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The Four-Day Flow

From first call to first visit in four days.

Five stages. One record. Jessica carries the relationship through the home; the family signs once; Maria arrives prepared on Day 4.

  1. 01 Lead
  2. 02 Consult
  3. 03 Assessment
  4. 04 Contract
  5. 05 Intake + Care
01Lead

A family calls.

Katie Bell finds baylily through a referral. She fills out a short inquiry form. Reach flags the lead instantly and queues a same-day response. Jessica sees it before lunch.

Response time under 4 hours. No lead falls through the cracks.
New inquiry · Reach
Katie Bell

About her mom Christina · Columbia, SC · non-medical in-home

Looking for someone who can help mornings and maybe afternoons. Mom speaks some Spanish. She's 78 and pretty independent but needs a little help.

Received 11:02 a.m.Auto-queued for follow-up
02Consult

Jessica calls. The form fills itself.

A 25-minute recorded call. Jessica listens. AI transcribes live - conditions, ADL needs, hours, language preferences, decision-makers. Three matched caregivers surface on her screen. A firm rate. The in-home assessment booked before the call ends.

CRM complete by the time she hangs up. No typing after.
Recording · Auto-filling00:18:32
ADL needs
Bathing, dressing
Language
Spanish / English
Hours
30 hrs / week
Rate
$32-$36 / hr
In-home assessment bookedThu 2:00 p.m.
03Assessment

One warm visit in the living room.

Jessica drives to Christina's home with a tablet and the Family Portal demo. She records the conversation. Christina's exact words shape the care plan. Voice memos on the walk-through tag themselves to rooms. The family does no homework beforehand.

60% of the intake form complete before Jessica leaves the driveway.
baylily assessmentThu 2:14 p.m.
Christina's living room · voice memo (00:42)

Christina prefers tea in the afternoon, watches the news at five. Keep the TV volume low in the morning.

PreferencesRoutinesBedroomKitchenBathroom
04Contract

Signed in the living room. Same visit.

At the close of the assessment, Jessica presents the Care Services Agreement on her tablet. Katie and Christina sign together. The contract activates on Day 4 when the RN counter-signs the care plan - clinical verification gates care delivery.

One signature. One visit. No follow-up PDFs.
Care Services Agreement
Client
Christina Bell
Start date
Monday, Day 4
Rate
$34/hr · 30 hrs/wk
Caregiver
Maria Lopez
Signed by Katie Bell + Jessica Ramirez?
05Intake + Care

Day 4. Maria arrives. Christina has tea.

The RN counter-signs the care plan. Maria Lopez receives the visit on her baylily Caregiver app - Christina's preferences, routines, and words, waiting for her at the door. That evening, Katie gets the first care note. The four-day cycle is complete.

Same-day RN intake. First care note delivered to the family that evening.
Day 4 · First visitMon 9:00 a.m.
Christina Bell · Columbia, SC

Prefers tea in the afternoon. News at 5. Keep TV low in the morning. Loves her garden - ask about it.

baylily Family · 6:42 p.m.

Mom and I made lunch together. She told me about her garden in Columbia.

4daysLead to first visit
1recordOne source of truth
60%Intake form auto-filled
0pagesTyped up afterward

The engine that makes it possible.

Every stage runs on the same voice-to-form engine. Jessica records; AI transcribes; the record fills. No extra step, no catch-up typing, no lost detail.

How the voice engine works

See the four-day flow live.

We'll walk through a consult call, in-home assessment, and same-day RN intake - all on one record. Thirty minutes.

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