DCDispatchCo· Back to home Blind Spot Audit

How Caregiving Solutions moved its paperwork online.

An Arizona agency that recruits, trains and licenses caregivers. Applicants filled out state paper forms, and each next step went out by hand. We rebuilt the website, put the forms online and set up the back end so the next step goes out on its own.

  • 3 state forms moved online
  • 9 pipeline stages
  • 8 live workflows
  • 10 city pages
Monique's new walkthrough video goes here (site is being updated, re-record after)

Follow one applicant through it.

Tap each stage to see what the caregiver sees, and what happens behind it.

    The state forms, before and after.

    Same questions the state asks. Now they're filled out on a phone, and the answers land in the CRM as a PDF.

    The online application on caregivingsolution.com
    The paper state form LCR-1054A, Initial Application Worksheet
    PaperOnline

    Paper: Arizona form LCR-1054A, Initial Application Worksheet. Online: caregivingsolution.com/application.

    The website, before and after.

    The old site said who they were. The new one tells a caregiver what to do next.

    The new Caregiving Solutions homepage: Bring your home to an agency that picks up, with a Start my transfer button
    The old Caregiving Solutions homepage: Your Best Source For Caregiving Solutions, with a Contact Us button
    BeforeAfter

    Before: caregivingsolution.com as the Internet Archive saved it on July 1, 2024. The archive didn't keep its hero photo, so that panel shows blank. After: the live site.

    Behind the site: the back end in GoHighLevel.

    One board for every applicant. Moving someone to the next stage sends them what they need next.

    Caregiver onboarding pipeline

    1. New lead
    2. Pre-qual reviewed
    3. Phone screen scheduled
    4. Phone screen done
    5. Assessment submitted
    6. Assessment approved
    7. Application submitted
    8. Home visit scheduled
    9. Licensed

    Live today · 8 workflows

    • Pre-qual comes inTagged and placed in the pipeline
    • Pre-qual reviewedAssessment link goes out on its own
    • Assessment comes inFiled as a PDF in the CRM
    • Assessment approvedApplication link goes out on its own
    • Application comes inFiled with the home study narrative
    • Transfer inquiryA provider moving over is tracked from the first form
    • Agency agreement signedMoves the transfer to the paperwork step
    • Transfer paperwork signedFiled, and the team is told

    Built, not switched on yet · 5

    • Phone interview
    • Paperwork link
    • Home visit
    • Coaching call
    • Welcome after confirmation

    They go live once the team signs off on each one.

    Everything in the build.

    A new websiteBuilt for the two people they need: new caregivers, and licensed providers ready to move.
    3 state forms onlinePre-qualification, assessment and application, each filed in the CRM as a PDF.
    A transfers pageLicensed providers can move to the agency, with every step tracked.
    A referral pageProviders send other providers, and every referral is tracked.
    10 city pagesPhoenix, Tucson, Mesa and 7 more, plus a Google Business Profile setup.
    A pipeline and 13 workflows8 live today. 5 built for the later transfer steps.

    What changed for Caregiving Solutions.

    • 50%faster to license a caregiver. About 6 months before, under 90 days now, depending on the state's DDD review.
    • 100%of new leads tracked in one place. Before, every lead came by word of mouth and none were tracked.
    • 88%of new leads finish the pre-qualification on the site on their own, May to October 2026.
    Add the paperwork line once Monique gives Tracy's hours now (20 hrs/week before). Add her quote once she says it herself.

    Where is your business waiting on paper?

    The Blind Spot Audit takes 3 minutes and shows what to fix first. No call needed.

    Find my blind spots

    Build led by Jay Awal, Founder and Systems Architect. Shared with Caregiving Solutions' permission.