See Every Call and Visit Your Outreach Team Logs
Built for behavioral health and substance use treatment centers. Your outreach person logs every referral partner call and visit in seconds; you see exactly how it's going, with no patient data ever touched.
"I can see exactly who they've talked to without asking for a weekly report." Owner, outpatient substance use treatment center, Ohio
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. Kipu, Sunwave, Alleva, and Ease Health (formerly AZZLY Rize) sell referral and business development CRMs, each bundled inside a much bigger clinical and billing system. Netsmart, Qualifacts, Valant, and PIMSY are full EHRs built around the clinical record and intake. 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, and some publish one-time implementation fees | Priced per user, with an annual contract from Pro Suite up | From $99/month. See pricing |
| Setup time | Weeks to months of implementation and training | 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 small outreach team at a 40-bed treatment center. For one to four outreach reps and an owner who reviews their work, WarmHandoff costs 46% to 55% as much as Salesforce Pro Suite, the first tier with custom objects and full offline mobile, where the owner needs a seat too: $99 to $276 a month against $200 to $500, month to month instead of on an annual contract. Three reps and an owner, for example, are $207 a month on WarmHandoff and $400 on Pro Suite, before adding Salesforce Maps, from $75 per user per month, for a territory view. Salesforce's Core edition, which replaced Enterprise in September 2026, is $195 per user per month. Salesforce figures are its published US list prices as of October 2026.
Simple Pricing, No Annual Contract
Priced per outreach seat, not per login. Owners, executive directors, and managers who review the work 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. Two seat minimum, volume pricing for larger teams on request.
Seats are counted by what a person does, not by their title. Anyone who logs more than ten visits, calls, or other contacts in a calendar month is an outreach seat. Both plans are billed month to month, with no annual contract.
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.
Is this HIPAA compliant, or does it create 42 CFR Part 2 exposure?
WarmHandoff is designed never to hold protected health information. The referred side of the product stores only a ZIP code, a disposition, and dates, never a name, address, date of birth, phone number, or email, and any count under 11 is suppressed everywhere. Visit notes are free text about professional contacts, and the form tells your team never to write anything about a client there. Built that way, it is not designed to need a business associate agreement, and we don't offer one for it. Your own counsel should confirm how it fits your program.
How is this different from Salesforce or a spreadsheet?
Salesforce can do this job once it's configured for it, but the first tier that can, Pro Suite, needs an annual contract and charges for every user, so an owner who just wants to review the team's work usually needs a paid seat too. 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, billed month to month, and owners and managers who review the work are free.
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 outreach seat for a team of two or more, billed month to month with no annual contract. Seats are counted by what a person does, not by their title: anyone who logs more than ten visits, calls, or other contacts in a calendar month is an outreach seat. Everyone else, such as an owner, executive director, or manager who reviews the work, is free, with no limit.
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
Shared with the customer's permission; their name is withheld.
See Your Territory the Way Your Outreach Team Actually Works
No commitment. We'll walk through your territory, not a generic script.