Sales & Growth Dashboard
Your command center for building Harbor Well Care Group's client base. Track leads, manage outreach, and monitor growth all in one place.
Total Active Leads
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Across all pipeline stages
Active Clients (Month)
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Clients signed this month
Referral Partners
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Active referring relationships
Conversion Rate
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Leads to active clients
📋 Today's Priority Actions
Call discharge planner at UAB Hospital to introduce Harbor Well
Send follow-up email to Baptist Health case managers
Post RN Oversight content on Facebook and LinkedIn
Create Google Business Profile (free local visibility)
Update pipeline — move any leads that progressed this week
🎯 Monthly Growth Goals
New Clients
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Referral Partner Visits
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New Leads Added
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Social Posts Published
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Update Goal Progress
🎯 Pipeline at a Glance
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New Lead
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Contacted
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Meeting Set
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Proposal
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Active Client
Sales Pipeline
Track every prospect from first contact to active client. Click any card to edit or advance the lead through the pipeline.
New Lead0
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Contacted0
Meeting Set0
Proposal Sent0
Active Client ✓0
Contacts & Leads
Your complete contact database — hospitals, case managers, physicians, families, and referral sources.
| Name | Organization | Type | Phone | Stage | Last Contact | Actions | |
|---|---|---|---|---|---|---|---|
No contacts yet Add your first contact using the button above. Start with hospital discharge planners and case managers — they are your highest-value referral sources. | |||||||
Email Templates
Professional, ready-to-send email templates for every situation. Click any template to expand, then copy and customize before sending.
🏥 HOSPITAL & DISCHARGE
Cold Introduction — Discharge Planner
First outreach to a hospital discharge planner or social worker
Cold Outreach
▾
Subject: Non-Medical Home Care with Active RN Oversight — Harbor Well Care Group | Birmingham
Hello [Name],
My name is [Your Name] with Harbor Well Care Group, a non-medical in-home care organization based in Birmingham, Alabama.
I'm reaching out because I know discharge planning is one of the most challenging parts of your role — finding reliable, clinically supervised home care for patients who need ongoing support after leaving your facility.
What makes Harbor Well different from most non-medical agencies is our active RN Oversight model. Every single client we serve — regardless of their care tier — has a Registered Nurse supervisor assigned to their case from day one. The RN conducts regular home visits, maintains a written care plan, and serves as your clinical point of contact throughout the care relationship.
Our caregivers also complete a nursing diploma (Alison Diploma in Nursing & Patient Care), a 14-item training protocol, and a 25-skill RN competency sign-off before their first assignment. This is not the industry standard — it's ours.
We work closely with hospitals across Jefferson and Shelby County, and I would love the opportunity to introduce Harbor Well and discuss how we can support your discharge process for appropriate patients.
Would you have 15 minutes this week or next for a brief call or an in-person visit to your office?
Thank you for the important work you do.
[Your Name]
Harbor Well Care Group
205.900.4432 | info@harborwellcaregroup.com
www.harborwellcaregroup.com
420 20th Street North, Suite 200, Birmingham, AL 35203
ADPH Licensed | RN Oversight on Every Client
Follow-Up After Meeting — Discharge Planner
Send within 24 hours after an in-person or phone meeting
Follow-Up
▾
Subject: Great meeting you — Harbor Well Care Group Summary
Hello [Name],
Thank you for taking the time to meet with me today. It was a pleasure learning more about your discharge planning process at [Hospital Name].
As I mentioned, Harbor Well Care Group is here to be a reliable, clinical-quality partner for your patients transitioning home. Here is a quick summary of what we offer:
✓ Active RN Oversight on every client — scheduled supervisory visits and a written care plan from day one
✓ Four care tiers ($32–$65/hr) matched to patient acuity
✓ 14-item training protocol and 25-skill RN sign-off on all caregivers
✓ Condition change notifications within 24 hours
✓ Coordination with home health, hospice, and primary care providers
✓ ADPH Licensed | Fully insured | ABI background-checked caregivers
I'm attaching our full Partner Information Packet for your reference. Please feel free to share it with your team or any colleagues who handle discharge planning.
