Nursing Homes & Senior Care
Every admission, every family call, every candidate: followed up.
For nursing homes and senior care groups: ActiveLens captures admissions inquiries, family calls and recruiting calls, writes the notes and next steps for your team, and shows leadership where admissions and hires are being lost.
SOC 2 Type 2 · HIPAA safeguards assessed · BAA available · No credit card
Why did families choose another facility this month?
46 families inquired; 14 chose another facility.
Most chose a facility that could take their parent on the discharge date, or one closer to home. A few were still waiting on answers about Medicaid.
Reasons families chose another facility
From the calls
“The hospital needs her out by Friday, and the other place can take her that day.” · Linda, daughter · Tue 11:05
“We toured on Saturday but never heard back about the Medicaid paperwork.” · Mark, son · Thu 16:30
The calls your team handles every day
Admissions inquiries
My mother is being discharged on Friday. Do you have a bed?
An inquiry not called back the same day goes to the next facility.
Hospital & case-manager referrals
I have a patient ready for discharge who needs skilled nursing.
Slow responses lose referral sources.
Insurance & payer questions
She's on Medicare now, but we applied for Medicaid. Can she still come in?
Inconsistent answers and missing paperwork delay admission.
Family updates & concerns
How is Dad doing since the fall?
Promised callbacks are forgotten, and concerns turn into complaints.
Tours & visits
Can we come and see the building this Saturday?
Without a follow-up after the tour, families go quiet.
Vendor & pharmacy calls
The delivery for the second floor is coming tomorrow morning.
Order and delivery details live only in one person's head.
What ActiveLens does with every call
Capture
Every admissions, family and referral call is captured on your existing phones, with nothing new for staff to learn.
Understand
Each call gets a transcript and a summary of what was asked and promised: care needs, payer, timing and who makes the decision.
Act
Follow-up tasks get an owner and due date on the Active Board, emails to families and referral sources are drafted, and CRM updates are proposed for your approval in Salesforce.
How capture works: phone calls · meetings
Ask anything about your facility
Plain-language questions across every call and meeting, answered with the calls behind them. See Active Insights
“Which admissions inquiries this week haven't been called back?”
A list of open inquiries, who took the call and when.
“Why did families choose another facility this month?”
Lost reasons grouped and counted, with the calls behind each one.
“Which hospitals and case managers referred the most patients, and how many were admitted?”
Referral sources and their admissions, from what was said on the calls.
“What are families most worried about when they call?”
The concerns families raise, grouped so you can see the pattern.
“Which family calls had an upset caller, and has anyone followed up?”
Upset callers flagged, with the follow-up status of each one.
“What payer questions come up most before admission?”
The common Medicare, Medicaid and private-pay questions, so every answer is the same.
For administrators and owners
Admissions, referrals and families across every facility
See inquiries, tours and admissions per facility, which referral sources send patients, and which families are waiting on a callback.
- Admissions funnel
- Inquiry to tour to admission, with lost reasons, per facility.
- Referral sources
- Which hospitals and case managers send patients, and how fast you respond to them.
- Family experience
- Upset callers, promised callbacks not done and recurring complaints, flagged for same-day follow-up.
- Multi-facility
- One view across all buildings, to compare admissions teams and response times.
Hire nurses and aides faster. Never lose a good candidate to a slow callback.
ActiveLens captures every screening and candidate call, writes the summary against your hiring requirements, and creates the next step, so recruiters spend their time on candidates, not notes.
The calls your recruiters handle every day
First screening calls
I'm a CNA with three years in long-term care, and I can start next month.
License, experience, shifts and pay expectations are noted incompletely, or not at all.
Shift & availability questions
Do you have night shifts, or per diem on weekends?
Mismatches are found only after the interview.
Interview scheduling & reminders
Can we move the interview to Thursday afternoon?
Candidates drop off between steps.
Offer & onboarding calls
What's the start date, and when do benefits begin?
Details promised on the phone are forgotten.
Staffing agency & per-diem calls
We can cover two LPN shifts next week, but not Sunday.
Coverage gaps aren't tracked.
