Supporting Families Who Use CARROT: A Guide for Postpartum Doulas

CARROT Fertility has become one of the most widely used family-building benefits in the United States, helping parents cover everything from fertility treatments to postpartum care. Many Postpartum Doulas are now finding that a growing portion of their clients are paying through CARROT.

While there is a lot of information available for parents about how to use CARROT, there is surprisingly little guidance for the care professionals who are asked to accept it. That gap can lead to confusion, delayed payments, rejected invoices, and unnecessary stress for both families and caregivers.

In this CARROT guide for Postpartum Doulas, we will walk through everything care providers need to know about working with CARROT. We will explain what CARROT is, how providers get listed in the CARROT database, how to support families using the benefit, and the most common mistakes that can cause approval or payment issues. Our goal is to help you feel confident, prepared, and fully supported when working with families who rely on CARROT to fund their care.

What is CARROT Fertility?

CARROT Fertility is an employer-sponsored family-forming benefit that uses a reimbursement model to help its employees access services ranging from fertility treatment to pregnancy and postpartum care.

When a company partners with CARROT, employees receive a defined amount of benefit funding. This may be structured as a yearly allowance, a per-pregnancy benefit, or a lifetime maximum. Employers can also choose how flexible those funds are. Some allow parents to use their full balance however they choose, while others designate specific amounts for different types of care.

This means that two families using CARROT may have very different levels of coverage, even if they work for different companies using the same benefit platform.

How do I find CARROT clients?

You can find parents who have CARROT in a few ways:

1. Any of the ways that you normally find clients! Word-of-mouth, through your website, Facebook group, networking, etc. [After parents find you, you NEED to be put in the CARROT database to be able to work with said client]
2. If you are in the database, CARROT parents can find your name through searching the CARROT database
3. Agencies. Some Postpartum Doulas choose to work with a newborn care agency like ours, where we often have leads and are looking for Postpartum Doulas and Newborn Care Specialists to match them with. We regularly have new clients who are willing to request the addition of our Doulas to the database; in fact, that’s how about 1/3 of our team has been added!

What is the CARROT Database?

The CARROT Database is a provider directory that CARROT Fertility launched in summer 2025 with the goal of making it easier for parents to find eligible postpartum care providers. Prior to this, families were required to submit an attestation form requesting approval for a specific Postpartum Doula to be their provider before reimbursement could be considered.

The directory was designed to streamline that process by listing pre-approved Certified Postpartum Doulas who meet CARROT’s requirements. In theory, families can search the database, select a provider, and move forward without additional approvals. In practice, the system has had some setbacks. The primary issue was that they received so many applications that they had to shut down open enrollment.

How do I get into the CARROT Database?

The only way to get into the CARROT database at this time is for an expectant or new parent with CARROT benefits to go into their portal and submit a request for an application using your name and email address. It can definitely be frustrating for doulas wanting to be approved by CARROT to feel like it’s a chicken-and-egg situation: how can they get new clients to put them in the database if the best way to find new clients is in the database?!

Don’t fear: many families are overwhelmed by the database or aren’t aware of its existence and are still seeking providers through other means.

If I’ve worked with CARROT Clients before, will I automatically be approved?

This is a big no…Unfortunately. There are many more steps to the CARROT process now than there were before. Please do not tell CARROT clients, or agencies you work with, that you are approved for CARROT if you have not gone through the CARROT Database application and received an email that you are approved.

If you’re confused about what you need, read on, and we’ll also give options to contact us for more information.

How Postpartum Doulas get into the CARROT Database

CARROT allows postpartum care providers to be listed in its database in two main ways: either as an independent business or through an agency. Within each of those, providers can be either Certified or Trained. That creates four possible pathways.

Before we break down each pathway, there are a few things that every single provider must have, no matter how they enter the database.

What Does Everyone Need to Apply to the CARROT Database?

This is the question almost every Postpartum Doula asks. And to be honest, it is not always easy to answer. CARROT’s requirements do shift over time, and depending on how you enter the database, what you need can look a little different.

That said, there is a core set of requirements that applies to every single pathway to be listed in the CARROT database.

If you do not meet these professional requirements, you will not be approved.

