Turn scattered processes into a system
your team can actually follow
Caresembly captures the knowledge in your head, your binders, and inconsistent training — and turns it into a searchable SOP and onboarding library, a PHI-ready CRM, and AI assistants that help your team care for patients better. In 30 days.
30
days to a live system
10+
SOPs captured
PHI
ready CRM
AI
assistants built in
Onboarding 92%
New hire progress
AI visit summary
Ready in seconds
One platform
Everything a home-health team needs to onboard, document, and care
Hover any tile. Each capability is real, ready, and in production today.
PHI-ready CRM
Patients, visits, telehealth, and prescriptions in one agency-private workspace — with per-agency data isolation.
AI assistants
Visit summaries, SOP help, and a manager coach built in.
Telehealth
Secure Zoom, Teams, or Meet sessions with provider-validated links.
Prescription tracking
Medication, dosage, and refill dates with due-soon alerts.
Training & quizzes
Replayable tutorials and server-graded competency checks.
Onboarding
30/60/90-day paths with real-time manager visibility.
HIPAA-aligned
Per-agency data isolation and role-based access controls.
Patient portal
Coming soon — patients manage appointments, refills, and records from their own secure portal.
Knowledge Library
A searchable library of SOPs your team actually follows
Every procedure captured in your voice, version-controlled, and searchable from any device. No more binders, no more 'ask the owner.'
- Step-by-step procedures with decision points
- Version history and archive
- Search by role, category, or keyword
- Quality-control and review dates built in
New-Hire Onboarding
30-, 60-, 90-day onboarding that builds confident caregivers
A structured onboarding path turns new hires into productive team members without relying on whoever's free to train them.
- Role-specific checklists by phase
- Progress visible to managers in real time
- Policy acknowledgment forms captured digitally
- Nothing slips through the first 90 days
Training & Quizzes
Short videos and quizzes that prove competency
Screen-recorded tutorials and knowledge checks make sure staff understand the work — and give you a record that they do.
- Software walkthroughs staff can replay anytime
- Knowledge quizzes graded server-side
- Best-score retention on retakes
- Completion records for compliance
Built-in AI
AI that helps your team serve patients better
Caresembly's AI assistants live inside the same workspace as your SOPs, training, and patient records — so caregivers get answers in the moment of care, and managers get a second set of eyes on the whole operation.
Visit Prep Assistant
Before every visit, get the patient's history, care plan, and the exact SOPs that apply — in one pre-visit briefing.
Ask-the-SOP Assistant
Ask any procedure question in plain language and get the step-by-step answer pulled straight from your library.
Study Help
Stuck on a competency topic? The assistant walks staff through the material until they're confident.
Training Coach
A personal coach that quizzes, reviews, and nudges each employee through their assigned training.
Caresembly Coach
An on-demand advisor for owners and managers on process, onboarding, and compliance questions.
Intelligence Nudges
Weekly AI reports flag overdue training, onboarding gaps, and exactly what to act on next.
Caresembly CRM
Where your trained team meets their patients.
Your SOPs get staff certified. Your CRM keeps them organized. Caresembly CRM is a PHI-ready patient and visit manager built to sit right beside your process library — so the same team that just finished onboarding has one place to track patients, schedule visits, and stay compliant from day one.
Patient roster
Secure PHI records with conditions, allergies, and care plans in one place.
Visit tracking
Schedule, log, and review home visits with arrival times, vitals, and notes.
Caregiver assignments
Match the right staff to the right patient and see coverage at a glance.
Client-scoped privacy
Every agency only ever sees its own patients and visits — no exceptions.
One platform, two dashboards
Everything your admins manage, and everything your caregivers do — finally in the same place
Hover any card to explore. The client console runs the agency; the employee portal runs the care.
For agency admins & coordinators
— the client consolePHI-ready CRM
Patients, visits, telehealth, and prescriptions in one private, agency-scoped workspace.
Telehealth visits
Schedule secure Zoom, Teams, or Meet sessions with provider-validated links.
Prescription tracking
Log every medication, refill count, and prescriber — with refill and discontinue controls.
Weekly intelligence
AI nudges, risk flags, and a weekly report that surfaces what needs your attention.
AI care coach
A coach for managers that turns your data into the next right action.
Billing & account
Plan, CRM add-on, and contract status in one self-serve view.
For caregivers & staff
— the employee portalTraining videos
Short, replayable tutorials assigned to your role, with completion records.
Competency quizzes
Knowledge checks graded server-side with best-score retention on retakes.
Visit prep assistant
AI gets you ready before a visit — patient context, vitals, and care plan.
SOP assistant
Ask anything about a procedure and get the exact steps from your library.
Onboarding path
A 30/60/90-day checklist that shows managers your progress in real time.
Care tasks
Your assigned tasks and patient visits, organized and always up to date.
