07 - Handling Phone Calls in CareFunnels

Phone calls are one of the most common ways new leads enter your CareFunnels system. This article explains how phone calls fit into your lead management process and why they’re so important.

1. Manual Entry – You can add contacts directly by pressing the + button and entering their information.

2. Form Submissions – Leads who fill out forms on your website are automatically categorized (e.g., care vs. job inquiry) and placed into the right automations.

3. Phone Calls – Many leads will simply pick up the phone and call your agency.

• High Volume: For every one form submission you receive, you can expect up to ten phone calls.

• Competitive Advantage: Many competitors fail to answer or follow up quickly. Being responsive to calls can set you apart and dramatically improve conversion.

• Lead Quality: A person who takes the time to call is often a highly motivated lead, either seeking care urgently or actively looking for work.

• Answer Promptly: Treat every incoming call as a potential client or caregiver.

• Record the Details: Enter caller information into CareFunnels immediately so they’re tracked like other opportunities.

• Follow Up: Use the opportunity pipeline to move phone leads through the same process as form leads, ensuring they don’t fall through the cracks.

Phone calls are not just another contact method — they’re the lifeblood of your lead flow. With ten times more calls than forms, handling them well can make the difference between winning and losing business.

✅ Tip: Create a simple script for answering calls and capturing key information (name, phone, inquiry type) so your team is consistent and nothing gets missed.