When you have a patient ready for home care, please reach out directly at 205.900.4432 or email me at info@harborwellcaregroup.com. We can typically begin services within 3–5 business days of your referral.
Thank you again for your time. I look forward to working together.
[Your Name]
Harbor Well Care Group
205.900.4432 | info@harborwellcaregroup.com
📋 CASE MANAGERS & SNFs
Case Manager Introduction Email
First outreach to a case manager or social worker at a SNF or ALF
Cold Outreach
▾
Subject: Reliable Non-Medical Home Care Partner — Harbor Well Care Group
Hello [Name],
I hope this message finds you well. My name is [Your Name] with Harbor Well Care Group, a non-medical in-home care organization serving the Greater Birmingham area.
I wanted to reach out because I know how important it is for case managers and care coordinators to have a home care partner they can trust completely — one with documented standards, real accountability, and a clinical point of contact.
Harbor Well is built for exactly that. Here is what separates us from a typical home care agency:
• Every client has an RN Oversight supervisor — not just on paper, but actively visiting, documenting, and managing the care plan
• All caregivers complete a nursing diploma, 14 training requirements, and a 25-skill RN sign-off before their first shift
• We maintain audit-ready visit logs, care plans, and incident reports
• We communicate condition changes to you within 24 hours
• Four care tiers ($32–$65/hr) let us match clients to the right level of support
I would love to schedule a brief visit to your facility to introduce Harbor Well and discuss how we might support your residents transitioning home.
Are you available for a 15-minute meeting in the coming weeks?
[Your Name]
Harbor Well Care Group
205.900.4432 | info@harborwellcaregroup.com
👨👩👧 FAMILIES & PRIVATE PAY
Response to a Family Inquiry
Warm, compassionate response to a family who reached out for care
Inquiry Response
▾
Subject: Thank You for Reaching Out — Harbor Well Care Group
Hello [Name],
Thank you so much for reaching out to Harbor Well Care Group. We know that exploring home care for a loved one can feel overwhelming, and we are truly honored that you considered us.
I would love to learn more about your situation and help you understand what care might look like for [loved one's name / your family member]. There is no obligation, no pressure — just a genuine conversation about what your family needs and whether Harbor Well is the right fit.
A little bit about us: We are a non-medical in-home care organization in Birmingham, and what makes us different is that every single client we serve has a Registered Nurse Oversight supervisor assigned to their case. The RN visits your loved one at home, creates a written care plan with your family, and stays actively involved throughout the care relationship. You are never left wondering whether your loved one is truly being looked after.
Our care starts at $32/hour with a 4-hour minimum per visit, and we match every client to the right care tier based on their needs.
Could we schedule a brief phone call this week so I can answer your questions and learn more about what your family is going through?
Please call or text us at 205.900.4432 anytime, or simply reply to this email. We typically respond within a few hours.
With care,
[Your Name]
Harbor Well Care Group
205.900.4432 | info@harborwellcaregroup.com
www.harborwellcaregroup.com
👨⚕️ PHYSICIANS & PROVIDERS
Physician Office Introduction
Email to a primary care or specialist office manager / care coordinator
Cold Outreach
▾
Subject: Home Care Partner with RN Oversight — Serving Your Patients in Birmingham
Hello,
My name is [Your Name] with Harbor Well Care Group. I am reaching out to introduce our non-medical in-home care services to [Practice Name] and to let you know that we are available as a resource for patients who may need daily care support at home.
Harbor Well is different from most non-medical agencies in the Birmingham area because every client we serve has a Registered Nurse Oversight supervisor actively managing their care plan. We communicate condition changes to primary care providers promptly, maintain written care plans, and ensure that your patients' home care situation is truly being monitored — not just attended to.
For patients with chronic conditions, recent hospitalizations, or mobility limitations who need help at home but do not require skilled nursing, Harbor Well is the clinical-quality option in this area.
We serve the Greater Birmingham area including Jefferson and Shelby Counties and can typically begin services within 3–5 business days of a referral.
I would love to drop by with some information materials for your team. Would you be open to a brief visit in the coming weeks?
Thank you for the excellent care you provide your patients.
