Built for healthcare intake

Every slow reply is a patient who calls someone else.

Carevane is the self-hosted CRM built specifically for home-care and telemedicine intake - it scores and routes every inbound lead in seconds, with the PHI-aware access control and audit logging generic CRMs don't have.

Self-hosted option available - your data stays on your infrastructure

New lead assigned

SLA clock started

PHI-safe

Access logged

The problem

Generic CRMs weren't built for healthcare intake

Manual triage, scattered channels, and compliance gaps are quietly costing you patients - and exposing you to risk.

Leads lost to slow response

Families comparing home-care or telehealth options move fast. If nobody replies within minutes, they've already called the next agency on the list.

Compliance risk from PHI mishandling

Off-the-shelf CRMs and shared spreadsheets weren't designed to protect protected health information - one careless share can become a serious liability.

Staff time wasted on manual triage

Intake staff spend hours a day just deciding which leads are urgent versus low-priority - time that should go to actually helping patients and families.

The platform

Everything a healthcare intake team needs, in one place

Purpose-built for the intake workflow - not a generic CRM with healthcare bolted on.

AI lead scoring & qualification

Every inbound inquiry is automatically scored for urgency and fit, so the highest-priority patients and families never sit in a queue.

SLA-based routing & escalation

Leads route to the right staff member with a visible response clock, and automatically escalate if nobody responds in time.

WhatsApp + shared inbox

Phone, WhatsApp, and email conversations land in one shared inbox, so any team member has the full history at a glance.

Appointment & booking integration

Move qualified leads straight into a scheduled visit or consultation without switching tools or re-entering information.

PHI-aware role-based access

Staff see only what their role requires. Sensitive health information is protected by design, not by policy alone.

Full audit logging

Every view, edit, and message tied to a lead's record is logged - giving you a clear trail for internal review or an external audit.

Product tour

A closer look at the workflow

Three views into the same lead, from the moment it arrives to the moment it's provable in an audit.

Every inbound inquiry is scored and ranked automatically - the most urgent cases always float to the top.

Phone, WhatsApp, and email conversations sit in one shared inbox with the full history at a glance.

Every view, edit, and message is timestamped and attributed - ready to show a compliance officer or auditor.

How it works

From inquiry to enrolled patient, fully tracked

Three steps, no manual sorting, nothing falls through the cracks.

Lead comes in from any channel

Website forms, ad campaigns, phone, or WhatsApp - every inquiry lands in Carevane automatically, with no manual copy-pasting between tools.

AI scores urgency and routes it

The lead is scored for urgency, assigned to the right staff member based on skill and availability, and given a visible SLA response clock.

Team responds and books - all logged

Your staff replies, answers questions, and books the appointment in one place, while every action is recorded to the audit trail automatically.

Built for trust

Compliance isn't a feature we bolted on - it's how the product is built

Every access to a lead's information is logged - who viewed it, when, and from what role.
Role-based permissions mean staff only ever see the patient data relevant to their job.
Self-hosted deployment keeps your lead and patient data on infrastructure you control.
Designed from day one for healthcare intake - not a general CRM with a privacy checkbox added later.

"Before, we were juggling a spreadsheet, WhatsApp, and our inboxes to figure out who to call first. Now the urgent cases surface themselves and we can actually show our compliance officer what happened with a lead."

Intake Coordinator

Illustrative example persona, pilot program

Example scenario - not a verified customer quote

FAQ

Questions healthcare teams ask us

Straight answers, including where the responsibility sits with you.

Carevane is built with PHI-aware role-based access control and full audit logging specifically because it's designed for medical home-care and telemedicine intake. That said, compliance is a shared responsibility - we strongly recommend your own compliance and legal review, including a signed BAA where applicable, before go-live.

Yes. Carevane connects to WhatsApp Business messaging and common telephony providers so calls and chats flow into the same shared inbox as your web and email leads. Our team will walk through your current setup during the demo to confirm compatibility.

Most teams are routing real leads within a couple of weeks of kickoff. Timeline depends on how many channels and staff roles you're connecting, and whether you choose the self-hosted deployment option.

Carevane offers a self-hosted deployment option so your lead and patient data stays on infrastructure you control, isolated from other organizations. We'll help you weigh self-hosted versus managed hosting based on your team's technical resources.

See it on your own lead data in a 30-minute walkthrough

No commitment, no pressure - get more information sent over, or book a time to see how AI scoring, SLA routing, and audit-ready compliance would work for your intake team.