Maverick Healthcare: a home care website that fills out its own forms

Onboarding a caregiver at Maverick Healthcare Services used to mean an hour of handwriting. A new hire printed a stack of documents, filled them in by hand, and carried them to the office. KWA Digital rebuilt Maverick's website so that same paperwork now takes about ten minutes online, fills out the actual official PDFs, and costs the agency nothing extra each month. This is how we did it, and why it matters for any small business still running on paper.

Maverick is a licensed home care agency in Bloomington, Minnesota, serving clients through two state programs: 245D Home and Community-Based Services and CFSS, Community First Services and Supports. Their old site was a four-page template that described the company and offered a single email link. Every real interaction, whether a caregiver applying or a county case manager referring a client, happened on paper. They asked for three things: a modern site organised around their two programs, a way to complete paperwork online, and no new ongoing costs.

At a glance

The problem: a paper agency with a brochure website

The old site did nothing except describe the company. Caregivers applied on paper. Referrals arrived by phone or free-form email. For an agency whose daily work is intake and onboarding, the website sat entirely outside the actual business. Anything that mattered still had to be printed, handwritten, and physically delivered, which is slow for the agency and a barrier for every applicant and case manager who has to do it.

What we built

The new site opens on a split screen that asks one question: 245D HCBS or CFSS. Each program page leads with the two actions that actually matter, an employee intake form and a client referral form, followed by the full onboarding packet and a categorised library of every other form. The design came from Maverick's own logo: its orange, sky blue, and coral became the palette, and the plus marks in the mark became a motif across the site.

The real work, though, is underneath the design, in two parts.

The forms fill out the real documents, not web copies

The outcome first: what took a new hire roughly an hour of repetitive handwriting now takes about ten minutes of typing, and produces a single, print-ready packet of every required document. That is the headline, and here is how it works.

The site does not swap Maverick's paperwork for generic web forms. It fills out the actual documents. A caregiver answers plain-language questions in the browser, and the site writes those answers straight onto the official PDF templates, in the right boxes, on the right lines.

The documents it completes include Maverick's three-page employment application, federal Form I-9, the 2026 federal W-4 and the Minnesota W-4MN through the government PDFs' own fields, the Minnesota Department of Labor employee notice, the direct deposit authorisation, and eight company policy acknowledgments covering things like HIPAA confidentiality and vehicle liability. The applicant signs once, by drawing or typing their name, and that signature is placed on every signature line across every document, dated automatically.

When they finish, they review the packet and choose what to do with it: download, print, or send it straight to Maverick. For referrals, we digitised Maverick's official intake form the same way, so case managers and families complete it online and the site generates a referral document on Maverick letterhead, including the office-use tracking block staff normally fill in by hand.

One-click delivery that keeps sensitive data safe, at no monthly cost

Again the outcome first: a caregiver or case manager can fill a form and send it to the right inbox with one click, the website stores none of it, and Maverick pays nothing extra each month for any of it. For paperwork that carries Social Security numbers, bank details, and client health information, that combination is the whole point.

We designed the data path before the features. Every form is generated in the visitor's own browser. The website has no database, no analytics, and no trackers, and it stores nothing anyone types, not even between pages of the same visit.

Delivery was the harder part. The client wanted true one-click sending, but the usual way to do that is a form backend plus a paid email service, and because referrals contain protected health information, it would need a vendor willing to sign a Business Associate Agreement. Most email services will not, and the ones that will charge for it. So we avoided the problem instead of paying for it.

A small script we wrote runs inside Maverick's own Google Workspace account. It receives each finished PDF from the visitor's browser and emails it to the correct program inbox, 245D paperwork to one address and CFSS paperwork to the other. The only company that ever touches the data is Google, which is already covered by the Business Associate Agreement it provides to Workspace customers at no charge. The script stores nothing and runs on infrastructure Maverick already pays for. If a send ever fails, the site falls back to preparing the document for the visitor's own email app, so nothing is lost.

Also delivered

• Program-aware routing throughout, so the same forms know which program a visitor came from, pre-select the right position, include the right job description, and send to the right inbox.
• Business email set up on the client's own domain, including recovering a forgotten Google Workspace account through DNS verification.
• DNS cleanup and deployment on Cloudflare, with the old email records preserved so mail never broke.
• A plain-language privacy notice that accurately describes how the site handles data.
• Photography, custom PDF letterhead, digital signature capture, and a mobile-friendly build throughout.

The results

• 14 official documents made fillable online, plus a referral intake built from the client's own form.
• One combined onboarding packet: every required document, answered once and signed once.
• $0 per month in new subscriptions for forms, submission, or email delivery.
• No visitor data stored by the website, by design.

Why this project matters

Most websites are brochures. This one does a job. The difference for Maverick was not a nicer design, though the site is far better looking; it was that the website now runs a real part of their operation, turning their slowest manual process into something an applicant finishes on their phone in minutes. That is how we think about web design: a site should be wired into how the business actually works, not sit beside it.

If your business still runs on paper forms, repetitive data entry, or a website that looks fine but does nothing useful, that is the kind of problem we like. See our website design and redesign service, read our other case study, or get in touch and tell us where your process still runs on paper.