[Your Name]
Harbor Well Care Group
205.900.4432 | info@harborwellcaregroup.com
🔄 RE-ENGAGEMENT
30-Day Check-In (No Response Yet)
Gentle follow-up for a contact who has not responded to initial outreach
Re-Engage
▾
Subject: Checking In — Harbor Well Care Group
Hello [Name],
I wanted to follow up one more time and see if there is any way Harbor Well Care Group can be a resource for you.
I completely understand how busy your role is, and I do not want to add to the noise. I just wanted to make sure you have our information when the time comes that you have a patient or family who needs reliable, RN-supervised non-medical home care.
We are here — ADPH licensed, locally owned, with an RN Oversight supervisor on every case and four care tiers ranging from $32 to $65 per hour.
When you have a need, please feel free to call me directly at 205.900.4432. No referral process, no forms — just a phone call and we take it from there.
Thank you for your time, [Name]. I look forward to working together when the right opportunity comes.
[Your Name]
Harbor Well Care Group
205.900.4432 | info@harborwellcaregroup.com
Phone Scripts
Word-for-word conversation guides for every call type. Practice these until they feel natural — then adapt them to your own voice.
📞 Cold Call — Hospital Discharge Planner
Cold Outreach
YOU (Harbor Well):
"Hello, may I speak with [Name] please? ... Hi [Name], my name is [Your Name] calling from Harbor Well Care Group — we're a non-medical in-home care organization here in Birmingham. I'm reaching out to introduce ourselves to your discharge planning team. Do you have about two minutes?"
IF YES:
"Great, thank you. I'll be quick."
YOU:
"What makes Harbor Well different from most home care agencies is that every client we serve has an RN Oversight supervisor actively on their case — not just checking in occasionally, but making scheduled visits, managing their care plan, and serving as a direct clinical point of contact. Our caregivers also complete a nursing diploma and a 25-skill RN sign-off before their first shift. So when you refer a patient to us, you know they're going to receive real clinical oversight at home."
YOU (close):
"I'd love to come by and introduce myself in person and leave you some materials about Harbor Well. Would you have about 15 minutes sometime in the next week or two?"
IF THEY SAY NO TIME:
"I completely understand. Can I send you our information by email so you have it on file when the need comes up?"
💡 Key tips: Keep the opener to under 30 seconds. Lead with what makes you different (RN Oversight). Always ask for an in-person meeting — that is where the relationship gets built. If they say no, ask for email. If they say no to email, say thank you and call again in 6 weeks.
❤️ Incoming Call — Family Inquiry
Inbound
YOU:
"Thank you for calling Harbor Well Care Group, this is [Your Name]. How can I help you today?"
LISTEN first — then ask:
"I'm so sorry to hear what your family is going through. I want to make sure we find the right care for [loved one's name]. Can I ask — is this a sudden situation, like a hospital discharge coming up, or has this been something you've been thinking about for a while?"
EXPLAIN what you do:
"What I want you to know is that Harbor Well is different from most home care companies because every single client we work with has a Registered Nurse Oversight supervisor assigned to their case. The nurse visits your loved one at home, creates a written care plan with your family, and stays actively involved. You don't have to wonder whether they're truly being looked after — the RN is there making sure of it."
GATHER NEEDS:
"Can I ask a few quick questions so I can give you the most accurate information? ... How old is your loved one? ... What are the main things they need help with? ... What does a typical day look like for them?"
CLOSE — schedule the RN visit:
"Based on what you've told me, I think we'd be a great fit. The next step would be a free consultation — no cost, no commitment — where we come to your loved one's home, our RN does an assessment, and we sit down with your family and create a written care plan. Would you like to schedule that?"
💡 Key tips: Listen more than you talk. Use the family member's name often. Never quote a price without first understanding their situation. Your goal on this call is to schedule the RN home visit — that is your close. Once they say yes to the RN visit, you've effectively won the client.
🤝 Monthly Check-In Call — Referral Partner
Relationship
YOU:
"Hi [Name], it's [Your Name] with Harbor Well Care Group — just calling to check in and see how things are going on your end. Do you have just a minute?"
