How case managers can streamline the referral process

If you're a case manager in Minnesota, your days are already full. Assessments, care coordination, paperwork, follow-ups. A home care referral process that creates extra work is the last thing you need.

We built ours to be fast and simple. Here's what it actually looks like.

The online form takes about five minutes

No faxing. No phone tag. No 10-page intake packet.

Our online referral form asks for the basics:

• Client name and contact information
• Type of services needed
• Current waiver or program, if applicable
• Your contact information as the referring case manager
• Any notes about urgency or special considerations

You can submit it from your desk, your car, or your phone between appointments.

We call you back the same day

When you submit a referral, we call you back that same business day. When you're making a referral, the family is usually already waiting. We don't want to be the bottleneck.

What helps us move faster

The more information you can share upfront, the quicker we can match the right caregiver and get services started. Here's what's most useful:

• Service type: Companion care, homemaker, respite, night supervision, etc.
• Hours and schedule: How many hours per week, preferred days and times
• Program or funding source: CADI, EW, PCA, CSG, private pay, etc.
• Special needs: Language preferences, dietary restrictions, mobility concerns, behavioral considerations
• Urgency: Routine referral, or does the client need services right away?

If you don't have all of this, that's fine. We'll work with what you have and fill in the rest during our assessment.

We stay in contact after services start

Submitting a referral isn't the end of the conversation. Once care begins, we keep referring case managers in the loop.

Here's what that looks like:

• Regular updates on how the client is doing and whether the care plan is working
• Quick communication if we notice changes in the client's condition or needs
• Flexibility to adjust hours, services, or caregiver assignments based on your recommendations
• Documentation that supports your reporting and care coordination needs

When communication flows both ways, clients get better care. We try to function as an extension of your team, not a separate entity you have to chase down for information.

Most clients have a caregiver within 72 hours

Once a referral comes in and we've connected with the family, most clients have a caregiver in their home within 72 hours. For urgent situations, we can often move faster than that.

We keep a strong roster of trained, vetted caregivers across the Twin Cities metro so we can respond quickly without cutting corners.

We handle the family communication

When you refer a client to us, we take over the family-facing side. We'll:

• Contact the client or family directly to schedule the assessment
• Walk them through what to expect
• Handle all onboarding and caregiver matching
• Keep them informed throughout

You stay in the loop, but we won't pile onto your workload.

We're looking for long-term partnerships

We want to be the agency you refer to because it consistently works out well for your clients, and because it makes your job a little easier each time.

If you're a case manager in Minnesota and want to learn more about working with us, call (952) 256-4240 or submit a referral through our website.