The Core Requirements of CARROT [Required for all four Pathways]

No matter how you apply to the CARROT database to become an approved provider, you will need all of the following:

• Proof of Postpartum Doula training or certification – This must come from a CARROT-approved Postpartum Doula training or certification program. [See info on the list below!]
• CPR certification – Your CPR must be current, Adult Infant and Child, not expiring within 30 days, and issued by one of the following organizations:
  • American Heart Association
  • American Red Cross
  • American Safety and Health Institute
• Liability insurance – CARROT currently accepts CM&F and Proliability. As far as we are aware, these are the only insurers that are consistently approved in Database applications.
• References – CARROT requires between two and five references. The exact number varies based on their internal review process.

These four items form the baseline for all CARROT approvals. Without them, no Postpartum Doula can be listed in the database.

Where things become confusing is that some providers also need additional business documentation, depending on how they choose to be listed. Let’s break it down.

Options to be listed in the CARROT Database

CARROT allows postpartum care providers to be listed in two different ways:

• As an independent business, under their own name and business name
• Through an agency, under their own name and the agency’s name

Within each of those options, providers may be either Certified or Trained, which creates four total pathways.

None of these pathways is “better” than the others. They simply reflect different levels of business infrastructure and different preferences around how billing and contracts are handled.

Pathway One: Certified Postpartum Doula Listed Under Your Own Business

This pathway is for certified doulas who operate independently and want families to find and book them directly through CARROT.

In addition to the core requirements for everyone above, you will also need:

• A registered business name [LLC, Sole Proprietorship, or DBA]
• A professional website
• A CARROT-approved contract [They don’t tell you what they’re looking for, will just tell you what to remove]
• A business bank account or approved payment method

Your CARROT profile will display your name, your business name, and your contact information. Great option for a Certified Postpartum Doula who has worked with CARROT before and mostly takes their own private clients.

Pathway Two: Trained Postpartum Doula Listed Under Your Own Business

This pathway is for trained, but not yet certified, doulas who run their own business and want to be listed as such. This is new for CARROT and an option for Postpartum Doulas who have 3 or more years of newborn care experience.

You will need the core requirements, plus everything for pathway one, plus:

• A professional CV or resume showing your postpartum care experience

CARROT uses this to verify that trained doulas have sufficient hands-on experience to support families independently [minimum 3 years to qualify]. CARROT does change its requirements semi-frequently, and we wouldn’t be surprised if they reverted to certification in the future. We do recommend continuing with a certification journey if you are entering the database through this method.

Your CARROT profile will display your name, your business name, and your contact information. Great option for a Trained Postpartum Doula who has worked with CARROT before and mostly takes their own private clients.

When Being Listed Under an Agency Might Make Sense

Not every Postpartum Doula wants or needs to run the “business side” of their work. Some prefer to focus on care while an agency handles marketing, contracts, invoicing, and CARROT compliance.

In this case, Postpartum Doulas have the option to be listed in the CARROT database under the agency’s name, rather than their own.

This is a very common choice for our team members at Well Supported Family, especially for doulas who:

• Do not have a website
• Do not want to manage CARROT contracts and invoicing
• Prefer to work through an established agency that has experience with CARROT’s quirks
• Don’t want to utilize private references

Team members who work with our agency do need an LLC/business bank account so that we can pay them legally, but we can walk them through the process. If you are listed under an agency, you can contact CARROT at any time and ask to be put under your own business name.

Anyone listed under an agency name can work for other agencies or take private clients; it only affects how they appear to parents perusing the database.

Pathway Three: Certified Postpartum Doula Listed Under an Agency

Certified doulas who work with an agency and want to be listed under the agency will need:

The core requirements listed above:

• Proof of certification
• CPR
• Liability insurance
• References [If you have references through the agency, they will provide these for you]

The agency provides:

• The CARROT-approved contract
• Billing and invoicing
• Payment processing
• Ongoing CARROT compliance

Your CARROT profile in the database will display your name, the agency name, and the agency contact information. A great option for Certified Postpartum Doulas who want to focus on client care while the agency handles contracts, invoicing, and CARROT administration.

