Families don’t choose the best care home. They choose the first one that gives them certainty.
While your front desk sleeps, a worried daughter calls your care home and four others. Our AI voice agents answer on the first ring — even at 21:47 on a Sunday — confirm the available room and book the visit for tomorrow.
Los Olivos Care Home
Sunday · 21:47 · Live transcript
Ana · AI assistant
Los Olivos Care Home, good evening. This is Ana, the virtual assistant. How can I help you?
Pilar
My father has just been discharged from hospital and we need a place this week. Do you have anything available?
Ana · AI assistant
I’m so sorry about your father. We have one single room left, with an en-suite bathroom and full board. Tomorrow at 18:00 the manager can show it to you and answer all your questions. Shall I book you in?
Pilar
Yes, perfect. Thank you.
- €30,000+ is what each private place you sign is worth over a stay of several years.
- €600 is what every week a bed in your care home sits empty costs you.
- 24/7 the agent answers: nights, bank holidays and weekends.
The urgent family that calls five care homes
The search almost always starts the same way: a hospital discharge or a fall. The family needs a place within days, calls several care homes at once and goes with the first one that answers with a price and availability.
Budget is a brutal filter too: 67% of families looking for a place cannot pay more than €2,000 a month (Inforesidencias). Without prequalification, management loses hours on families who aren’t a fit, and the ones who are go cold waiting for an answer.
Filling a place a month earlier, or losing one family fewer, means around €2,500 a month coming in — or going to the competition.
- 21:47Care home ANo answer
- 22:03Care home B“The manager will call you back on Monday”
- 22:15Care home CNo answer
- 22:31Your care homeAnswers on the first ring: room, price and a visit tomorrow
The care home that doesn’t answer has already lost that place. And every week a bed sits empty costs around €600.
Three systems to win the family that calls five
Families decide in hours, not weeks: whoever answers first with a room, a price and a visit date gets the signature. Each system can be rolled out on its own or alongside the others, depending on where your care home is losing families.
Place Secured in 5 Minutes
Answers every call 24/7, including nights and weekends. It understands the urgency and the level of dependency, confirms the available room and the guide price, prequalifies the family — budget, care allowance, urgency — and books the visit that same day. Management receives the case summary instantly.
“How many families called us last night and ended up at another care home?”
Alert to management · 22:02
- Single room with en-suite bathroom · full board
- Dependency grade II, allowance requested
- Visit confirmed: Monday 18:00
Sent by Ana, AI assistant
Calm Family Protocol
After the first contact, it instantly sends a personalised pack with photos, video, prices, menu and care details. Then it stays with the family through the days they spend choosing between several homes: it answers questions about financial support and dependency, reminds them of the visit and suggests a second visit or a trial lunch, all the way to signing.
“They came to the visit, loved it… and never called back.”
Follow-up · The Vega family
- Visit done · Monday
- Pack sent to all three siblings
- Questions about dependency answered
- Second visit and trial lunch
- Contract signed
Express Admission in 48 Hours
When the family says yes, it gathers all the paperwork and medical reports, prepares the contract to be signed from a mobile phone and gets the team ready to welcome the resident within 24–48 hours — instead of a week. When a mother is in hospital, the home that admits her first wins, not the cheapest one.
“They signed with us, but the competition offered admission the next day and they left.”
Mr Antonio’s admission · Tuesday
- Reports and paperwork gathered
- Contract signed from a mobile phone
- Team notified and room ready
Doors open in 48 h
From the first meeting to the first signed resident
Between 1 and 5 weeks, depending on the system. Your team doesn’t stop doing its job for a single day.
- 1
Free diagnosis
We audit how many calls and visits your care home is losing today and which system fixes it first.
- 2
Scripts and rates
Together we define the scripts, the prices for each room type and the handovers to your team.
- 3
Go-live
Testing with real cases: the agent learns to speak the way your care home speaks.
- 4
Ongoing support
Monthly fine-tuning and a report for management: calls, visits and places filled.
A delicate moment calls for a human tone
The families who call are going through one of the worst moments of their lives. Our agents are designed for that moment — not in spite of it.
These commitments aren’t extras: they are conditions of the system.
It always identifies itself as an assistant
It never pretends to be a person. Warmth isn’t a trick: it’s how you treat a family going through a hard time.
It hands over to a person straight away
When the conversation calls for it, it transfers the call to management or the care team. The machine handles the waiting; the decisions stay human.
Health data never goes through the agent
Clinical reports and residents’ data are handled only by your team, through the usual channels.
Data protection by design
GDPR compliance and data processing within the European Union, with clear agreements for your care home.
How a care home’s day-to-day changes
Three situations that come up in every care home, and what the voice agent does in each one. These are illustrative cases, not specific clients.
At weekends the phone was answered by whoever could, and often by nobody. On Monday I’d find missed calls with no name and no number to call back. Now every call is waiting for me with its summary and, if the family wants, with the visit already booked.
Not a single missed call at the weekend
CarmenDirector · private care home with 60 places What worried me most was it sounding like a machine to families who are having a hard time. It introduces itself as an assistant, listens without rushing and, when the family needs to speak to a person, it puts the call through to us.
The family always knows who they’re talking to
JavierGeneral manager · group with two care homes I used to spend the morning returning calls to families who had already found a place somewhere else. Now I arrive and every case is in order: urgency, level of dependency, budget. I spend my time on the families who really are a fit.
Visits arrive prequalified
ElenaAdmissions · care home with 90 places
What care home managers ask us
And if you have any other questions, write to us: we reply within 24 hours.
Does it replace my front-desk team?
No. It covers the dead hours — nights, bank holidays, weekends — and the first filter, so your team receives families who are already prequalified and only shows round those who are a fit.
Do families notice they’re talking to an AI?
The agent always introduces itself as an assistant, with its own name, and its tone is warm and human. What the family remembers is something else: someone answered, gave them certainty and booked them in for tomorrow.
What about residents’ health data?
It never goes through the agent. Clinical reports and residents’ data are handled only by your team, through the usual channels. It’s a condition of the system, not an option.
How long does the rollout take?
Between 1 and 5 weeks depending on the system: the Calm Family Protocol is ready in 1–2 weeks; Express Admission in 48 Hours, because it touches internal processes and paperwork, needs 3 to 5.
What if the agent doesn’t know the answer?
It hands the conversation over to someone on your team straight away, with the context ready. It would rather transfer the call than repeat a script.
How many families called your care home last night?
Book a free 30-minute diagnosis: we review your missed calls and tell you which system fixes it first. No commitment.
Or email us directly:
[email protected]