AFTER SMALL TALK:
"I also wanted to let you know that we've [recently added a new caregiver / expanded our available hours / taken on some complex Tier 3 and 4 cases] — so if you have anyone coming up who might need more intensive support, we're well-positioned to help."
IF THEY HAVE REFERRED PATIENTS:
"I also wanted to thank you for the referrals. The [family/patient name if appropriate] is doing really well — our RN just completed their most recent supervisory visit and everything looks good. Families like that are exactly who we're here for."
CLOSE:
"I'll let you get back to your day. As always, please don't hesitate to call me directly at any time — day or night — if you have a patient who needs to go home quickly and you're not sure if home care is an option. I'll be honest with you about whether we're the right fit."
💡 Key tips: Call every active referral partner at least once a month. Bring them updates on shared patients (HIPAA-appropriately). These calls are relationship-building — keep them warm, brief, and genuine. Bring coffee and drop by in person once a quarter.
Social Media Templates
Ready-to-post content for Facebook and LinkedIn. Copy, personalize, and post. Aim for 3 posts per week minimum — consistency is what builds your following.
📱 Recommended platforms for Harbor Well: Facebook (families and local community), LinkedIn (hospital discharge planners, case managers, physicians). Post to both. Facebook is for awareness and families. LinkedIn is for referral relationships.
All Platforms
📘 Facebook
💼 LinkedIn
📲 Both
Facebook + LinkedIn
💡 Education — What is RN Oversight?
When you hire a home care company, do you know if a nurse is actually involved in your loved one's care?
At Harbor Well Care Group, every single client has a Registered Nurse Oversight supervisor assigned to their case — regardless of their care tier.
That means:
✓ An RN visits your loved one's home
✓ A written individualized care plan
✓ Regular supervisory visits throughout care
✓ One clinical point of contact for your family
This is not the industry standard. At Harbor Well — it's just how we operate.
Non-medical home care. Clinical-quality oversight. Birmingham, Alabama.
📘 Facebook
❤️ Family Story / Compassion Post
One of the hardest phone calls a family ever makes is the first one — the one where you admit that your loved one needs help at home.
We receive those calls every week at Harbor Well Care Group. And every single time, we feel the weight of the trust that family is placing in us.
That's why we don't just send a caregiver and check in occasionally.
We assign a Registered Nurse Oversight supervisor to every client. The nurse visits. The nurse creates the care plan. The nurse stays involved.
Because your family deserves more than just someone showing up. They deserve a team that's actually paying attention.
📞 If you have a loved one who might need care at home, please reach out. We're always happy to talk — no obligation, no pressure. 205.900.4432
💼 LinkedIn
🏥 Professional — For Discharge Planners
For discharge planners and case managers in the Birmingham area:
When you place a patient with a non-medical home care agency, how often does an RN actually follow up?
At Harbor Well Care Group, every patient we serve has an RN Oversight supervisor assigned from day one. The RN conducts scheduled and unannounced supervisory visits, maintains a written care plan, and is your direct clinical point of contact.
Our caregivers complete:
• A nursing diploma (Alison Diploma in Nursing & Patient Care)
• 14 documented training requirements
• A 25-skill RN competency sign-off
Before their first shift. Every time.
If you're looking for a non-medical home care partner you can trust completely for your complex discharges — I'd love to connect.
Harbor Well Care Group | Birmingham, AL | 205.900.4432
Facebook + LinkedIn
⭐ Why We're Different — Comparison
What separates Harbor Well Care Group from a typical home care agency?
𝗧𝘆𝗽𝗶𝗰𝗮𝗹 𝗔𝗴𝗲𝗻𝗰𝘆:
✗ Assigns a caregiver and steps back
✗ No nursing diploma required
✗ RN involvement is rare
𝗛𝗮𝗿𝗯𝗼𝗿 𝗪𝗲𝗹𝗹 𝗖𝗮𝗿𝗲 𝗚𝗿𝗼𝘂𝗽:
✓ RN Oversight supervisor on every client
✓ Nursing diploma required before first shift
✓ 14-item training protocol
✓ 25-skill RN competency sign-off
✓ Written individualized care plan
✓ ADPH Licensed | Fully insured
Non-medical care. Clinical-quality standards.
