Who We Are & What Makes Us Different

CareAvailability.com was built with feedback from healthcare providers and families to create a fair playing field in senior care search. We wanted to ensure ALL licensed providers are visible to families, not just those who can “buy in” to a database.

➞ What Makes Us Different?

• We show your real phone number (no tracking numbers that hurt your SEO)
• We do not charge referral fees ($0 for referrals, ever)
• We do not collect or sell family contact information (no lead fees for you)
• Families contact you directly at their discretion, and only those they select
• We provide real-time availability families cannot find anywhere else
• We honor freedom of choice by showing ALL licensed providers

➞ Why did we design the site this way?

We are passionate about bridging the gap between senior services and the community. We are not interested in being a middleman or profiting from referrals. This approach helps you avoid referral fees and prevents families from being bombarded by unsolicited calls and emails from multiple providers.

What is the best way to improve my free listing?

Download the Quick Start Instructions (5 Minute Guide)

New to CareAvailability? Follow these steps to get started right away:

Step 1: Find Your Listing

1. Go to CareAvailability.com
2. Enter your community or agency name in the search box
3. Click on your listing when it appears
4. Don’t see your listing? Contact us through the contact page. Or email us proof of your state license or Certificate of occupancy to [email protected] or via the “contact us” page

Step 2: Claim Your Listing

1. Click the “Claim This Listing” button
2. Create your provider login (ensures only authorized people can edit)
3. Submit form
4. Wait 1-2 business days for approval (usually faster)
5. You’ll receive dashboard access via email

Step 3: Update Your Availability

1. Log into your dashboard from any device (computer, tablet, phone)
2. View the “Current Availability” and begin making edits
3. Review your contact details are accurate 
4. Add Availability details: room/care types, payment accepted, start of care dates
5. Click Save
6. You can view more in depth views for an individual location by selecting “My Organizations” on the left tool bar.

That’s it! Your listing is now claimed and families can see your real-time availability, and they can contact you directly by phone or email you with the inquiry form.

How to Claim Your Listing

➞ Single Location

1. Search for your community or agency on CareAvailability.com
2. Click on your listing
3. Click “Claim This Listing”
4. Create your free provider login (this ensures only authorized people can manage your listing)
5. Submit verification information
6. Once approved (1-2 business days), you will receive dashboard access

Don’t see your listing? Contact us at [email protected] or through the Contact Us page.

• Consider upgrading to Premium for more exposure (on CareAvailability.com AND on the web)
• Add 3-5 quality photos of your community/agency
• Complete your profile description with key words and helpful information about your services.
• Update availability at least weekly

➞ Multiple Locations (Regional/Corporate)

If you manage several communities or have multiple offices, this is the best practice to have access to all locations on your dashboard.

1. Follow the Claim Listing Instructions Above.
2. Once you are approved. Log into your Dashboard.
3. On the Left Tool Bar- Make sure you are on the Quick Edit/ Update All view.
4. Scroll to the bottom, to “Claim Another Listing”. Use the search bar to search by name or address. 
5. The select “Claim”. Continue the process until you have claimed all locations you are connected with.

Corporate Account Benefits

• Manage all locations in one place
• Add team members with different permission levels
• Update availability across multiple sites at once
• National Partner benefits for 20+ locations

What is included with a Complimentary Basic Listing?

• Community or agency name
• Address and contact information
• Services you provide
• Ability to report real-time availability
• Dedicated Landing page that is indexed by search engines

Optional Upgrade for any listing: Build a Premium Profile with Marketing and Visuals- because families want to know MORE!

➞ Coverage, Who is included in the provider database and why?

• Independent Living
• Adult Care/Foster Homes
• Assisted Living Facilities
• Memory Care
• Skilled Nursing Facilities
• In-Home Personal Care
• Home Health
• Hospice

We include eight different levels of care or services that each require staff and “availability.” The reason we limit our database to the eight types of care listed below is because we want to provide real time views of what care may be available in a certain area. Although other professional services are critical when planning care for yourself or a loved one, it is usually not restricted by “availability.”

