CareTech Groupfor CareTech Group
Proposal & scope of work

The CareTech facility onboarding system

Prepared forCareTech Group
Prepared byJay · Digilign
VersionConcept preview v1

1The opportunity

CareTech is bringing the Connected Care Ecosystem to market — real-time visibility, analytics, and automation for long-term care, powered by CareTrak. Each facility that comes onboard kicks off work across several of your strategic partners at once — device installation, facility mapping, portal setup, training — each needing different information, each on their own timeline.

With 400+ facilities already trusting CareTech across 25 states, and more onboarding as the Ecosystem scales, that coordination can't live in scattered emails and an unmanaged HubSpot. The result is predictable: things get missed, no one has a single view of "where does every partner stand on every facility," and follow-up depends on someone remembering. At CareTech's scale, that breaks.

This proposal lays out a system that turns that chaos into an accountable, largely automated pipeline — from signed contract to go-live.

2The approach

Rather than force everything into one off-the-shelf CRM, we assign each job to the tool that does it best — a hybrid architecture that's faster to stand up, cheaper to run, and gives CareTech a custom accountability layer no generic platform offers.

LayerRuns on
Contracts, e-sign, comms, reminders, schedulerGoHighLevel
Master intake form + blueprint uploadsCloudflare
Single source of truth (the hub)Cloudflare
Partner status feedback (webhook + link)Cloudflare
Accountability dashboard + SLA escalationCloudflare

GoHighLevel is the proven engine for the marketing/comms work. The Cloudflare layer is the custom brain that makes the whole thing accountable — and it's yours.

3Phased delivery

We build in stages so CareTech sees something working fast, then layer on the parts that make it a real product.

PHASE 1

Working MVP

~2–3 weeks
A live, end-to-end pipeline you can onboard a real facility with.
Master intake form (Cloudflare) with blueprint upload
GHL pipeline: contract → intake → fan-out → live
Contract e-sign + automated stage emails
One partner fully wired end-to-end (Smart Meter)
PHASE 2

The accountability layer

~3–4 weeks
The custom brain — the part that makes nothing fall through the cracks.
D1 hub as single source of truth
Command center: facilities × partners RAG board
Partner portals (magic-link) for every partner
SLA timers + automatic overdue escalation
PHASE 3

Scale & polish

ongoing
Round it out and grow with CareTech.
Support ticketing + AI chat / scheduler
Executive reporting & analytics
Partner webhook integrations as they're ready
Templatized for rapid new-facility rollout

4Scope

Included

  • System architecture & build
  • Forms, pipelines, dashboards, portals
  • Automations, reminders & escalation logic
  • Hands-on setup & ongoing management
  • Training & documentation for your team

Not included

  • The RTLS hardware / device firmware
  • Partners' own internal systems
  • Third-party license fees (GHL, etc.)
  • Clinical / medical software

5Security & compliance

Security is designed into the architecture, not bolted on afterward. Because everything flows through one controlled hub — and each partner only ever sees their own slice of the data — the surface we have to protect stays small and auditable.

Encrypted end to end

TLS in transit and encryption at rest across every system, form and file upload.

Signed connections

Every webhook is HMAC-signed and verified; API keys stay vaulted, never in code.

Least privilege

Each partner sees only their slice. Staff access is per-person via Zero Trust SSO.

Scoped, revocable links

Partner links are random, expiring, single-partner and killable instantly.

Full audit trail

The hub logs every change — who, what and when — for accountability and review.

Enterprise foundation

Built on Cloudflare (SOC 2, ISO 27001) and GoHighLevel — HIPAA-capable under a BAA.

Compliance approach

  • BAAs with every vendor & partner that touches regulated data
  • Data minimization keeps the compliance surface small
  • Patient data stays in CareTrak — not the onboarding layer
  • Blueprints kept in access-controlled storage, never public

Supporting your review

  • Documented data-flow map provided on request
  • Access model & secrets handling written up
  • Your security team's vendor assessment welcomed
  • Instant access revocation on partner offboarding

Describes the proposed security architecture for the system to be built — not a live deployment. Certifications cited (Cloudflare SOC 2 / ISO 27001, GoHighLevel HIPAA under BAA) reflect the underlying platforms' current standing.

6Why Digilign

Architect, not reseller

We design the right stack for the job — not whatever one tool we happen to sell.

Fraction of the cost

Senior, hands-on build at a fraction of what a big agency charges — without the overhead.

You own it

The custom layer is built on your infrastructure — it's an asset, not a rental.

7Investment

Structured to match the phases — a build fee per phase plus a monthly management retainer once live. Final figures tailored to the confirmed scope after our next session.

Commercial model

Phase 1 — Working MVP (one-time build)to be tailored
Phase 2 — Accountability layer (one-time build)to be tailored
Ongoing management & support (monthly)to be tailored

Third-party software (GoHighLevel, etc.) billed at cost, separately.

Next step

A short working session to confirm the intake fields and each partner's setup — then we start Phase 1.

Concept preview prepared for discussion. Timelines and figures are placeholders pending confirmed scope.