At Wayfinder, we've facilitated thousands of connections between Medicaid case management agencies and HCBS provider agencies. To help you succeed, we recently analyzed data from 2,500+ RFPs handled by our partner case management agencies.
We compared the responses that resulted in a successful outcome against those that didn't. What we found was a clear roadmap for success. While a Case Manager often does the initial screening, the final decision is frequently made by the individual seeking services or their family. To win, you must convince both the professional and the decision-maker that your agency is the right fit.
Here is what the data tells us about writing responses that actually convert.
1. Ditch the "About Us" and Lead with the Client
The most common mistake in unsuccessful responses is starting with a corporate bio. Individuals, families, and Case Managers are scanning for one thing: relevance.
❌ DON'T: "Founded in 1998, we are a leading provider of personal care services in Colorado..."
✅ DO: Pick out a specific detail from the client's profile in the RFP and address it directly in your opening.
"Our caregivers are specifically trained to work safely around adaptive equipment such as wheelchairs and oxygen. We specialize in maintaining clear, accessible pathways to ensure safety and mobility in the home."
Why it works: It immediately signals that you didn't just copy-paste a template. You read the client's profile and are already thinking about their specific safety needs.
2. Speak to the Person (Be Human)
Case Managers are looking for professional competence, but individuals and families are looking for a personality match. Responses that feel overly bureaucratic often fail to build the trust needed to choose you.
❌ DON'T: "To Whom It May Concern: Pursuant to the solicitation for respite care, we have the following qualifications..."
✅ DO: Use a warm, collaborative tone.
"Hi there! We would love to meet [Client Name]. We see that he loves basketball—we actually have a staff member who is a huge Nuggets fan and loves staying active with our clients!"
Why it works: People want to know their loved one (or they themselves) will be with people who enjoy their company. A warm tone implies a warm culture.
3. Answer the "When" and "Where" Upfront
In our analysis of over 2,500 RFPs, "urgency" was a recurring theme—especially for respite and emergency services. Providers who are vague about their availability often get passed over for those who provide concrete details.
❌ DON'T: "We have current capacity and look forward to discussing a possible start date."
✅ DO: Be specific about your timeline and location.
"We have a provider available in Adams County who can start as early as next Monday. We are ready to coordinate a meet-and-greet immediately."
Why it works: Specificity removes the "work" for the Case Manager. If you tell them you can start Monday, they can give the individual or family a concrete solution right away.
4. Solve the "Bad Day" Challenge
Many RFPs on Wayfinder include a "Good Day vs. Bad Day" section to help providers understand behavioral or emotional triggers. The best responses address these "Bad Day" scenarios directly with specific solutions.
❌ DON'T: "We provide a person-centered approach to all behavioral challenges."
✅ DO: Provide specific strategies.
"For the individual's nighttime verbalization and anxiety, we can implement a consistent routine using low-lighting and noise machines, which has been successful with our other clients in similar situations."
Why it works: This shows that you aren't intimidated by the challenges. It transforms a "behavioral risk" into a "care plan," giving peace of mind to everyone involved.
5. Keep Your Provider Profile Current
Your RFP response gets you in the door—but your Wayfinder profile closes the deal. Case Managers and families use your public profile to learn more about your agency before making their final decision.
❌ DON'T: Leave your profile incomplete or outdated with generic placeholder text like "We provide quality care services."
✅ DO: Treat your profile as a living document that showcases what makes you different.
Update your services and waivers regularly - If you've expanded capacity or added new service types, reflect that immediately
Write a compelling bio - Instead of generic statements, highlight what truly sets you apart: your specialized training, unique programs, staff expertise, or care philosophy
Add visual elements - Upload your logo and link to a YouTube video if you have one. Families want to see your team and get a feel for your culture
Why it works: When a Case Manager or family clicks on your profile after reading your response, a complete, professional profile reinforces that you're organized, transparent, and serious about the work. An outdated or bare-bones profile can undo even the best RFP response.
The Bottom Line: Quality Over Length
The data is clear: Length does not equal success. Many winning responses were under 150 words. They didn't win by being long; they won by being personal, proactive, and specific.
Next time you respond to an RFP on Wayfinder, try this: Delete your standard intro, find one specific detail about the client's interests or medical needs, and explain exactly how you will support it. That 30 seconds of effort is the difference between being "just another provider" and being the "right one."