📞 205.900.4432 | Birmingham, Alabama
📘 Facebook
💼 Caregiver Recruitment Post
We're looking for compassionate caregivers to join our team at Harbor Well Care Group in Birmingham.
If you genuinely care about people — and want to be part of a professional, structured team where an RN is always available to support you — we'd love to talk.
What we offer:
✓ Competitive pay matched to your experience and tier
✓ Free nursing diploma training through Alison
✓ RN supervisor support on every assignment
✓ Flexible scheduling
✓ The satisfaction of truly making a difference
At Harbor Well, you're never on your own. Our RN Oversight supervisor is actively involved in every client case — which means you always have professional support behind you.
Ready to apply? Visit our website or call us at 205.900.4432.
www.harborwellcaregroup.com
💼 LinkedIn
🧠 Thought Leadership — Home Care Standards
A difficult truth about non-medical home care:
Most agencies are not required to have an RN involved in client care. There is no federal mandate. There is no standard requiring nursing oversight in personal care.
This means that for most clients in non-medical home care, nobody with a clinical license is regularly checking in.
At Harbor Well Care Group, we made a deliberate decision to build our entire model around active RN Oversight — because we believe the absence of clinical accountability is the biggest gap in home care today.
Every client. Every tier. An RN Oversight supervisor from day one.
For families, this means peace of mind. For referring providers, this means a real clinical partner. For the industry — we think it should be the standard.
Harbor Well Care Group | Birmingham, Alabama | ADPH Licensed
Referral Partners
Track your most important relationships — hospital discharge planners, case managers, physicians, and facilities who refer clients to Harbor Well.
🎯 Referral partner strategy: Your highest-value targets are hospital discharge planners (UAB, Baptist, St. Vincent's, Grandview), SNF/ALF discharge coordinators (senior living facilities), and primary care offices in Jefferson and Shelby County. Visit in person once per month. Bring coffee. Build genuine relationships — not just business cards.
UAB Hospital
Discharge Planning Department
Birmingham's largest hospital system — primary target for discharge referrals.
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Referrals
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Clients
📅 Add contact info to get started
Baptist Health System
Multiple locations — Jefferson Co.
Major hospital network with multiple Birmingham-area facilities and strong discharge planning teams.
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Referrals
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Clients
📅 Add contact info to get started
Grandview Medical Center
Social Work & Discharge Planning
Growing hospital on Birmingham's south side — strong candidate for referral partnership development.
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Referrals
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Clients
📅 Add contact info to get started
Content Calendar
Plan your social media posts and outreach activities for the month. Consistency is the key to building a following and staying top of mind with referral partners.
📅 Recommended Weekly Posting Schedule
MONDAY
Educational post
(RN Oversight, care standards)
(RN Oversight, care standards)
WEDNESDAY
Compassion / family post
(LinkedIn + Facebook)
(LinkedIn + Facebook)
FRIDAY
Caregiver recruitment
or company update
or company update
OUTREACH
5 referral partner calls
or visits per week
or visits per week
EMAIL
2 personalized emails
to new contacts daily
to new contacts daily
🚀 90-Day Growth Actions
Click to check off as you complete
0 / 12 complete
📧 Monthly Newsletter Plan
Send a monthly email newsletter to all referral partners and contacts. This keeps Harbor Well top of mind without being pushy. Use Mailchimp (free).
Month 1: Introduction Newsletter
Who we are, our RN Oversight model, care tiers and pricing, service area, how to refer a patient.
Month 2: Care Standards Spotlight
Highlight the Alison diploma requirement, 25-skill RN sign-off, and 14-item training protocol. Build trust with providers.
Month 3: Client Success (anonymized)
Share a brief anonymized story of how Harbor Well helped a client family. Real outcomes build referral confidence.
Ongoing: Monthly update + care tip
A brief care tip for families (fall prevention, dementia communication, etc.) + Harbor Well updates and available capacity.
Growth Tools Setup Guide
The free external tools that complete your marketing and sales system. Set these up once — they run themselves after that.
