás V.
HHA · I-9 pending
First reply
Median 38 seconds
Screen-to-interview
Same day on 71% of files
Show rate
Up from 52% to 78% (agency-reported)
The screen happens while they still have their phone in hand.
Three things you do not have to staff: the first call, the night-before reminder, and the no-show triage.
AI phone screen
Janelle R. · CNA applicant
live · 2:14
Hi Janelle, this is the team at Lincoln Home Care calling about your application. Got two minutes?
CareRM · 4:12 PM
Sure, I just clocked out.
Janelle · 4:12 PM
Great. Are you a CNA or HHA, and how many years?
CNA, three years. Mostly memory care.
Perfect. What days and hours are you looking for, and do you have your own transportation?
Monday, Wednesday, Friday days. I drive.
Got it. I have a 10 AM slot Tuesday at our Lincoln office for an in-person. Does that work?
Conversational screen. License, hours, transport, references, languages. Logged to the applicant record, not a form they will not finish.
You're booked Tues 10 AM at our Lincoln office for an interview. Reply Y to confirm or R to reschedule.
CareRM · Mon 9:02 AM
Y
Janelle · 9:04 AM
Confirmed · quiet hours respected
Day-before and day-of reminders. Quiet hours respected. TCPA consent captured at intake.
Interview show rate
52%78%
After enabling the reminder series. Ghost rate dropped 38%. Agency-reported, first 90 days.
Agency-reported: ghost rate dropped 38% after the reminder series went live.
Recruiting at speed without ending up in front of a regulator.
Caregiver applicants get the same consent and audit treatment as everyone else in CareRM. SMS outreach checks per-applicant consent and TCPA quiet hours before the network call. Pre-employment screening (background checks, license verification, MVR if you run one) sits behind the candidate's explicit auth, and the disclosure is logged.
CareRM is your capture, screen, and nurture layer. It is not your scheduler. When a candidate is hired, the applicant record hands off to WellSky (or your scheduling and payroll system of record). Same idempotent, audited pattern we use on the client side.
Hire today, schedule tomorrow. The applicant's screening notes, references, and call recordings stay in CareRM. The practitioner record lives in your back office.
CareRM applicant
WellSky Practitioner
applicant-9p3v → wellsky.practitioners/72184
event: applicant.hired
idempotency: 01HZQ…b7c2
duration: 287ms
synced · reversible
Stays in CareRM
Screen transcripts
Reference notes
Source attribution
Goes to WellSky
Practitioner record
Availability
Hire status
Common questions
Where do the candidates come from?
You bring the sourcing. Indeed, ZipRecruiter, Facebook Groups, employee referrals, the flyer at the laundromat. CareRM is what happens after the application hits your inbox. We process them faster, screen them in seconds, and book the interview before the candidate cools off. If you want help with sourcing strategy during onboarding, we will share what we have seen work, but we are not a job board.
Can the AI actually conduct the phone screen?
Yes. The AI calls (or texts) the applicant within minutes of the application, opens with a HIPAA-aware identification, and walks through your screen script: license type, years of experience, availability, transport, languages, and references. It logs the answers to the applicant record and either books the in-person automatically or flags the file for a human callback. You set the script. You decide which questions require a human.
How do I get notified when someone applies?
However you want. Push to the Unified Inbox, SMS the on-call recruiter, email the team alias, ping Slack. Most agencies route after-hours applications to the AI for the first screen, and only ping a human if the candidate qualifies and books an interview.
Does it integrate with my scheduling system?
Yes, if your scheduling system is WellSky. The hire event creates a Practitioner record in WellSky idempotently. Other connectors (AxisCare, Smartcare, Alora, MatrixCare) are on the roadmap and slot into the same Provider Connector framework we use for WellSky. If you are on one of those, talk to us about timing.
What about background checks and license verification?
CareRM captures the candidate authorization on intake and logs the disclosure. The actual check runs through your provider of choice (Checkr, Sterling, etc.) and the result lands back on the applicant record. License verification against state nurse aide registries is on the v0.3 roadmap. Until then, the link out and the result attachment are in the workflow.
What stays in CareRM after they are hired?
Screen transcripts, recording links, reference notes, the source they came from, and the consent record. The practitioner record (schedule, availability, pay rate) lives in WellSky. If there is ever a dispute about how the candidate was recruited or what they consented to, the audit chain is in CareRM and exportable on demand.
Want to see your applicant pipeline running at first-reply speed?