Market
Built to map every hospital, physician and facility in your territory and who they refer to.
Public data like CMS facility files and the NPI registry, matched to your own referrals so you can see your share, private pay included.
Referral intelligence + a system of action
Win more referrals from the hospitals and doctors around you.
Wellby is built to supercharge your business development, sales and marketing teams. Know who to target, win their referrals, and prove it worked. It shows your share of every hospital's and doctor's referrals, runs the outreach your team approves, and measures what it won.
Built for post-acute care first: home health, hospice, skilled nursing, rehab and home care.
Today in WellbyExample
New referralMercy GeneralHospital · counted automatically
Received
Scored and rankedRanked #1 · score 92You get 31% of their referrals · +18% vs last quarter
Top source
Outreach draftedCheck-in for Oak Hill NursingQuiet 41 days · in your marketer's voice
Approve & sendThe problem
Your referral intelligence is scattered everywhere.
Referrals arrive as emails, face sheets and phone calls. Your care software can't tell you which partner sent the most this quarter.
Each marketer carries a personal network, and there are far more hospitals, rehabs and discharge planners worth seeing than people to see them.
A partner says they've been sending you business. Without the numbers, you can't say otherwise.
You send a nursing facility patients for rehab. They're supposed to send some back. Nobody is keeping count.
Market-data tools hand you dashboards built on claims. Private-pay clients barely show up, and your team still has to write and chase every message.
The platform
Intelligence tells you who. A system of action wins them.
Understand
Built to read every referral you receive and score every source by referrals, admissions and revenue.
Tracked month over month and quarter over quarter, from the email and care software you already use. No new data entry.
Prioritize
Built to rank who to contact today, so the right partners hear from you first.
Partners going quiet, trending up or waiting on a reply rise to the top of each marketer's queue.
Message
Built to draft every thank-you, check-in and update in your team's voice.
Messages go out from your marketers' own email after they approve them, so replies come straight back.
Follow up
Built to follow up until they reply, and book the visit when they do.
Wellby watches every thread, nudges when one goes quiet and turns replies into visits on the calendar.
Who it's for
Built for the people who bring in referrals.
Owners and executives
Know what each referral relationship is worth. See which partners drive admissions and revenue before you hire another marketer or redraw territories.
Marketers and community liaisons
Start each day with a prioritized outreach queue and the messages already drafted. Approve, send, and let Wellby chase the follow-ups.
Admissions and intake
No new data entry. Wellby is built to count referrals from the emails and care software they already arrive through, so nobody keeps a second log.
How it works
Target. Win. Prove it worked.
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Target
Every hospital, physician and facility in your territory, ranked by opportunity, with your share of each one's referrals. Your team knows exactly who to go after.
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Win
Agents draft the thank-yous, check-ins and updates, line up the visits, and follow up until partners reply. Marketers approve every message, and partners going quiet get a win-back plan.
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Prove
Every touch is tied to the referrals and admissions that follow, by source and by marketer, so you see which outreach actually grew the business.
The scorecard
Every source, scored and mapped.
Pick a source to see its trend and two-way balance. Sample data
Relationship mapLast 90 days
| Source | Referrals | Your share | New clients | Revenue | You sent | vs last qtr | Status |
|---|
Measure what wins
The numbers that grow your business.
Most tools count calls and visits. Wellby is built to measure outcomes, so owners can see what's working and marketers can see where to go next. Sample data
- 31%
Your share of their referrals
Of everything a source refers out, how much comes to you, and how that changes after outreach.
- +18%
Growth from worked sources
Referrals from the partners your team worked, compared with before.
- 3 of 5
Quiet partners won back
Sources flagged as going quiet that referred again within 60 days.
- 4 hrs
Time to first follow-up
From a new referral or a quiet alert to an approved message on its way.
- 2.4
Referrals per 10 touches
Which outreach actually turns into referrals, by message type and by partner.
- 46%
Referral-to-admission rate
How many referrals become clients, by source and by marketer.
Why Wellby
Others give you data. Wellby does the work.
Trella and Definitive Healthcare give your team claims data and dashboards, and leave the rest to you. Wellby is built to bring market data and your own referrals together, private pay included, then put agents on top that decide who to contact, write the message and follow up until partners reply. Most tools count activity. Wellby measures outcomes.
