Website maintenance for healthcare and care providers

We built the websites for CityLight Home Care in Edina, Hope Residential Care, Harmony Supported Living Services in Washington state, NuuroTherapy in Burnsville, Najaah Center, Let's Talk Healing, and Niyyah Recovery Initiative, the first recovery community organization serving the East African community in Minnesota. The pattern across all seven is that the pages which bring in referrals and hires are the pages that rot fastest. A care plan puts one person on them: job posts and wages changed the week they change, waitlist and availability lines kept honest, counties and funding sources matched to your license, intake forms tested every month and kept off tools that leak, the new accessibility deadline treated as a schedule rather than a surprise, and the software patched every week so a site that holds a referral form is never the easy target.

What goes stale first

• 01The careers page is worth more than the services page, and it rots firstFor most Minnesota providers the constraint is staff, not referrals: ANCOR's 2026 survey found 55 percent of providers turning away new referrals for lack of workers. Applicants arrive from a phone, which Appcast's 2026 benchmark puts at 70 percent of all applications, and applications that take under five minutes convert at more than three times the rate of ones that take fifteen. A page listing a filled shift, an old wage, or a PDF application is losing the hire you need most. We change it the week it changes.
• 02Waitlists, counties, and funding sources drift away from the licenseA case manager checks two things in fifteen seconds: what your DHS license covers and whether you serve her county, and she will compare the page with the licensing lookup. With new 245D licenses paused from January 1, 2026 through December 31, 2027, every referral is being fought over by the providers already licensed, and a page that says the Twin Cities instead of naming Hennepin, Ramsey, and Dakota, or lists a waiver you stopped billing, sends her to the next name on the list.
• 03Forms that quietly leakAn intake or referral form that emails its contents in plaintext to a personal inbox is the most common thing we find on inherited provider sites, and the federal guidance on tracking technologies still stands apart from the part a Texas court vacated in June 2024. Squarespace form blocks cannot be used for protected health information, Wix needs its protection switched on, and the free form tools will not sign a business associate agreement. We keep forms thin, on tools that will sign one, with pixels and session replay off those pages.
• 04Accessibility has a date now, and it is a maintenance dateThe HHS Section 504 web rule requires WCAG 2.1 AA of organizations that receive HHS funds, including funds passed through another recipient, and HHS treats Medicaid as federal financial assistance, so a provider paid by Medical Assistance should assume it is covered. The May 2026 interim rule set the deadlines at May 11, 2027 for organizations with fifteen or more employees and May 10, 2028 below that. A site can pass in May and fail by August after three new PDFs and a staff photo; we check every quarter.

The year on the website

This is the calendar we keep for a healthcare & care provider site on a care plan. Your dates go in during onboarding; the work happens without anyone on your staff having to remember it.

1. January – FebruaryNew year wages, benefits, and open shifts on the careers page; county and waiver lists checked against the DHS licensing lookup; winter hours and weather plans; annual review of the privacy policy and what every form collects.
2. March – AprilSpring hiring push: job posts refreshed and the mobile application timed end to end; waitlist and availability lines reviewed; assisted living disclosure documents compared with what MDH publishes; funding pages checked for the questions families ask at tax time.
3. May – JuneHHS Section 504 web accessibility date, May 11, 2027 for providers with fifteen or more employees: a documented pass on every page and PDF before it; summer staffing and respite program pages; graduation-season recruiting for direct support roles.
4. July – AugustNew fiscal year rates where they are published, Elderly Waiver and CADI language checked against current county practice, school-year ABA and EIDBI schedules posted, and the careers page rewritten for the fall hiring season.
5. September – OctoberOpen enrollment and insurance panel changes for therapy practices; flu-season and visitor policies for residential settings; referral packets and fax numbers tested; Google Business Profile hours confirmed as staffed office hours.
6. November – DecemberHoliday hours and on-call details; year-end donor pages for nonprofit providers; the following year's accessibility date, May 10, 2028 for smaller providers, put on the plan; a full restore test and login inventory before the new year.

What we handle every month

• Job posts, wage ranges, and shifts changed the week they change, application timed monthly
• Waitlist, availability, and vacancy lines kept to what the office says this week
• Counties, services, and license type matched to the DHS licensing lookup every quarter
• Intake and referral forms tested monthly, kept thin, on tools that sign a BAA
• Pixels and session replay kept off intake, referral, and appointment pages
• Staff, clinician, and license-letter listings updated as people join and leave
• Quarterly WCAG 2.1 AA pass on new pages, images, and PDFs ahead of the HHS dates
• Weekly software updates, daily backups, uptime and SSL monitoring, hosting checked