Making the Most of Your Caredove CBO Essentials Subscription
Many organizations sign up for Caredove to receive referrals online as part of a regional initiative, only using a few features to pick up referrals without any added benefits.
By simply maximizing tools available in our no-cost subscription, organizations can improve access to their services, reduce intake admin time, and increase referral volume.
We’re outlining the highest-impact ways community organizations can make the most of Caredove.
Included with CBO Essentials
The CBO Essentials subscription includes core features many organizations need to modernize intake and referrals, including:
- secure online referral forms,
- public self-referrals,
- online appointment availability sharing,
- a secure referral inbox,
- participation in referral networks,
- and up to 5 Premium users
Many organizations are surprised how much they can accomplish using only the CBO Essentials plan.
1. Add “Book a Call” or “Request Service” Buttons to Your Website
This is the single biggest improvement most organizations can make.
Families and caregivers visiting your website are often ready to take action immediately. If they can’t easily request service online, they may:
- leave the site,
- call after hours and get voicemail,
- forget to follow up,
- or contact the wrong program
With Caredove, you can add direct service request links or intake booking buttons right on your website.
Examples:
- “Book an Intake Call”
- “Request Meals on Wheels”
- “Get Help at Home”
- “Refer a Client”
- “Talk to Our Team”
Organizations that enable online booking and service requests often see:
- More completed inquiries
- Fewer lost leads
- Less phone tag
- Reduced voicemail backlog
- Better client experience
- Intake appointments booked automatically into staff calendars
Caredove clients commonly save up to 4 hours of staff time for every 10 booked referrals by avoiding callback loops and voicemail phone tag.
Adding a button to your website can often take less than 30 minutes.
2. Keep Your Service Listings Current
Outdated service information creates frustration for both clients and referral partners.
Organizations should regularly review:
- eligibility criteria
- wait times
- contact information
- service areas
- program descriptions
- intake instructions
Keeping listings updated is especially important because Caredove listings may also appear in:
- regional coordinated access systems
- partner referral networks
- Ocean integrations
- and other connected platforms
Updating your listing once in Caredove can automatically update it across connected systems through federated listings.
3. Let Clients Book Intake Appointments Online
Many intake coordinators spend large portions of their day returning calls and playing voicemail tag. Enabling an online booking process can actually save up to 4 hours of administrative time for every 10 booked referrals.
Caredove allows organizations to offer online intake appointment booking so clients can choose a time that works for them.
Benefits include:
- fewer missed connections
- fewer voicemails
- lower no-show rates
- and more predictable scheduling
Importantly, this does not replace phone-based intake.Many organizations successfully offer both traditional phone intake for clients who prefer it and online self-service booking for clients and caregivers comfortable using the internet.
This hybrid approach often improves access for everyone.
4. Empower Reception and Frontline Staff
Caredove is not only for intake coordinators.
Reception teams, program staff, navigators, and other frontline workers can also:
- submit referrals
- book appointments
- route clients internally
- and monitor referral status
This reduces situations where staff leave sticky notes. transfer calls repeatedly, or send people to voicemail.
Instead, staff can directly help clients access the correct service while they are already on the phone.
Many organizations still receive referrals through many different channels, such as:
- phone calls
- voicemail
- fax
- website contact forms
- referrals from partner organizations
This creates duplicate work and increases the risk of missed requests.
Caredove helps centralize referrals into a single secure referral inbox, regardless of where the referral originated.
This means staff spend less time:
- checking multiple systems
- forwarding messages
- manually re-entering information
It also gives managers better visibility into referral activity and response times.
5. Track Referral Outcomes and Use Reporting to Understand Trends
By closing the loop in Caredove, your referrers can feel confident that you are actively receiving referrals and connecting clients with care. Consistently updating these outcomes, combined with using platform reporting, is essential to demonstrating your organization's impact.
Reporting tools help you track:
- referral volumes
- referral sources
- service demand
- appointment activity
- intake trends
These data-driven insights help you:
- identify which services are most requested
- understand where referrals are coming from
- support additional funding applications
- demonstrate positive program impact to funders and partners
- find new ways to streamline referrals
Custom statuses and outcomes are also available, allowing you to use your own organizational terms rather than our out-of-the-box options.
6. Take Advantage of Regional Referral Networks
Your services may already be visible to:
- primary care
- hospitals
- discharge planners
- social workers
- navigators
- community partners
Making sure your listings are current and that your referral buttons work properly helps maximize those opportunities.
Caredove supports referrals from many different sources, including:
- clinicians
- hospitals
- community organizations
- self-referrals
- caregivers
- regional care coordination systems.
7. Start With Simple Improvements Before Pursuing Advanced Integrations
Many organizations assume they need EMR integrations, advanced automation, or expensive technical projects before they can improve intake workflows.
Usually, the highest-value improvements come first from:
- fixing website access
- improving referral visibility
- centralizing intake
- enabling online scheduling
Once referral volume increases and workflows are streamlined, organizations can then evaluate whether advanced integrations or automation features are worth pursuing.
7. Start With Simple Improvements Before Pursuing Advanced Integrations
The Caredove team can help organizations:
- create or improve referral forms
- add website buttons
- update listings
- configure intake workflows
- train staff
Most staff can learn the platform in under an hour.
Support is available directly within the platform through live chat, along with tutorials and onboarding assistance.