Admissions rarely happen inside one system
Referral packets arrive from different sources, bed availability lives in a spreadsheet, and paperwork gets stitched together from memory. That's how admissions become a daily source of stress instead of a reliable engine for census growth.
Without structured admissions
- Referral information arrives across multiple disconnected portals, inboxes, and fax queues.
- Teams manually search through hundreds of pages of documentation to identify clinical and financial risks.
- Bed availability is tracked in spreadsheets that fall out of sync throughout the day.
- Admission paperwork requires repetitive data entry and manual document assembly.
- Move-in preparation depends on informal email and phone follow-up across departments.
- Post-admission feedback arrives too late to address early concerns.
With Carefeed Admissions
- Every referral lands in one place regardless of source or format.
- AI-assisted review flags clinical risks, financial concerns, and documentation gaps in minutes.
- Bed availability reflects live EHR data.
- Admission packets are pre-populated and completed digitally, no paper and no duplicate entry.
- Move-in tasks are assigned to departments automatically with completion tracked in real time.
- Post-admission surveys go out automatically and capture feedback while it is still actionable.
Proven Outcomes
What our communities are saying
75%
Communities now manage admissions in under 30 minutes.
Down from 90 to 120 minutes before adoption.
67%
Report measurably fewer or eliminated admissions errors.
Compared to manual intake processes.
50%
Complete eAdmissions documentation in under 20 minutes.
More than half also report fewer move-in delays.
Data from a 185-community survey of Carefeed customers.
The admission workflow
Every stage of admissions, coordinated from referral to the first day of care
AI-Assisted Referral Management
Referrals from hospital partners, referral networks, eFax, and uploaded documents arrive in one shared inbox. Carefeed scans each packet and flags what matters most: clinical criteria, financial fit, insurance coverage, and documentation gaps. Every flag links directly to the source document, so teams verify context in seconds rather than hunting through hundreds of pages. Concerns are identified before a decision is made, not after a resident has arrived.
Staff remain in control. The AI flags it. The team decides.
Bed Board & Census Management
Placement decisions affect every part of community performance. When census information lives in spreadsheets and separate systems, those decisions get delayed while teams validate what should already be current. Carefeed's Bed Board pulls live occupancy data from the EHR, giving admissions, clinical, and operations teams one accurate view of room availability, occupancy status, and payer mix.
Teams confirm placements in seconds rather than after a manual verification cycle. Fewer delays mean fewer lost admissions.
Resident eSignatures & Documentation
Admission packets are pre-populated from existing EHR data, which eliminates the manual re-entry that creates errors and slows the process down. Digital signature collection, powered by DocuSign, lets families review and sign from any device before move-in day. Every document carries a full audit trail, creating a complete compliance record without paper forms, scanning, or physical filing.
When documentation is finished before the resident arrives, move-in day starts on solid footing.
Move-In Coordination
A successful move-in requires every department to know their role before arrival day. Admissions, nursing, dietary, housekeeping, and the family each have preparation steps that need to happen in sequence. Carefeed assigns tasks automatically when a placement is confirmed, so gaps are visible before they become problems on move-in day.
Family communication goes out automatically through text, email, and voice, with auto-translation available in over 200 languages. Families receive consistent preparation guidance without staff managing individual outreach for each new admission.
Post-Admission Surveys
The resident and family experience starts forming on move-in day, and the window to address early concerns closes quickly. Carefeed sends post-admission surveys automatically based on the move-in date. Feedback arrives in the first days after arrival, while impressions are fresh and early concerns can still be addressed.
No manual scheduling required. Every new resident is surveyed automatically.
Every role involved in admissions has something to gain here
Admissions Directors
A faster, more organized process that helps residents move through without unnecessary delays. Less time tracking paperwork and chasing referrals, more time building the referral relationships that keep the pipeline healthy.
Executive Directors
Clear visibility into admissions activity and where bottlenecks are forming. Fewer preventable breakdowns that affect occupancy, resident experience, and survey readiness.
Directors of Nursing
Clinical information ready to review before the admission decision, not buried in a referral packet. No more discovering documentation gaps or care concerns after a resident has already arrived.
Business Office & CFO
Better visibility into payer mix, financial eligibility, and admissions-related AR from the start of the process. Less financial uncertainty from delayed move-ins and incomplete documentation.
Multi-Site Operators & COOs
A repeatable admissions process that works the same way at every community. Less dependence on local workarounds that make performance impossible to standardize or benchmark.
Admissions and referral questions
What does the Carefeed Admissions package include?
The Admissions suite covers AI-assisted referral management, bed board and census management, digital resident eSignatures, move-in coordination, and post-admission surveys. Each one addresses a distinct stage of the admissions process, from initial referral through the first days of the resident's care.
How does AI-assisted referral review work?
Incoming referral packets are parsed automatically and scored against your community's admission criteria, so your team reviews a structured summary instead of re-keying data from PDFs and faxes.
Does this integrate with PointClickCare?
Yes. Referral, census, and resident data sync with PointClickCare, so information captured during admissions carries through to the record without duplicate entry.
How does eSignatures work for families who are not local?
Families sign from any device over a secure link, with status visible to your team in real time, so an out-of-town decision-maker never holds up move-in.
Can move-in coordination be customized for our community?
Move-in checklists, tasks, and timelines are configurable per community, so the workflow matches how your team actually prepares a resident for arrival.
How quickly can we get the Admissions package running?
Most communities are live within a few weeks of kickoff. Your Customer Experience team handles configuration and training so your staff isn't learning the system alone.
Does this work for multi-community organizations?
Yes. Referral, census, and admissions data roll up across communities, giving operators a consistent view without asking every site to work differently.
What makes AI Referral Management different from what we use today?
Instead of a portal you have to check manually, referrals are scored and routed automatically as they arrive, so your team spends time on decisions instead of triage.
Get Started
From referral to move-in, without the guesswork
AI-assisted referral review, live bed board data, and digital eSignatures work together so your team moves from referral to move-in without the manual back-and-forth. Whatever you start with, you're supported by a dedicated Customer Experience team from day one.