We do list limited professional services such as attorneys, realtors, financial planners, or referral agencies, under “Support and Referral Services, however it is not relevant for these to report Real Time Availability for start of care.

➞ Where did we collect the provider listing basic information?

While we create the initial listing from public licensing records, you decide what happens next. You can claim your listing to update information, add photos, report availability, and manage how families see your community or agency.

How do I report Availability?

• Log into your dashboard from any device (works on computer, tablet, or phone)
• Click “Update Availability”
• Your update is immediately reflected on your listing and in search results with time stamp so families know how recently you updated for accuracy 

➞ What details can I manage?

• Current availability status (Available, Limited Availability, Full)
• Room types available (Private, Semi-Private, Shared)
• Accepted payment types (Private Pay, Medicaid, Medicare, VA, Insurance)
• Advanced service options (Memory Care, Hospice, Respite)
• Start of care dates (Immediate, Within 1 week, Within 1 month)

➞ Who can update availability, and how much does it cost?

Any provider can get started reporting their availability today! It is completely FREE to manage and report current availability information. Providers can also give edit access to multiple other users to ensure listing information is kept current. A Premium marketing profile is available for a flat fee, and these additionally include photos, social media links, virtual tours, descriptive content, and more.

How are search results prioritized and then filtered?

Providers along the continuum of care can report their availability or vacancies so that families, case managers, and community health partners can find REAL TIME availability. Providers can log in and update availability from any device, and that update is immediately reflected on their listing and any search results. The default view for search results shows available providers with photos, and then available providers without photos. The map feature shows providers in the selected geographic region.

➞ Search results display in this order:

• Default View- shows providers with photos (most recently updated are shown first)
• Sort by Availability, Medicare Star Rating, Distance or Alphabetical
  Families, Case Managers, and other referral sources can choose the sort option that best fits their needs.
  • Availability– Those with immediate availability are listed first, with most recently updated prioritized.
  • Medicare Star Rating– integrated with Medicare data for Skilled Nursing and Home Health. The highest rated are listed first.
  • Distance
  • Alphabetical
• Map view showing providers in the selected geographic region

Providers on our platform can manage their availability, care/room types, accepted payment types, and advanced service options. These can be filtered in the search results, which helps both health professionals and families to find care more efficiently.

Families can filter by these details, which means when you keep your availability current, you appear at the top of the search results.

Best Practice: Providers who update at least weekly see 3-4x more inquiries than those who do not report availability.

➞ Why is a provider not listed on CareAvailability.com?

To be a truly comprehensive site, the senior living and care listing data are pulled directly from each state’s health licensing department and then cross checked with Medicare data. A provider may be missing for one of the following reasons:

1. A new licensed provider was added to the state list, after our last round of updates.
2. The state had incomplete data in a field, and we were not able to confirm.
3. Independent Living is not licensed, and not available from the state agencies, but we are are happy to add new communities, once we confirm certificate of occupancy for seniors.
4. In a few states- state agencies may not licensed or certify specific levels of care. In some states, this included “Memory Care” certification, or licensing homecare agencies.

Don’t see your listing? Contact Us for help.

Our team would love to get a comprehensive list of communities or agencies from the home offices and add every location for your company.

➞ How much does CareAvailability.com charge for a referral?

$0. That’s right, zero. We do not charge for referrals that find your community/agency through our site. We are not a referral agency and we do not track specific leads. We are passionate about bridging the gap between senior services and the community; we are not interested in being a middleman or to profit from referrals.

➞ How does CareAvailability.com qualify leads before they reach out?

We don’t – seniors and families reach out to providers directly! We are unlike any other senior-care related service. We do not collect consumer info to send out to countless providers. Instead, we let families find, contact, and choose you directly at their discretion. This helps providers avoid referral fees and prevents families from being bombarded by unsolicited calls and emails.

