From Inquiry Overload to Coordinated Resident Access
The moment a worried family inquiry becomes a structured administrative brief — care level interest, timeline, payer type, decision-maker, documents needed — before a human ever returns the call. This is the Placement-Ready Intake.
Recommended starting point:Foundation Package
The Problem
Senior care organizations don't lose families because of care quality — they lose them in the 'Decision Friction Window.' Families reach out during emotionally charged moments: a fall, cognitive decline, hospital discharge, or caregiver burnout. These inquiries often arrive after hours or during peak intake periods, when staff are already overwhelmed. Administrators become 'Human Routers': re-answering the same questions about levels of care, chasing missing documents (insurance, POA, physician notes), coordinating between residents, adult children, hospitals, and referral partners. Without a system to capture Care Access DNA at first contact, organizations scale missed opportunities, staff burnout, and family frustration — instead of occupancy and continuity.
System Architecture
Meet Your New Team
Operator isn't just software. It's a verified swarm of specialized AI agents working in concert to run your operations.
Intake Specialist
Routing Manager
Engagement Lead
Policy Expert
System Logic: Inbound inquiry received via phone or web
Intake Specialist
Qualifies intent and gathers core requirements.
Policy Expert
Checks internal SOPs for case-specific compliance.
Routing Manager
Assigns to appropriate department with full context.
Engagement Lead
Schedules automated follow-up sequence.
Where Most Senior Care Organizations Start
Most senior care organizations begin with the Foundation Package, installing OperatorHQ as a Private Intake & Access Layer that runs on-premise — ensuring resident and family data stays under facility control.
What's Included
- Operator Node (Mac Studio) — on-prem runtime (as scoped)
- OperatorOS activated (control plane app)
- Core Stack (Lite) included — baseline intake → routing → handoff loop
- One core HQ (Voice HQ for inbound family and referral calls, or Chat / Intake HQ embedded on community and placement pages)
What It Can Do
- Acknowledge 100% of inquiries 24/7 — capture late-night family calls and weekend placement searches with immediate confirmation
- Capture Care Access DNA: inquiry source (family, hospital, social worker, resident), care type interest (Independent / Assisted / Memory Care / Skilled Nursing), time horizon (Immediate / 30–60 days / Researching), payer type (Private pay / LTC insurance / Medicaid inquiry)
- Route Placement-Ready Summaries: deliver clean administrative briefs to admissions staff instead of raw voicemails
What it intentionally does NOT include: What it explicitly does NOT include: Medical assessments or care recommendations. Clinical eligibility determinations. Medication, diagnosis, or treatment guidance. Emergency response beyond human handoff. All clinical decisions remain human-led.
Capability Expansion Path
HQ Pro protects admissions and care staff time: care-level routing logic (Memory Care inquiries routed separately from Independent Living or Skilled Nursing), decision-maker identification (flags who holds POA or financial authority), urgency flagging (hospital discharge, caregiver unavailable, temporary placement needed), and payer-type branching (private-pay vs Medicaid routing).
Administrative routing, not clinical matching. OperatorHQ routes, humans decide.
The Core Stack shares memory and context:
Household memory (adult child chat + phone call linked). Drop-off detection (where families disengage). Occupancy intelligence (admin-level inquiry volume correlation). Cross-channel continuity.
Custom Operator is designed for multi-facility organizations, regional care networks, or enterprise senior living operators requiring maximum governance and separation.
Multi-community siloing. Policy & SOP RAG (administrative). Hospital & partner intake portals. Audit-ready logs.
Every tier increases family clarity and staff capacity — higher tiers add care-level routing, household memory, and ultimately unified community access operations.
Outcomes (Modeled / Typical)
Practices deploying Operator may experience:
Outcomes vary by deployment level, but the system consistently shifts organizations from inquiry overload to coordinated resident access.
Pricing Notes
Packages cap scope, not capability.
SCOPE BOUNDARY (Non-Negotiable): OperatorHQ supports administrative intake, routing, and coordination only. It improves speed, clarity, and staff capacity. It NEVER replaces clinical judgment. It NEVER provides medical or care advice. It NEVER automates placement or eligibility decisions. All clinical and care decisions remain human-led.
Examples only. Capabilities vary by scope, data quality, and integrations. Not legal, medical, or financial advice.
Ready to Deploy?
See how OperatorHQ can work for your specific needs.