How to Ask for Referrals from a Discharge Planner as a Home Care Agency Owner

As a home care agency owner, building strong relationships with discharge planners can be a game-changer for your business. Discharge planners, often found in hospitals, nursing homes, or rehabilitation centers, are key gatekeepers who connect patients with post-care services—like the ones your agency provides. Securing referrals from them requires a mix of professionalism, trust-building, and strategic communication. Here’s a step-by-step guide to help you ask for referrals effectively and grow your client base.

1. Understand the Discharge Planner’s Role and Priorities

Before you even think about asking for referrals, take the time to understand what drives a discharge planner. Their primary goal is to ensure patients transition smoothly from a medical facility to the next phase of care, whether that’s home care, assisted living, or something else. They’re juggling tight schedules, compliance regulations, and the need to match patients with reliable, high-quality services.

To appeal to them, position your agency as a solution to their challenges. Show that you’re not just looking for business—you’re offering a partnership that makes their job easier and benefits their patients.

2. Build a Relationship First

Cold-calling a discharge planner and immediately asking for referrals is a surefire way to get ignored. Instead, focus on building rapport over time. Start by introducing yourself and your agency in a low-pressure way:

• Visit in Person: If possible, schedule a brief meeting or drop by with a professional introduction packet (more on that later). Keep it short—respect their busy schedule.

• Offer Value Upfront: Share helpful resources, like a checklist for home care transitions or insights on how your agency handles specific patient needs (e.g., dementia care or post-surgery recovery).

• Follow Up Thoughtfully: Send a thank-you email or note after your first interaction, reinforcing your interest in collaborating wimmediately ithout pushing for referrals.

The goal is to become a familiar, trusted name before you ask for anything.

3. Create a Professional Introduction Packet

When meeting a discharge planner, come prepared with materials that showcase your agency’s credibility and services. Your packet should include:

• A concise overview of your agency (mission, values, and specialties).

• Testimonials or success stories from past clients (with permission).

• Certifications, licenses, and proof of compliance with local regulations.

• Contact information and a clear explanation of your referral process.

Make it easy for them to see why your agency stands out and how you can meet their patients’ needs.

4. Time Your Ask Strategically

Once you’ve established a connection, look for the right moment to ask for referrals. Timing is everything—don’t rush it. A good opportunity might arise:

• After successfully caring for a referred patient (if you’ve already gotten a chance to prove yourself).

• During a conversation, they mention a challenge your agency can solve (e.g., “We’re seeing more patients needing wound care at home”).

• When offering something in return, like a free consultation for a tricky case they’re handling.

Frame your ask as a natural extension of your relationship, not a demand.

5. Use a Collaborative, Patient-Focused Approach

When you’re ready to ask, keep the focus on the patient, not your bottom line. Here’s an example of how to phrase it:

“I’ve enjoyed getting to know you and learning about the needs of your patients. We’ve had great success supporting folks with [specific need, e.g., mobility issues or chronic conditions] after discharge, and I’d love to explore how we can collaborate to help more of your patients transition home smoothly. Would you be open to referring families our way when it’s a good fit?”

This approach shows you’re invested in their goals and positions your agency as a resource, not a sales pitch.

6. Make Referrals Easy

Discharge planners are busy, so remove any friction from the referral process. Provide:

• A simple one-page referral form (digital or physical) with clear fields for patient details.

• Multiple contact options (phone, email, even a dedicated referral line if possible).

• Quick response times—assure them you’ll follow up with referred families promptly.

The easier you make it, the more likely they’ll send clients your way.

7. Show Gratitude and Follow Through

When you do get a referral, treat it like gold. Deliver exceptional care to the patient, and keep the discharge planner in the loop with brief updates (e.g., “Mr. Smith is settling in well—thanks again for trusting us with his care”). After the case, send a thank-you note or small token of appreciation (check facility policies on gifts first).

Consistent follow-through builds trust and increases the chances of future referrals.

8. Maintain the Relationship

Don’t let the connection fizzle out after one referral. Check in periodically—without being pushy. Share updates about your agency (new services, staff training, etc.) or invite them to an educational event you’re hosting. Keeping your agency top-of-mind ensures you’re the first call when a patient needs home care.

Final Thoughts

Securing referrals from a discharge planner isn’t a one-off request—it’s about fostering a lasting partnership built on trust. By focusing on their needs, providing dependable care, and streamlining the referral process, your home care agency can become their trusted go-to resource. Take it one step at a time, exercise patience, and watch your referral network flourish.

One often-overlooked step is following up with the discharge planner after each referral. Take the time to update them on how the patient is doing—most planners handle countless cases and may lose track of individual patients. Letting them know that the patient hasn’t returned to the ER and is thriving under your care speaks volumes about your agency’s reliability and commitment. This small gesture can solidify their confidence in referring more clients to you.

You’ve got this—go out there, build those connections, and make your mark in the home care world!

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