📍
Google Business Profile
When someone in Birmingham searches "in-home care near me" or "home care Birmingham," your Google Business listing is what puts you on the map — literally. It shows your hours, phone, reviews, and directions. This is the single highest-priority free action you can take.
✓ FREE — AlwaysSet Up Now →
1
Go to business.google.com and sign in with a Google account2
Search for "Harbor Well Care Group" — if it appears, claim it. If not, create it.3
Add your address (420 20th St N, Suite 200), phone, website, hours, and business description4
Google mails a postcard with a verification code — enter it to go live (takes 5–7 days)5
Ask every happy client family to leave a 5-star Google review using your listing link📘
Meta Business Suite (Facebook + Instagram)
Facebook is where Alabama families are. A Harbor Well Facebook page lets you post content, respond to messages, and run targeted ads later. Meta Business Suite manages both Facebook and Instagram from one free dashboard.
✓ FREE to postSet Up Now →
1
Go to business.facebook.com — create a Business Account2
Create a Facebook Page for Harbor Well Care Group (Category: Home Health Care Service)3
Add logo, cover photo, contact info, website, and business description4
Use the Social Media templates in this command center — post 3x per week5
Later: Run a $5/day Facebook ad targeting Birmingham families with elderly parents💼
LinkedIn Company Page
LinkedIn is where your highest-value referral sources live — hospital discharge planners, case managers, physicians, and SNF administrators. A professional LinkedIn presence builds credibility with healthcare professionals before you ever pick up the phone.
✓ FREECreate Page →
1
Go to LinkedIn → Work → Create a Company Page → choose "Small Business"2
Add Harbor Well's logo, banner image, description, website, and contact info3
Connect with discharge planners, case managers, and physicians personally (your personal profile)4
Post 2x per week using the LinkedIn templates in this command center5
Send connection requests with a personal message to every hospital contact you meet📧
Mailchimp (Email Marketing & Automation)
Mailchimp lets you build an email list of all your referral partners and contacts, send professional monthly newsletters, and eventually set up automated email sequences. Free for up to 500 contacts and 1,000 emails per month — enough to run Harbor Well for years.
✓ FREE up to 500 contactsSign Up Free →
1
Go to mailchimp.com → Create free account with your Harbor Well email2
Create an Audience (your contact list) — add contacts as you meet them3
Design your Harbor Well email template using their drag-and-drop builder (use navy + teal colors)4
Send your first newsletter using Month 1 content from the Content Calendar section5
Set up a Welcome Automation: when someone new joins your list, they automatically receive your introduction email📱
Buffer (Social Media Scheduling)
Buffer lets you write all your social media posts for the week in one sitting and schedule them to post automatically at the best times. Free for up to 3 social channels. Use it to schedule your Facebook and LinkedIn posts so you're not doing it manually every day.
✓ FREE — 3 channelsStart Free →
1
Go to buffer.com → Start free → connect Facebook Page and LinkedIn Company Page2
Each Monday, schedule that week's 3 posts using the templates from this command center3
Buffer posts automatically at your scheduled times — you don't have to remember4
Review Buffer's analytics monthly to see which posts get the most engagement⭐
Google Reviews Strategy
Nothing builds trust with families faster than real Google reviews. Five 5-star reviews outperform any advertisement. Your goal: ask every happy family for a Google review within the first 30 days of care. Make it easy by sending them a direct link.
✓ FREE — Priceless valueHigh Priority
1
Get your Google review link from your Google Business Profile dashboard2
Text or email it to every happy family: "Would you mind leaving us a Google review? It helps other families find us. Here's the link: [link]"3
Respond to every review — thank positive ones, address any concerns professionally4
Goal: 10 reviews in your first 90 daysHarbor Well Scaling Funnel
Your complete client acquisition funnel — from the moment someone first hears about Harbor Well to the moment they become an active client who refers others. Every stage has a specific action and goal.
