Building Trust by Providing Consistent Patient Updates to Referral Partners

Build Trust, and the referrals will come.

Starting a homecare agency is an exciting leap into a booming industry—demand is skyrocketing, with the U.S. home healthcare market projected to hit $340 billion by 2027. But here’s the catch: getting clients through the door isn’t just about offering great care. For new agencies, it’s about proving you’re reliable, especially to the gatekeepers who send patients your way—hospital discharge planners, physicians, and other referral partners. One of the simplest, most effective ways to build that trust? Provide consistent patient updates. Here’s why it works and how to make it happen.

Why Updates Matter More Than You Think

Picture this: a discharge planner refers a patient to your agency. They’ve got a full plate—coordinating care, reducing hospital readmissions, and juggling dozens of cases. The last thing they want is to wonder whether your agency followed through. A quick, consistent update—“Mrs. Johnson’s doing great, her mobility’s improving, and we’ve got her meds sorted”—doesn’t just ease their mind. It shows you’re on top of things.

Referral partners aren’t just looking for caregivers; they’re looking for partners. Hospitals face pressure to keep readmission rates low (think Medicare penalties), and they rely on homecare agencies to keep patients stable at home. When you close the loop with updates, you’re not just reporting—you’re building a relationship. Over time, that planner will think of you first when the next patient needs care.

The Trust Factor

Trust isn’t built overnight, especially when you’re the new kid on the block competing with established agencies. Consistent updates signal reliability, accountability, and professionalism—three things every referral source craves. A 2021 AxisCare report highlighted a 44% growth in new homecare providers from 2016 to 2021, meaning the field’s getting crowded. Stand out by showing you’re not just another startup—you’re a dependable ally.

Take it from the data: small to medium-sized agencies (your likely peers) often struggle to secure steady referrals because they don’t prioritize communication. A simple follow-up can flip that script. When a planner knows you’ll keep them in the loop, they’re more likely to trust you with their patients—and their reputation.

How to Do It Right

So, how do you turn patient updates into a trust-building superpower? It’s easier than you might think. Here’s a game plan for new agencies:

1. Set a Schedule—and Stick to It

   
   

   Decide how often you’ll update referral partners: weekly, biweekly, or after key milestones (e.g., first visit, med adjustment). Consistency is key. Even a quick email or call every Monday can signal you’re proactive.

2. Keep It Simple but Specific

   
   

   No one’s got time for a novel. Try this: “Hi [Planner’s Name], just a quick update—Mr. Davis started with us last week. His wound care’s on track, and he’s sticking to his PT routine. No issues so far. I’ll check in again next week.” Short, sweet, and packed with what they need to know.

3. Highlight Wins (and Flag Concerns Early)

   
   

   Good news builds confidence—“Mrs. Lee’s blood pressure is stable, and she’s loving her caregiver!”—but don’t shy away from heads-ups like, “We noticed Mr. Carter’s appetite’s down; we’re coordinating with his doctor.” Transparency shows you’re not hiding problems—you’re solving them.

4. Use Tech to Stay Organized

   
   

   As a startup, you might not have a fancy CRM yet, but even a spreadsheet can track who you’ve updated and when. Down the road, consider a digital referral platform (shameless plug for tools like ours at ElderNetHub.com!) to streamline the process and look polished doing it.

5. Ask for Feedback

   
   

   End your update with, “Anything else you’d like to know?” It invites dialogue and shows you value their input, strengthening the partnership.

Real-World Impact

Let’s say you’ve got a referral from a busy discharge planner at your local hospital. You send a brief update after week one: “Patient X is settling in, caregiver’s a good fit, no ER visits.” Then another at week three: “Patient X’s mobility’s up 20%, still stable.” By month’s end, that planner’s not just impressed—they’re relieved. Next time they’ve got a patient needing homecare, who do you think they’ll call? The agency that ghosted them or the one that kept them posted?

I’ve seen this play out firsthand. In all my time in home care marketing, agencies that prioritize updates don’t just get referrals—they get loyalty. One planner told me, “I stick with agencies I don’t have to chase down.” That’s the gold standard you’re aiming for.

Start Small, Win Big

You don’t need a big budget or a huge team to pull this off. Start with your first handful of clients and make updates a habit. As you grow—maybe hitting that 10-client mark in your first six months—you’ll have a system in place that scales with you. Plus, it’s a selling point: when pitching to new referral sources, mention, “We keep you updated every step of the way.” It’s a small detail that packs a big punch.

The Bottom Line

Building trust with referral partners isn’t rocket science, but it does take intention. Consistent patient updates are your secret weapon to prove your new homecare agency isn’t just here to play—it’s here to stay. In a crowded market, that trust can turn a one-off referral into a pipeline of clients. So grab that phone, draft that email, and show your partners you’ve got their back. They’ll return the favor.

Kevin, is the founder of ElderNetHub.com, helping homecare agencies grow through smart referral strategies. Got questions? Reach out to Kevin@eldernethub.com