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 approval. The medication record is a separate product.
It starts with your Home File
An AI draft can feel generic when it has no approved context about your home. We start with one page that you give the tool to read 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.
A practice page. Every example is made up.
Made-up Home File
One page about a fictional home
Home File
- Licence: six-bed example home
- Calls: the owner answers families
- Visits: by appointment
With the Home File
Home File on- 01This made-up home has six licensed beds.
- 02The owner answers family calls.
- 03Visits are by appointment.
The made-up Home File fills first. A resident detail is refused. Then three generic lines change into details about the fictional home.
Practice only. This page does not save or send anything. It does not use AI or check a real document.
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 approval.
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, your staff have one fixed note for the professionals who asked to hear about it: 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
A reply skeleton in your home's voice and a written follow-up checklist for your staff: review the inquiry the day it arrives, then follow up two days later, a week later, and after a visit. Your staff handle the timing and the reply from your own inbox. 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
A weekly listing checklist for your staff: check your name, address, phone, category, hours and photos. Templates for a plain page per town, an honest review request, and public replies that never confirm anyone is a resident. A monthly change-note template to record what your staff checked and 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.
A practice page. Every example is made up.
Made-up Referral Desk
Public role, source and date; no resident details
Public professional roles
- Discharge planner
- Care manager
- Senior center
Practice sheet
- Source
- Made-up public directory
- Checked
- Practice date
Made-up note
- Hello — this is the owner of Example Home.
- We are sharing our made-up contact details.
- Reply only if you want future notes; an opt-out is always included.
A fictional role list becomes a sourced practice sheet. A plain note assembles and stops at your approval. Nothing is sent.
Practice only. This page does not save or send anything. It does not use AI or check a real document.
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 approval. Your own staff send the approved note from your own mailbox.
- No fake reviews and no paid ones. That is CareMAR's rule. We help you ask for honest reviews without a reward.
- 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. Your own staff use the Referral Desk procedure to write to professionals, 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. CareMAR does not create, buy or reward reviews. The federal rule prohibits fake reviews and incentives conditioned on a particular sentiment. The review-request procedure is checked before anyone uses it.
- Will the AI remember our home?
- You give the tool approved business context by loading the Home File before each task. It is one page in your own folder, yours to read and change. Memory features and defaults depend on the tool, plan and account. Where automatic memory exists, we show you how to turn it off for this work and check it monthly. Memory, chat history, retention and training are separate questions. A memory switch is not a privacy clearance.
- Will it remember our residents?
- Resident information stays outside this offer. The Home File describes the home, not the people in it; we keep resident records and family messages out of this work. This is a rule for what people put in, not a claim about everything a vendor might retain. A resident-data workflow needs its own review of the data flow, vendors, security and required agreements before any use.
- 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. Describe where inquiries get stuck and which referral roles you want to reach. Bring no messages, names or resident details. 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