HOME CARE MARKETING PROS • CLIENT CASE STUDY

How Assisting Hands quadrupled lead volume — and runs it with one
recruiter

Spreadsheets couldn’t scale. A unified system for marketing,
referrals, recruiting, and applicant tracking could.

4x

LEAD VOLUME

1

RECRUITER SCALES GROWTH

30 secs

APPLICANT FOLLOW-UP SPEED

All-In-1

MARKETING + ATS + CRM

Dave Tasto

OWNER, ASSISTING HANDS BOSTON

From the owner’s chair: what changed, and why it mattered.

THE AGENCY

Ready to operate like a bigger business

Assisting Hands – Boston Northwest was held together by spreadsheets and ad hoc workflows — across marketing, referral follow-up, recruiting, and applicant tracking.

Leadership wanted the infrastructure of a mature organization: something that worked for the business today and could keep scaling as they grew.

Spreadsheets can carry a small agency a long way, but they don’t scale, and every workaround built on top of them is one more thing that breaks the moment volume picks up. Assisting Hands wasn’t looking for a patch — they wanted systems built to still work at twice the size.

THE CHALLENGE

Disconnected tools, manual follow-up

Applicants applied and then waited days for a callback while a recruiter sifted through resumes. Leads and referrals lived in separate places. Nothing tied the digital presence together into a single, consistent brand.

The result was lost momentum — with candidates and with leads — and a team spending time on manual work instead of meaningful conversations.

A caregiver applicant who doesn’t hear back in a day or two moves on to the next opening, and a referral partner who gets an inconsistent brand experience starts sending families elsewhere. Every disconnected tool wasn’t just an inconvenience — it was a quiet, ongoing leak in both pipelines.

THE WORK

A unified marketing and recruiting engine

Home Care Marketing Pros replaced the spreadsheets with one connected system for marketing, referrals, and recruiting.

1

One brand, everywhere it shows up

Website, blog, email newsletter, and social all used to look and sound like separate efforts. Now they share one look, one voice, and content that ties back to what’s already published — so the agency reads as one consistent brand no matter where a family or referral partner finds them.

2

Follow-up in seconds, not days

An applicant used to wait days for a recruiter to work through resumes and return a call. Automated texting now reaches them in real time, so they can schedule their own phone screen or discovery call while they’re still interested — instead of days later, after the moment’s passed.

3

One system for the whole office

Applicant tracking, referral marketing CRM, and lead tracking now live in one place the whole office can use, built to keep scaling as the agency grows instead of needing to be replaced at the next stage.

THE RESULTS

Standardized, visible, and built to scale

  • Quadrupled lead volume since starting with Home Care Marketing Pros.
  • One recruiter now supports a growing business thanks to automated follow-up and scheduling.

  • Real-time applicant response replaced multi-day callback delays and improved the caregiver experience

  • Consolidated applicant tracking, referral CRM, and lead tracking into one system for the whole team

  • Built a cohesive digital presence across website, blog, email, and social channels.

WHAT THIS MEANS

Speed to follow-up is a recruiting strategy, not a nice-to-have

In caregiver recruiting, the agency that responds first usually wins the applicant — not the agency with the best benefits or the highest pay. A candidate who hears back in 30 seconds is still in the mindset of applying. One who waits three days has already applied somewhere else.

That’s the real story behind one recruiter supporting a growing business: it’s not that the workload got smaller, it’s that the system now does the part that used to require a person to drop everything and respond instantly.

It feels as though we have the sophistication of a business our size — and not just for today, but to continue scaling as we grow. It’s a system with the right tools for a long-term partnership.

— Dave Tasto, Owner, Assisting Hands – Boston Northwest

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