Heartwood writes, prints and mails a gentle 13-month letter series to every family you serve, personalized to them and signed as your hospice. You add a family in two minutes. We take care of the rest, and keep the record your surveyors ask for.
Your first ten families are free. No contract.
Every Medicare hospice must support families for at least a year after a death. Medicare doesn't pay for it separately, and most teams make their own mailings in-house: mail merges, envelopes stuffed by volunteers, generic newsletters. The families deserve better, and so does your staff.
of bereavement support every family should receive
of hospices make their mailings in-house (NHPCO member survey)
to add a family to Heartwood. Then it's done.
Enter a family member's name, address and their loved one's name and date of death, or upload a spreadsheet. It takes about two minutes.
Each letter goes out on schedule over 13 months, on your letterhead, signed by your coordinator, by first-class mail. Holidays and birthdays are handled automatically.
Every letter has a private link. Families can ask for a call, update their address, or stop the letters, and you see it in your portal right away.
Written with care, in plain and gentle words. In English and Spanish.
Every letter uses the family member's name and their loved one's name, your logo and colors, and your coordinator's signature. No "Dear Family Member."
Printing, folding, envelopes and first-class postage are included. No mail merges, no stuffing envelopes, no stamps.
Families can ask for a call from any letter. Requests reach your portal immediately, so no one who's struggling falls through the cracks.
Every letter, date and reply is logged. Download your bereavement contact report for any date range in one click.
Each family receives the series in their language, written by people, not machine translated.
We sign a Business Associate Agreement. Family records are encrypted, access is logged, and data is removed after the series ends.
The full 13-month series, printing and first-class postage. No setup fee, no contract, no minimum. Billed monthly for the families you add.
See pricing →First ten families free for every new hospice.
Your bereavement coordinator, or whoever you choose. Letters are printed on your letterhead with your logo and colors, so families know they come from your hospice.
Yes, any time, from the private link in each letter. You'll see it in your portal, and we stop the series immediately.
One at a time in the portal, or by uploading a spreadsheet exported from your EMR. You'll need the family member's name and address, and your patient's name and date of death.
No. It carries the mailed part of it, so your team has more time for calls, visits and groups. Families who ask for a call are routed straight to you.
We sign a Business Associate Agreement with every hospice, encrypt family records, log every access, and remove family details after the series ends. Read more on our security page.
Add your first ten families at no cost. If it isn't right for your hospice, you've lost nothing.
Heartwood Letters