Harbor Well Care Group — Client Acquisition Funnel
From stranger to client to referral source
STAGE 1 — AWARENESSTarget: 200+ people per month
They discover Harbor Well exists
🌐 Google Search
Google Business Profile — "home care Birmingham"
📱 Social Media
Facebook + LinkedIn posts — 3x per week
🤝 In-Person
Hospital visits, SNF introductions, physician offices
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tracked
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STAGE 2 — INTERESTTarget: 30+ per month
They reach out or engage directly
📞 Phone Call
Inbound call — family or provider inquiry
📝 Website Form
Get Care Started or Contact form submission
📧 Email Reply
Provider replies to cold email outreach
⚡ Automation here: Website form submissions trigger an auto-reply email (Mailchimp) within minutes. Email list sign-ups trigger a welcome sequence automatically.
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tracked
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STAGE 3 — CONSIDERATIONTarget: 15+ per month
They are seriously evaluating Harbor Well
💬 Consultation Call
20–30 min call — understand their situation
📦 Packet Sent
Marketing packet emailed or delivered in person
🤝 Meeting Held
In-person meeting with discharge planner or family
⚡ Automation here: After a consultation call, send the follow-up email template automatically within 24 hours. Add them to your Mailchimp list for ongoing nurture emails.
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tracked
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STAGE 4 — DECISIONTarget: 3–5 per month
They say yes — RN assessment scheduled
🏠 RN Home Visit
RN Oversight assessment — builds trust with family
📋 Care Plan
Written, signed with family — first shift scheduled
✅ First Shift
RN present on day one — client officially onboarded
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tracked
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STAGE 5 — RETENTION & REFERRALOngoing — this is how you scale
Active client becomes a referral source
⭐ Google Review
Ask happy families — drives new organic inquiries
👥 Word of Mouth
Family refers friends and neighbors — free leads
🏥 Provider Loop
Happy outcomes drive repeat referrals from providers
🔑 The scaling secret: One happy family generates 2–3 more clients through word of mouth over time. One reliable referral partnership with a hospital discharge planner can generate 3–8 clients per month indefinitely. This is how Harbor Well scales — relationships compound.
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active clients
📐 Funnel Conversion Goals
Here is the math of a healthy Harbor Well funnel. These are realistic targets based on a consistent outreach effort of 5 referral partner contacts per week.
| Stage | Monthly Goal | Conv. Rate |
|---|---|---|
| Awareness (reach) | 200+ | — |
| Interest (inquiries) | 30 | 15% |
| Consultation calls | 15 | 50% |
| RN assessments | 6 | 40% |
| New active clients | 3–5 | 60% |
📈 Scale-Up Milestones
🌱 Phase 1 — Launch (Month 1–2)
3–5 active clients · 1–2 referral partnerships · All free tools set up · Google Business Profile live
🌿 Phase 2 — Growth (Month 3–6)
10–15 active clients · 4–6 referral partnerships · Monthly newsletter running · First Google reviews in
🌳 Phase 3 — Scale (Month 6–12)
20–30 active clients · 8–12 referral partnerships · Paid Facebook ads · Hiring additional caregivers
🏆 Phase 4 — Expand (Year 2+)
50+ clients · Multiple service areas · Consider second location or additional markets · Build a waitlist
⚡ Automation Playbook
Exactly what is automated, what tool runs it, how to set it up, and what you still have to do yourself. No guessing.
The honest truth about automation for Harbor Well right now: Relationship-based businesses like home care cannot be fully automated. The phone calls, hospital visits, and personal follow-ups are what win clients. But automation handles the repetitive follow-up work so you spend your time on the high-value human activities — not on remembering to send emails.
🤝 What You Must Do Yourself (Cannot Be Automated)
These activities drive the most clients — they cannot be replaced by software. Budget at least 2 hours per day for these when you are in growth mode.
📞 5 referral partner calls per day
Check in with existing partners, follow up after meetings, reach out to new contacts from your pipeline. This is your highest-return daily activity.
🏥 2 in-person visits per week
Bring coffee. Visit hospital discharge offices, SNF social workers, physician practices. Face-to-face is irreplaceable for relationship building.
💬 Same-day response to all inquiries
When a family calls or submits a form, call them back the same day. Families in crisis make decisions fast — the first agency to call back usually gets the client.
⭐ Ask for Google reviews
When a family is happy at the 30-day mark, personally ask them for a Google review. Text them the link. This cannot be automated — but it is your most powerful long-term growth tool.