Pathway Four: Trained Postpartum Doula Listed Under an Agency

This is the most common pathway for newer Postpartum Doulas who have never worked with CARROT before.

The core requirements listed above:

• Proof of training
• CPR
• Liability insurance
• References [If you have references through the agency, they will provide these for you]
• A professional CV or resume showing your postpartum care experience

CARROT uses the CV to verify that trained doulas have sufficient hands-on experience to support families independently [minimum 3 years to qualify]. CARROT does change its requirements semi-frequently, and we wouldn’t be surprised if they reverted to certification in the future. We do recommend continuing with a certification journey if you are entering the database through this method.

The agency provides:

• Ongoing CARROT compliance
• The CARROT-approved contract
• Billing and invoicing
• Payment processing

Your CARROT profile in the database will display your name, the agency name, and the agency contact information. A great option for Trained Postpartum Doulas who want to focus on client care while the agency handles contracts, invoicing, and CARROT administration.

You’re Ready to Apply to the CARROT Database: Now what?

Once you have chosen your pathway and a family has asked you to submit your information, the next step is completing the CARROT application.

This part of the process can feel a little confusing, so it helps to know what to expect. The CARROT application is dynamic, which means sections will appear or disappear depending on how you answer each question. For that reason, it is important to start at the top and work your way through in order rather than skipping ahead.

If any information is missing or entered incorrectly, CARROT may deny the application or request additional documentation. If that happens, do not be discouraged. Most denials are due to small, fixable issues. You can ask CARROT what needs to be updated and resubmit once those changes are made.

If you have submitted your application and have not heard back within 14 days, we recommend following up directly with CARROT. It can also be helpful for the family to follow up through their CARROT portal, as that often speeds up the review process.

How Well Supported Family Can Help

With the goal of supporting Postpartum Doulas in the industry, we have created step-by-step guidance templates for each of the four pathways. These walk you through exactly how to complete the application in a way that gives you the best chance of being approved on the first try. You are welcome to contact us if you would like access to those templates.

What we currently have to share with Postpartum Doulas:

• A sample invoice
• A sample CV
• A step-by-step instructional on how to fill out the CARROT database application

If you fill out this form, we’ll share the requested information about being added to the CARROT database. We won’t ask for payment or anything in return, and anything you submit here stays private and is not shared outside our agency.

If your background appears to align with what we look for when onboarding team members, we may follow up with general information about working with our team to see if you’d like to learn more.

What are the recommended Postpartum Doula Trainings and Certifications to become qualified?

CARROT does not publicly announce what trainings it accepts. A loose rule of thumb is that they accept trainings that are approved by Medicaid. However, it can be heartbreaking to take a course only to learn that it actually isn’t approved. For Example: Expert Rating was a popular, inexpensive online course that many providers used to take to be CARROT approved, but it no longer qualifies.

We do not recommend programs. However, we have gone through the 300+ organizations that CARROT has approved, and have pulled out the ones that are virtual nationwide, postpartum only [not a birth hybrid], and further narrowed it down to the ones that are most common, popular, and not likely to go anywhere anytime soon.

Here is a link to the list of 15 Postpartum Doula Trainings and their costs, recertification length, and a word of highlight about the program. They are in alphabetical order, but not in order of quality. We update the costs every 6 months or so.

I’m talking to a family with CARROT benefits. What now?

If you are not in the database, step one is having them request an application.

Assuming you’re in the database, you first need to gather information. This information will help you to be informed and best support the family.

1. Ask the family their benefit amount

You need to work out how much of your services can fit into their benefit.

2. Ask the family their weekly limit

Most families have to use all of their care within 6 weeks from birth. However, some families have 8 or 12 weeks. You and the family need to know what their benefit amount is so you can make a plan for care.

3. Ask the family if they are working with other Postpartum Doulas

Some families don’t realize that CARROT has a limit on the number of Postpartum Doulas that they can work with. You don’t want to be in a situation where the family is not being reimbursed for your care. Ask them if they are already contracted with other Postpartum Doulas and puzzling together a calendar.

4. Proceed as normal

This is the stage where you usually interview, provide references, sign your contract etc.

5. