AI Front Door
The people who send you residents, and the families who call: answered in your home's voice
Your paperwork has a front office. Your empty bed has a front door: the phone, the inbox, and the handful of people who send you residents. CareMAR builds the templates and the procedure so your own staff answer from a one-page file about your home, and hands you the whole thing to keep. Nothing about a resident goes into any tool. Nothing is sent without your OK. The medication record is a separate product.
It starts with your Home File
The reason AI answers feel generic is that every chat starts from zero. So we start with one page about your home that the tool reads before every task: your state and licence type, your beds, your staffing pattern by role, how you word things and sign notes, your policies by title and date, and the list of what never goes in. Written once, kept in your own folder, yours outright.
Some people call this an AI concierge. We call it the Home File, because it is a file you own, and because it knows your home and never your residents.
What never goes in: a resident's name with a health detail, a medication record, an order, an incident, a date of birth, a room number, a photo, staff personal details, or a password. If you are not sure, it stays out.
The four parts
The Referral Desk
Your list of the people who send you residents: case managers, discharge planners, home-health and hospice liaisons, placement agents, elder-law attorneys, care managers, senior centers. Built from public sources with a source and a date on every row, never scraped. An introduction and a monthly note, written from your Home File, sent from your own address with an opt-out. Every batch waits for your OK.
Today: a written procedure and templates your own staff run from your own mailbox. Nothing is installed or scheduled.
Never a resident in a note, including why a room opened. Never a referral fee. Never a purchased list, and never a cold email to families.
The open-bed notice
When a room opens, the professionals who asked to hear about it know that afternoon. One fixed note: the room, the level of care you are licensed for, how to reach you.
Today: one template and the procedure to send it to your opted-in list, by a named person, after you say yes.
Never the reason the room opened. Never a resident. Never a message to a family who did not ask.
The 9pm reply
Every family inquiry gets a same-day answer in your home's voice, and a written follow-up rhythm you run from your own inbox: the day they write, two days later, a week later, and after a visit. The skeleton and the parts about your home come from the Home File.
Today: the skeletons, the Home File and the follow-up procedure. The family's details about their parent are written by hand, in your own system. Anything that would put a family's message into a tool is held, because that message carries health information about a named person.
Never a family's message pasted into a tool. Never a promise about anyone's care. Never a text message.
Found on Google
Your listing checked and kept current, your name, address and phone consistent everywhere, one plain page per town on your own site, a way to ask real families for reviews, and review replies from templates that never confirm anyone is a resident. A plain-English note each month of what changed.
Today: a weekly check and templates a person runs; every public change is approved by you before it is posted.
Never a fake, bought or AI-written review, and never an incentive for a positive one. Never a reply that confirms, denies or implies that anyone lives with you. Never a ranking or lead promise.
What we will not do, said first
- No resident, ever, in a note. Not a name, not a condition, not the reason a room opened.
- No referral fees. You are telling the people who already send you residents that a room is open. Nobody is paid for a placement, in either direction.
- No list we did not source ourselves. Public, listed, dated. No scraping, no purchased lists, no cold email to families.
- No send without your OK. The follow-up goes out on its own only after you say yes to the batch.
- No fake reviews and no paid ones. The federal rule bans both. We help you ask real families, properly.
- No promises of leads, rankings or move-ins. We can tell you exactly what the desk does on a Tuesday.
- No texting. Email and your own phone.
Who this is for
A home with turnover or an open room: multi-home and memory-care operators first, and homes whose residents pay privately. If your home is full with a waitlist, you do not need this yet, and we will say so on the call. CareMAR is nurse-led: nurses work alongside former Amazon engineers to build and guide the product, and this line is built the way we work: a person reads every draft, and a person approves every send.
Frequently asked questions
- Is this an email blast?
- No. There is no list of families to email, and we would not send one. The Referral Desk writes to the professionals who already send you residents, from public sources with a source and a date on every row, from your own address, with an opt-out, and only after you approve the batch.
- Do you send on our behalf?
- Today, no. We build the list method, the templates and the procedure, and your own staff run them from your own mailbox. If we ever run sending for a home, it will be described here as running, it will need your approval on every batch, and it does not exist yet.
- Will you promise us leads, a ranking, or a full home?
- No. We can tell you exactly what the desk does on a Tuesday. We will not tell you how many leads, what position on Google, or how many move-ins, because nobody can, and a promise like that is the first thing a regulator or a family would hold against you.
- What about reviews that mention a resident?
- A public reply never confirms, denies or implies that anyone is or was a resident, even when the reviewer says so themselves. The templates move specifics to a private channel. The federal reviews rule also bans fake, bought and AI-written reviews and any incentive tied to a positive one, so the way you ask for reviews is written down before anyone asks.
- Will the AI remember our home?
- Yes, deliberately, and only what you wrote down. Your Home File is one page about your home that the tool reads before every task: your state and licence type, your beds, your staffing pattern, how you word things, your policies by title and date, and what never goes in. It is a file in your own folder, yours to keep and change. We do not turn on a vendor's memory feature for you; we show you how to turn the automatic kind off on your business account and check it monthly.
- Will it remember our residents?
- No. Never. A named resident's health information never goes into any tool under this work. The Home File describes the home, not the people in it. If a job you want needs a resident's information, we tell you plainly, and it waits for a signed Business Associate Agreement, which is not part of this offer.
- Can you text families or run a phone system?
- No. Email and your own phone. Text-message automation carries its own legal risk and we keep it out.
- What does it cost, and is there a monthly fee?
- One fixed number for the setup, shared on the call, never on the site. Not hourly, not per lead, not a percentage of anything. There is no monthly service today; if one ever exists it will be a separate, written decision after real homes have run this for a while.
Request a scoped workflow conversation
Thirty minutes, no deck. Bring the last three inquiries you lost and the three people who sent you your last residents. We tell you which parts are worth setting up, including if the answer is “none of them yet.” Nothing about a resident is discussed.
Request a scoped workflow conversation