Data platforms
- Claims data and dashboards
- Your team decides who to call
- Your team writes every message
- Your team chases every reply
- Private pay largely invisible
- Activity tracked, outcomes left to you
Wellby: intelligence + action
- Market data plus your own referrals
- Agents rank who to contact today
- Every message drafted for you
- Follow-up until they reply
- Every payer, including private pay
- Every touch tied to referrals won
Built for healthcare data
Designed around HIPAAWe'll sign a business associate agreement before any provider connects real patient data.
Reads, doesn't rewriteWellby is designed to read referrals, not change records in your care software.
You approve what goes outMessages are sent from your team's own email, only after a marketer approves them.
From the blog
Playbooks for referral teams.
- Territory planning
How to find every referral source in your territory with free public data
Build a complete list of hospitals, physicians, nursing facilities and case managers around your offices with the NPI Registry and CMS data. - Measurement
Referral share: the one number post-acute marketers should track
Visit counts tell you how busy your team is. Referral share tells you whether it is working. What it is, how to estimate it, and how to use it to plan outreach. - Partner retention
How to spot a referral partner going quiet before you lose them
Partners rarely announce that they have switched agencies. A simple way to set a baseline for each source, catch a drop early, and run a win-back that works.
Is this a CRM?
No. A CRM waits for someone to type in every call and visit. Wellby is referral intelligence plus a system of action: it's built to work from the referrals you already receive, show which relationships drive growth, and do the follow-up work your team doesn't have time for. If you use a CRM, Wellby sits alongside it.
Who is it for?
Owners and growth teams (marketers, community liaisons, business development and admissions outreach) at care providers that grow through referrals. We start with post-acute care (home health, hospice, skilled nursing, rehab and home care) and extend to home infusion, senior living, behavioral health and addiction treatment. The referral sources differ, from discharge planners to therapists, psychiatrists and emergency departments, but the work is the same.
How is this different from Trella or Definitive Healthcare?
They give you data: claims-based market views, dashboards and, with Trella, a CRM to log the work. Your team still decides who to call, writes every message and chases every reply. Wellby is built to do that work: agents that rank who to contact, draft the outreach in your team's voice and follow up until partners reply, using your own referrals, private pay included. See Wellby vs Trella and Wellby vs Definitive.
Does Wellby send messages for us?
It drafts them and queues them by priority. By default a marketer approves each one, and it goes out from their own email so replies come back to them. Wellby then watches the thread and drafts the follow-up if no one replies.
How much work is setup?
Very little for your team. Sign up in the browser, add your agency name, website and offices, and Wellby maps the referral sources around each office. Bring your referral history in with a CSV upload. There's no sales call and no new forms for intake to fill in.
Will my marketers actually use it?
It's built around how they already work: a short weekly plan and check-ins drafted for them to review and send from their own email. There's nothing to log after a visit unless they want to add a note.
Does it work across multiple locations?
That's the plan. Each location gets its own scorecard and visit plan, with a roll-up for owners who want to compare locations and territories.
Which systems will it connect to?
Today you bring referrals in with a CSV upload. Next we're building connections to AxisCare and HubSpot, then Gmail and Outlook. None of those connections are live yet. Tell us what you use and it helps us decide what comes next.
What about HIPAA?
Referrals contain patient information, so we're designing Wellby around HIPAA requirements from the start and will sign a business associate agreement before any provider connects real data. We aren't claiming compliance for a product that isn't live yet.
What will it cost?
Every plan starts with a 14-day free trial. You add a card when you sign up, and you're not charged until the trial ends. Cancel before then and you pay nothing. We're finalizing prices now and will post them on the pricing page.
When can we start?
Wellby is in development, with self-serve sign-up rolling out now. When it's open, you'll start a free trial and be working within minutes.
What's on the roadmap?
Next up is lead tracking: following up with people who asked about care but haven't started, and helping your team turn them into clients, with agents doing the follow-up. It isn't built yet.
14-day free trial
Start winning more referrals.
Sign up, add your offices, and see every referral source around you. No sales call.
- Add a card to start, nothing charged for 14 days
- Set up in minutes, right in your browser
- Agents draft the outreach, your team approves it
Questions first? Email our team
