A Simple, Powerful Tool for Referral Partner Follow-Up
Built for the outreach or business development person building your referral relationships, and the owner who's counting on them. Stay organized and purposeful with every conversation, every partner, and every next step.
Sample data, for illustration
A warm handoff is what happens when a referral comes with a relationship behind it, not just a name and a number. That's the whole idea here: helping the person building those relationships stay on top of every one of them.
Right Now, It's Probably a Notebook or a Spreadsheet
Most small and mid-size recovery centers have someone out there building referral relationships, and no real system behind them.
Follow-ups fall through the cracks
Without a record of who's been talked to and when, the next call happens late, or never. A partner notices.
No visibility for the owner
You're paying someone to build and keep up these relationships, and your only way to check in is to ask them how it's going.
Salesforce is built for someone else
It can technically do this job. It's also priced and built for enterprise sales teams, not a one or two person outreach effort at a treatment center.
Everything Your Outreach Person Needs, Nothing They Don't
Built around the job itself: visiting partners, logging the conversation, and keeping the owner in the loop.
Sample data, for illustration
Sample data, for illustration
Log a call or visit in seconds
Right from a phone, between stops. Works offline, so a dead zone in the parking lot never costs a note.
See your whole territory at a glance
A map of where your partners are and how things are trending, with every number kept to a safe band, never a raw count.
Know when a relationship's gone quiet
Partners who haven't been visited in a while get flagged automatically. No commission math, no rep leaderboard, just a clear signal before a relationship goes cold.
The owner's view
See every call and visit your BD person logs, without asking for a status update.
A Fair Comparison, Cost Included
Salesforce can technically track referral partners. So can Kipu, Alleva, Sunwave, Netsmart, AZZLY Rize, Qualifacts, Valant, and PIMSY, each bundled inside a much bigger clinical and billing system. Here's how a dedicated outreach tool actually compares.
| Big EHR / CRM suites | Salesforce / generic CRM | WarmHandoff | |
|---|---|---|---|
| Built for | Admissions, billing, and clinical records | Enterprise sales teams | Recovery center referral tracking, specifically |
| Patient data stored | Full clinical and billing record | Whatever you put in, with no guardrails | None, by design. ZIP code and status only |
| Typical cost | Quote-based, often with implementation fees | Priced per seat, for enterprise budgets | From $99/month. See pricing |
| Setup time | Months, migration-heavy | Weeks of configuration to bend it to this job | Ready to use from day one |
Salesforce isn't a bad tool. It's just not built, or priced, for a two person outreach team at a 40-bed treatment center. A three-person outreach team runs $207 a month on WarmHandoff's Growth tier, next to roughly $300 a month on Salesforce's cheapest usable tier, or $495 and up on its Enterprise tier.
Simple Pricing, Built to Undercut Salesforce
Priced per outreach seat, not per login. Owner and admin seats are always free, because you shouldn't pay to check in on the people you're already paying.
For the one person doing it all, owner, outreach, and everything between.
For a real outreach team. Three seat minimum, volume pricing above that on request.
No Patient Data, So Nothing to Leak
Any system that stores a referred person's name, contact info, or treatment details has to deal with strict rules under 42 CFR Part 2. We skip that problem entirely: we never collect that information in the first place.
This describes our software's design, not legal advice. Review how it fits your program with your own compliance counsel.
No name, address, date of birth, phone number, or email on the referred side. ZIP code and disposition only.
Every referral count below 11 is suppressed everywhere it appears: in the app, in reports, and in every API response.
No commission calculations and no rep leaderboards. A territory planning tool, never a compensation engine.
Built for the Person Who Owns the Territory, and the Person Paying Them
If you're a small or mid-size recovery or addiction treatment center with one person, or a small team, responsible for referral relationships, this is built for you. Even if that's a team of one.
Director of Outreach
Owns the referral pipeline across every location and needs one view of where coverage is thin.
Business Development Territory Manager
Plans a route around high-value accounts and needs a record of every touchpoint, not a memory of one.
Treatment Liaison
The main point of contact for a set of referral sources, and the first to know when one goes quiet.
Owner or Executive Director
Wants to know what the person they're paying to build referral relationships is actually doing, without having to ask for a status update.
Frequently Asked Questions
Is this an EHR, or does it replace our existing system?
No. WarmHandoff has no clinical record, no billing, and no admissions workflow. It runs alongside whatever EHR you already use and focuses only on referral partner relationships.
Does it store any patient information?
No. The referred side of the product never stores a name, address, date of birth, phone number, or email, only ZIP code and disposition, and any count under 11 is suppressed everywhere.
How is this different from Salesforce or a spreadsheet?
Salesforce can technically do this job, but it's priced and built for enterprise sales teams. A spreadsheet has no territory map, no going-cold flags, and no mobile logging for a rep out in the field. WarmHandoff is built just for this job, at a fraction of Salesforce's cost.
Can I see what my business development person is actually doing?
Yes. Every call and visit they log shows up for you automatically, including who they've talked to and when, so you don't have to ask for a report to find out.
Do you support commission tracking or rep leaderboards?
No, by design. Referral counts exist for territory planning, not for ranking reps or calculating payouts.
What does it cost?
$99 a month for a single outreach seat, or $69 per seat for a team of three or more. Owner and admin seats are always free.
Who is it built for?
Multi-location behavioral health and substance use treatment providers with a dedicated business development or outreach function, as well as single-location centers with one person doing it all.
"Our business development person finally has one place to log every call and visit, and I can see exactly who they've talked to without asking for a weekly report."
An outpatient substance use and mental health treatment center, Ohio
Name withheld pending the customer's sign-off to use it publicly.
See Your Territory the Way Your Outreach Team Actually Works
No commitment. We'll walk through your territory, not a generic script.