Why do some listings have images and more details?

Many providers choose to elevate their listing with a paid Premium marketing profile. This optional benefit engages the public with images, videos, amenities, website links, advanced services, and much more. Please visit our Marketing page or Contact Us for more information.

➞ What is the difference between a Complimentary Basic Profile and Premium?

Many providers choose to elevate their listing with a paid Premium marketing profile.

Basic (Free) Listings Include

• Community or agency name
• Address and contact information
• Services you provide
• Ability to report real-time availability
• Dedicated Landing page that is indexed by search engines 

Premium Listings Include Everything Above PLUS

• Priority placement in search results (shown before basic listings on default view)
• Up to 5 photos 
• Description of your services. We recommend focusing on content from your website if applicable, and your first 100 words be important key words. Expand your description from there to be 500-1500 words. 
• 2 Videos can be linked
• Brochure and Floor Plan download
• Website links and social media links
• Detailed amenities, services showcased 
• Advanced services highlighting
• Enhanced analytics reporting
• Dedicated account support
• Your Landing page that more key words, images, and data to increase ranking with search engines and answer engines.

➞ Pricing

$1,000 annually per location

• Local (Individual Providers): easy to upgrade right on the dashboard
• Regional (5+ locations): you can update each individually online or our team can streamline invoicing.
• National (20+ locations): Our team will coordinate implementation with:
  • Partner Landing Page with description and logo for the company
  • Links to all your listings
  • Set up a default Premium template from your web content for all your locations. Your team can update and personalize Immediately.
  • Your preferred billing terms

➞ How to Upgrade to Premium

1. Log into your provider dashboard
2. Click “Upgrade to Premium”
3. Select your plan
4. Add payment information
5. Your premium features activate immediately
6. Start adding your marketing materials

Questions about premium features or pricing? Visit our Marketing page for more details or contact us for a free 15-minute walkthrough: [email protected] 

Multi-location pricing: Organizations with 20+ locations qualify for partnership pricing and additional benefits. Contact us for corporate rates.

Is CareAvailability a Referral Agency or Selling Leads? (And Why It Matters)

➞ We Do Not Charge Referral Fees

That’s right, $0 for referrals that find your community or agency through our site. We are not a referral agency and we do not track specific leads.

➞ We Do Not Collect or Sell Family Contact Information

Unlike other sites, we do not require families to provide their email or phone number to view results. This means:

• No lead fees for you
• Families are not bombarded by unsolicited calls
• You connect with families who are genuinely interested and reached out on their own terms

➞ We Do Not Qualify or Screen Leads

Families reach out to providers directly at their discretion. We do not collect consumer info to send out to countless providers. You receive genuine inquiries from families who chose to contact YOU specifically.

➞ We Do Not Use Tracking Numbers

Your real phone number displays on your listing, which strengthens your local SEO and makes it easier for families to reach you. Should your marketing team wish to use an admissions line or other number- you can choose to do so. All calls go to the number you select, and NOT through a call center or our staff.

Who Can Update Your Listing (And How Much It Costs)

It is completely FREE to manage and report your current availability.

Any authorized provider can get started reporting availability today at no cost. You can also give edit access to multiple users to ensure your listing information stays current.

➞ Who Should Have Access

• Executive Directors or Administrators
• Sales/Marketing Directors
• Regional Managers (for corporate accounts)
• Administrative staff who track availability

➞ How do I add more Users”

1. Log into your dashboard
2. View the location/company you wish to edit
3. Select the “Users” section
4. Click “Add New User”
5. Enter their information and permission level
6. Send invitation. They will receive setup instructions by email or can log on immediately once resetting their email on the “Sign up” tab, top right of the page.

No additional cost for multiple users.

What are the Best Marketing Practices for Maximum Results?

