A website and intake system for your agency
Hearthside is a working example: a website families can actually use, and the intake system that takes each referral from first call to start of care. Here’s how I’d build the same for your agency.
Where agencies lose patients
Families can’t tell what fits
Home health, home care, and hospice blur together, and coverage reads like fine print. People call the agency that made it easiest to understand.
Referrals arrive by fax and voicemail
Discharge planners send a patient and hear nothing back, so next time they send them somewhere that answers.
Intake lives in inboxes
Nobody can see who owns a referral, what’s missing, or what’s overdue until a patient falls through.
One system, from first click to first visit
Your website
- Pages for families: services, how care begins, your clinicians, coverage guidance, and FAQ
- Pages for referral partners: a document checklist, a referral form, and a status link they can share
- Your service area, with a ZIP check
- Careers and contact pages with short forms
- Designed for phones first, accessible to WCAG AA, with AAA body text
Your intake system
- A board of every open referral, by stage, with an owner and a time limit for each
- Routing by ZIP code to the right coordinator, with the first-call task created for them
- Missing documents flagged and requested, not chased by email
- Referral records with the next action, documents, and an activity log
- Tasks, partner follow-ups, and reports on speed, sources, and outcomes
Try both: send a sample referral, then watch it arrive in intake.
Four steps, one person accountable
- About two weeks
Discovery
We map how referrals reach you today, who handles them, and where they stall. You get a written plan and a fixed quote.
- Three to four weeks
Design
Your brand, photos, and words on the pages, reviewed with you on real devices.
- Four to eight weeks
Build and launch
The website goes live first. The intake system follows in stages, alongside how your team already works.
- Monthly
Care
Updates, new pages, accessibility checks, and improvements based on how families and partners use the site.
What it costs
- Website
- $8,000–$15,000One time, depending on the number of pages and how much writing and photography you need.
- Care and improvements
- $2,000–$3,000 a monthHosting, updates, content changes, accessibility checks, and ongoing improvements.
- Intake system
- Quoted after discoveryIt depends on your volume, your team, and the systems it connects to, so it’s priced once we’ve mapped your intake together.
Ranges, not quotes: discovery ends with a fixed price for your agency.
Patient information, handled properly
The example stores nothing: its referral form can only send a generated sample patient, and everything stays in your browser. A live intake system holds protected health information, so it runs on HIPAA-compliant hosting under a business associate agreement, with sign-in for staff, role-based access, and an audit log. Public pages never collect health details, and the status link partners share shows progress only.
What I’ll need
- An hour with whoever handles intake today, and one with a referral partner if possible
- Your service area, services, and credentials
- Photos of your team, or time for a short shoot
- Who approves copy, so pages don’t wait on review
Cyril Florita
I’m a product designer and front-end developer. I design and build the whole thing myself, so the person you talk to is the person who makes it. Hearthside is one example; Viteo, a subscription product, is another, and my portfolio has the rest.
Let’s look at your intake together.
A 30-minute call: you tell me how referrals reach you today, and I’ll show you where this would help. No pitch deck.
cyril.florita@pm.me