Website Implementation Timeline for Hospice Agencies
Total Implementation Time
5-7 weeks
Implementation Phases
Discovery & Compliance Mapping
We audit your current referral flow and map out the necessary HIPAA-compliant touchpoints required for CMS Conditions of Participation.
Tasks
- -Audit existing referral intake forms and on-call routing protocols
- -Define service area geography for localized SEO targeting
- -Review HIPAA BAA requirements for lead capture and storage
- -Identify key stakeholders (Clinical Director, Admissions Coordinator)
Who is Involved
- Read Laboratories Strategy Team
- Hospice Administrator
- Clinical Director
Deliverables
- Project Roadmap
- Compliance Architecture Document
Focus is placed on ensuring the 'Notice of Privacy Practices' is accessible and that all data capture methods meet HIPAA standards.
Architecture & Secure Intake Design
Designing the user experience with a focus on urgent referral intake and family-centric navigation for bereavement resources.
Tasks
- -Wireframe the 'Refer a Patient' portal for medical professionals
- -Design the AI chatbot logic for 24/7 family FAQs and triage
- -Map bereavement resource library structure
- -Select HIPAA-compliant form provider (e.g., JotForm Enterprise or Formstack)
Who is Involved
- Read Laboratories Design Team
- Admissions Coordinator
Deliverables
- High-fidelity UI Mockups
- Intake Logic Flowchart
UI must prioritize 'Urgent Referral' buttons and 'Contact On-Call Nurse' triggers for immediate access.
Content Strategy & Documentation
Developing clinical and compassionate copy that satisfies both family needs and Joint Commission requirements.
Tasks
- -Draft service-specific pages (Routine Home Care, Continuous Care, Inpatient)
- -Review clinical staff bios and volunteer program descriptions
- -Develop bereavement follow-up automation content
- -Verify medical disclaimers and licensure disclosures
Who is Involved
- Read Laboratories Copywriting Team
- Clinical Director
- Volunteer Coordinator
Deliverables
- Approved Content Deck
- Resource Library Index
Content must be written at an appropriate reading level for families in crisis while maintaining clinical accuracy.
Development & EMR Integration
Building the site on a high-performance stack and connecting it to your clinical workflow tools.
Tasks
- -Frontend development with mobile-first responsiveness
- -Integration with EMR (MatrixCare/Axxess) for direct referral pushes
- -Setup of RingCentral or 8x8 on-call routing triggers
- -Implementation of AI-powered search for bereavement resources
Who is Involved
- Read Laboratories Engineering Team
- Agency IT/EMR Administrator
Deliverables
- Staging Site Environment
- API Integration Test Reports
Integration with EMRs like WellSky or MatrixCare often requires dedicated API keys or secure SFTP endpoints.
Testing, Training & Launch
Rigorous testing of intake forms and staff training on managing the new digital referral pipeline.
Tasks
- -Load testing of the site during simulated peak referral hours
- -Staff training on chatbot hand-offs and form notifications
- -Final HIPAA security audit and penetration testing
- -DNS migration and live deployment
Who is Involved
- Read Laboratories QA Team
- All Agency Staff
Deliverables
- Staff Training Manual
- HIPAA Compliance Verification
We perform 'dead-zone' testing to ensure the site remains accessible in low-bandwidth areas where clinicians might be working.
Tool Integrations
MatrixCare
4-6 hoursSyncs web-based referral forms directly into the EMR intake queue for clinical review.
Axxess
3-5 hoursAutomates the transmission of patient demographics from the website to the Axxess hospice platform.
WellSky
5-8 hoursConnects physician referral portals to the WellSky clinical documentation system.
RingCentral
2 hoursRoutes 'Urgent Help' website clicks directly to the active on-call nurse's mobile device.
Google Business Profile
1 hourOptimizes local map presence for all counties served by the agency.
Common Blockers and Solutions
Blocker
Delayed credentialing or API access for EMRs.
Solution
We initiate the EMR vendor request in Week 1 to ensure technical documentation is ready by Week 4.
Blocker
Slow approval of clinical content by medical directors.
Solution
We provide pre-vetted hospice content templates that only require minor agency-specific edits.
Blocker
Lack of high-quality facility or staff photography.
Solution
We provide a photography checklist or can dispatch a local professional to capture compliant, compassionate imagery.
Blocker
Compliance concerns regarding AI chatbot usage.
Solution
We use 'hard-railed' AI that only provides pre-approved clinical information and never offers medical advice.
DIY vs. Read Laboratories
| Category | DIY | Read Laboratories |
|---|---|---|
| Compliance | Basic SSL; forms often sent via unencrypted email. | Full HIPAA-compliant stack with BAA and encrypted database storage. |
| Referral Intake | Generic 'Contact Us' page with slow response times. | Direct EMR integration and instant on-call routing for referrals. |
| Mobile Performance | Templates that break on older phones used by field staff. | Lightweight, mobile-first design optimized for cellular data (4G/5G). |
| Bereavement Resources | Static PDFs that are difficult to find or search. | Dynamic, searchable library with automated email drip sequences. |
| SEO Strategy | Generic keywords like 'hospice' with no local focus. | Hyper-local SEO targeting specific counties and facility referral sources. |
| Maintenance | Agency staff must manually update plugins and content. | Fully managed hosting, security patches, and content updates included. |
FAQ
How do you ensure the website is HIPAA compliant?
We use encrypted form handlers like JotForm Enterprise, sign a Business Associate Agreement (BAA) with you, and ensure no Protected Health Information (PHI) is stored in the website's CMS database. All data is transmitted via TLS 1.2+ encryption.
Can you integrate with Suncoast or MatrixCare?
Yes. We specialize in connecting web intake portals to major hospice EMRs including Suncoast, MatrixCare, and Axxess, typically via secure API or HL7 integration to reduce manual data entry for your admissions team.
Does the $3,000 - $8,000 setup include content writing?
Yes, our setup includes professional clinical copywriting. We draft content for your routine, continuous, and inpatient care levels, as well as bereavement and volunteer pages, ensuring they meet CMS disclosure requirements.
How long does it take for the site to show up on Google for our service area?
While the build takes 6 weeks, local SEO typically begins to gain traction within 60-90 days. We optimize your Google Business Profile and create county-specific landing pages to accelerate this process.
Who handles updates to our bereavement calendar or staff changes?
As part of our monthly support ($100-$300), you can simply email us the changes, or your staff can use the simplified dashboard we build to make quick updates to bios or event calendars in seconds.
Serving Hospice Agencies businesses nationwide. Based in Westlake Village, CA.