Make the most of your listing by following these proven strategies:

1. Keep Availability Current

• Update often to stay at the top of search results
• Report Availability. Weekly updates minimum to stay visible in availability searches
• Be specific about care/room types, payment options, and start of care dates
• Update your additional users and email address for your inquiry contact form as changes arise. 

2. Complete Your Profile

• Fill out all sections (amenities, services, description)
• Add video tours if available
• Keep contact information accurate (test your phone number and email quarterly)
• Respond to Google reviews to show engagement
• Update your description seasonally to keep content fresh

3. Add Quality Photos

• Show your actual community/agency (not stock photos)
• Include diverse shots: exterior, common areas, sample units, outdoor spaces, awards
• Feature real residents and staff when possible (with permission)
• Use clear, well-lit images (families judge credibility by photo quality)
• Add 3-5 photos for best engagement

4. Respond Quickly

• Aim for 2-4 hour response time (families often contact multiple providers)
• Set up email notifications to alert you of new inquiries
• Create response templates for common questions

5. Optimize for Search Engines

• Include keywords naturally in your description (e.g., “memory care in Portland”)
• Add your specialties (e.g., “specialized dementia care”, “pet-friendly assisted living”)
• Link to your CareAvailability profile from your email signature to help referrals know your availability.
• Keep your business hours updated 

What are good indicators of Success & ideal Benchmarks?

Understanding what “good” looks like helps you optimize your profile for maximum results.

➞ Profile Completeness Benchmarks

• Basic Complete: contact info verified, inquiry email added,
• Good: weekly availability updates, additional staff added to users to assist
• Excellent: logo, photos, videos, robust description and amenities added, all premium features added.

➞ Engagement Benchmarks

• Profile Views: profiles with an image have a higher click through
• More Content: families will ask more specific questions and feel more informed when they have more information (brochure, amenities, website link, etc)
• Inquiry: make sure you update the email associated with your inquiry form if you have a change in marketing or management.
• Availability Updates: Weekly updates generate inquiries, and show at the top
• Response Time: aim to respond within 2 hours of inquiry. Longer than 24 hours delay will negatively effect your outcomes. When families are searching online- they want answers quickly.

How can my company help increase engagement?

CareAvailability has become the go-to resource for care transitions in the Pacific Northwest, but we’re still a hidden gem in many other areas.  We’re looking for respected providers who are interested in sharing this free, comprehensive resource to your community. Our Ambassador Program recognizes providers who actively engage with the platform and maintain excellent profiles. CareAvailability

➞ Ambassador Program Benefits

• Featured placement in search results
• Discounted or free premium upgrades 
• Promotional Materials and resources designed for Hospitals, Physician, and Senior Related /Networking Meetings. All to strengthen your role as a knowledge center, resource and connector. 
• Direct access to our team
• Monthly zoom support for strategy and optimization
• We do limit this opportunity locally.
• “Ambassador Provider” badge on your listing (coming soon)

Troubleshooting & FAQs

Common Issues & Solutions

Can’t Find My Listing

• Try searching by address instead of name on the “Sign-In page” when you “Register as a new user”
• Check alternate spellings or common name variations
• Contact us at [email protected] with your state license or certificate of occupancy if newly licensed.

Verification Email Not Received

• Check spam/junk folders 
• Add [email protected] to your contacts
• Wait 1-2 business days for manual verification
• Contact us if no response after 2 business days

Password Reset

• Click “Forgot Password” on login page
• Enter the email address you used to register
• Check spam folder if reset email doesn’t arrive within 5 minutes
• Contact support if you no longer have access to registration email

Multiple Locations Showing as Duplicates

• Contact us immediately with addresses of duplicate listings, you can use the contact us page. It can be helpful to include the links to the duplicate profiles.
• We will merge duplicates within 2 business days, or delete if needed.