Built for your whole team
One platform, two purpose-built portals
For employees
Caregivers & field staff
- One portal for training, onboarding, quizzes, SOPs, and visit prep
- AI visit briefings that surface the care plan and SOPs before each patient
- Ask-the-SOP assistant for instant, in-the-moment answers
- A personal training coach that quizzes and nudges you to completion
- See your assigned tasks, patients, and visits in one place
For administrators
Agency owners & managers
- Build and version a searchable SOP library in your agency's voice
- Onboarding checklists with real-time progress for every new hire
- Grant per-employee CRM access — you control who sees patients
- AI intelligence nudges and weekly reports on training and gaps
- Self-service team defaults, roles, and agency settings
A patient portal that puts care back in their hands
We're building a secure, HIPAA-aligned portal where your patients and their families can manage appointments, message their care team, view records and results, handle refills, and stay connected to their care — all from any device. Here's everything that's planned.
Planned features
Secure messaging
Chat directly with your care team — ask questions, share updates, and get answers without phone tag.
Appointment scheduling
Request, reschedule, or cancel visits. See upcoming appointments and get reminders before each one.
Telehealth visits
Join secure video visits from any device with one tap — Zoom, Teams, or Meet, validated for safety.
Medication & refill reminders
See every prescription, dose, and refill date. Get reminders so you never miss a dose or a refill window.
Care plan & progress notes
View your care plan and read your visit history, vitals trends, and clinician notes as they're written.
Lab & test results
Results released to you the moment they're ready, with plain-language explanations and trend charts.
Consent & intake forms
Review and sign consent, intake, and policy forms online — no more clipboards in the waiting room.
Family & caregiver access
Securely share access with authorized family members or caregivers, with controls over what they see.
Health record download
Export your complete record as a PDF anytime — for a new provider, a specialist, or your own files.
Billing & cost estimates
Transparent statements, cost estimates before visits, and secure payment right from the portal.
Visit summaries
After-visit summaries with instructions, follow-ups, and next steps — readable in plain language.
Smart notifications
Choose email, SMS, or in-app alerts for appointments, refills, results, and messages. You're in control.
Release roadmap
Phase 1
Core access
- Login & profile
- Appointments
- Secure messaging
- Medication list
Phase 2
Records & results
- Care plan & notes
- Lab results
- Visit summaries
- Consent forms
Phase 3
Family & billing
- Caregiver access
- Health record export
- Billing & estimates
- Telehealth join
Timelines are estimates and features may shift as we incorporate partner and patient feedback.
How We Deliver
A 30-day sprint that turns what's in your head into a system your team follows
We don't hand you a template and walk away. Over four weeks, a Caresembly process specialist works alongside your managers to capture, document, and publish the exact procedures your staff run every day, then trains your team to keep them current.
Days 1–3
Kickoff & Document Inventory
What we do
- ›Intro call with owners and managers
- ›Audit existing binders, forms, and training docs
- ›Map every role and its daily workflows
- ›Set up your secure Caresembly workspace
You receive
- Process inventory report
- Project timeline and responsibilities list
Days 4–10
Manager & Staff Interviews
What we do
- ›1:1 interviews with each manager
- ›Shadow key caregivers in the field
- ›Capture the unwritten rules and exceptions
- ›Identify compliance and risk gaps
You receive
- Interview notes and gap analysis
- Prioritized SOP list for the sprint
Days 11–18
Draft SOPs & Onboarding Structure
What we do
- ›Author step-by-step SOPs in your voice
- ›Build role-specific onboarding checklists
- ›Record screen-capture software tutorials
- ›Draft knowledge quizzes per SOP
You receive
- Up to 10 draft SOPs
- New-hire onboarding playbook
- Training videos and quizzes
Days 19–27
Client Review & Revisions
What we do
- ›Walkthrough of every SOP with managers
- ›Incorporate corrections and edge cases
- ›Version and archive legacy documents
- ›Refine quizzes and training content
You receive
- Client-approved SOPs
- Version-controlled process library
Days 28–30
Publish & Manager Training
What we do
- ›Publish the searchable knowledge base
- ›Train managers to edit and add SOPs
- ›Configure roles and permissions
- ›Handoff session with your admin
You receive
- Live searchable knowledge base
- Trained, self-sufficient managers
After day 30, your library is live and your team is trained to maintain it. Monthly Process Care and Enhanced plans keep SOPs, videos, and quizzes current as your agency grows.
Pricing
One-time setup, then a monthly plan that fits
Every agency starts with the Process Foundation Sprint. Then choose a monthly subscription to keep your library current — and add the CRM if you need it.
One-time setup · required to start
Process Foundation Sprint
Required to get started. We capture your processes and publish a live knowledge base in 30 days.
What's included
- Owner & manager process interviews
- Operations-document audit
- Up to 10 core SOPs captured in your voice
- One role-based onboarding checklist
- Five screen-recorded tutorials
- Knowledge-base setup + manager handoff
Founding clients may receive a $1,000 sprint price in exchange for feedback and a case study.