What ActiveLens does with every call
Capture
Captures every recruiter call: softphones and desk phones with nothing to install on the phone system, and mobile calls through RingCentral, Zoom Phone, Quo or Phone.com.
Summarize against your requirements
Role, license (CNA, LPN, RN), experience, shift preference, availability, pay expectation, location and start date, as fields in a summary template you define per role.
Act
The next step (interview, reference check, offer) becomes a task with an owner and due date on the Active Board, with a follow-up email drafted to the candidate.
How capture works: phone calls · meetings
Ask anything about your hiring
Plain-language questions across every call and meeting, answered with the calls behind them. See Active Insights
“Which CNA candidates this week are available for night shifts?”
Candidates whose screening calls mention night availability, with their notes.
“Which candidates did we promise a callback that hasn't happened?”
A list of open promises, who made them and when.
“Why are candidates turning down offers?”
Decline reasons grouped and counted, with the calls behind each one.
“Which recruiters convert the most screening calls into interviews?”
Screening-to-interview per recruiter, with example calls for coaching.
“What pay rates are candidates asking for this month?”
Pay expectations by role, from what candidates said on the calls.
“Which candidates have an active RN license and can start within two weeks?”
Candidates who said so on the call, with the summary for each one.
For HR leaders and administrators
Recruiting nurses and aides
See screening calls, interviews, offers and hires for CNA, LPN, RN and caregiver roles, and why candidates say no.
- Hiring funnel per role
- CNA, LPN, RN and caregiver: screening to interview to offer to hired.
- Speed to callback
- How fast candidates hear back after a screening call, per recruiter.
- Why candidates say no
- Pay, shifts, commute and benefits, straight from the calls.
- Recruiter coaching
- Conversion per recruiter, with real call examples.
Works with the tools you already use
Use PointClickCare, MatrixCare or another EHR or admissions system, or an ATS like BambooHR, Workday or Bullhorn? We build integrations to your systems free. All integrations
Security & compliance
How we protect your data- ActiveLens Ltd. has completed a SOC 2 Type 2 examination (security, availability, confidentiality, privacy), which also assessed HIPAA Security Rule safeguards.
- We sign a Business Associate Agreement (BAA).
- Encrypted in transit and at rest.
- Customer data is never used to train AI models.
- ActiveLens support can access your data only with your approval, per case, time-limited and logged.
- Data-retention controls
- Access per person and per team
- ActiveLens summarizes what candidates say against the job requirements you define. It doesn't make hiring decisions; your team does.
- Recording consent is your responsibility: some states require every party's consent, so tell families, referral sources and candidates they're recorded.
Questions
Is ActiveLens HIPAA compliant? Will you sign a BAA?
ActiveLens Ltd. has completed a SOC 2 Type 2 examination (security, availability, confidentiality, privacy), which also assessed HIPAA Security Rule safeguards. We sign a Business Associate Agreement (BAA).
Do our admissions and front-desk staff need to change how they work?
No. Calls are captured on your existing phones. There is nothing new to learn.
Does it work across multiple facilities, or for a staffing agency placing staff at many?
Yes. Every view and question can be filtered by facility, and recruiting questions can be asked per role and per recruiter.
Can we see which referral sources lead to admissions?
Yes. Ask Anything shows which referral sources led to admissions, from what was said on the calls.
Who can listen to calls with families and candidates?
Only the people you grant access to, per person and per team. Our support team sees nothing without your approval, given per case, time-limited and logged.
Does ActiveLens decide who to hire?
No. It documents the calls and organizes what candidates said; your recruiters decide.
Can recruiters use their mobile phones?
Yes, when their mobile calls go through RingCentral, Zoom Phone, Quo or Phone.com. Softphone and desk-phone calls are captured too. The ActiveLens iPhone and Android app is for in-person meetings and tasks, not phone calls.
Can we define what a screening call must cover?
Yes. Set your own summary template per role, with the fields your recruiters need.
How fast can we start?
Connect your phone system in minutes, and we import the last 30 days of calls.
Import your last 30 days of calls and see what you've been missing.
No credit card. See pricing