Photos Not Uploading

• Check file size (max 5MB per photo)
• Use supported formats (JPG, PNG, GIF)
• Try different browser 
• Clear browser cache and try again

Changes Not Showing on My Listing

• Did you “save” the update
• Confirm the date you selected for Availability is accurate
• Wait 5-10 minutes for updates to process
• Clear browser cache and refresh page
• Try incognito/private browsing mode
• Contact support if changes still not visible after 1 hour

Are there more ways to Integrate my Profile into my Marketing?

Your CareAvailability profile works best when integrated with your overall marketing strategy.

➞ Use Your Profile Link as a Sales Tool

Your profile URL is a one-stop resource that shows availability, photos, contact details, and descriptions. Share it to simplify the prospect’s journey:

• Text or email to prospects after initial contact
• Include in email signatures 
• Add to business cards 
• Include in discharge packets 
• Share on social media 

➞ Link to Your Profile

As CareAvailability.com gains traffic and improves Google rankings, your website benefits through strategic linking. Add a link to your CareAvailability profile from:

• Your homepage (“Find us on CareAvailability”)
• Contact page
• Resources or links page
• Blog posts about care options

Community Outreach

Keep referral sources updated by showcasing your current availability, latest services, and essential information. With one simple link, they can share your details with potential clients.

Share with:

• Hospital case managers
• Discharge planners
• Social workers
• Area Agency on Aging staff
• Physician offices
• Senior centers

Multi-Location Marketing

Regional managers can view and manage engagement across multiple locations using the “My List” feature:

• Group profiles by region 
• Share regional availability with large health systems
• Create custom lists for different referral partners
• Track which locations need profile updates

SEO Benefits

Your CareAvailability profile improves your overall online visibility:

• Backlinks from CareAvailability to your website boost your domain authority
• Profile pages rank in Google search for your community name
• Local search presence improves with verified location data
• Fresh content (availability updates, photos) signals active business to search engines

Who Uses CareAvailability.com?

Understanding who uses the platform helps you optimize your profile for your target audience:

Families & Seniors

• Searching for available care options
• Not required to provide personal information
• Contact providers directly at their discretion
• Avoid being bombarded by referral agency calls

Health Systems & Hospitals

• Streamlining patient discharge
• Coordinating care transitions
• Finding real-time availability for immediate placement
• Reducing length of stay

Case Management Teams

• Finding available providers for patients
• Honoring patient freedom of choice requirements
• Creating comprehensive option lists
• Saving 2+ hours per day on research

Clinic Discharge Planners

• Connecting patients to community care partners
• Finding specialized services quickly
• Verifying real-time availability before referring

Area Agencies on Aging

• Providing comprehensive local resources
• Supporting community members with care navigation
• Accessing verified provider information

Glossary of Terms

Availability #: Current capacity level (Available, Limited, Full)

Basic Listing: Free profile with essential information and up to 5 photos

Case Manager: Hospital or clinic staff who coordinates patient care transitions

Claim Listing: Process of verifying ownership/management to manage your profile

Dashboard: Provider portal for managing listings and viewing analytics

Discharge Planner: Professional who helps patients transition from hospital to next level of care

Freedom of Choice: Patient right to choose care providers from all available options

Inquiry: Contact from family or professional via your profile

Lead Fee: Charge per referral (we never charge these)

Premium Listing: Paid upgraded profile with priority placement and enhanced marketing features

Profile Completeness: Percentage of profile sections filled out

Real-Time Availability: Current vacancy status updated by provider

Referral Fee: Payment per admission from referral source (we never charge these)

Reporting Rate: Frequency of availability updates (weekly = 50%+, bi-weekly = 25%+)

SEO (Search Engine Optimization): Improving visibility in Google and other search engines

Start of Care Date: When you can accept new residents/clients (Immediate, 1 week, 1 month)

Tracking Number: Alternative phone number that routes to you (we never use these)

Verification: Process of confirming you’re authorized to manage the listing

Need more Help?

Contact us for more support

Together, we’re honoring freedom of choice and making senior care search transparent, comprehensive, and fair.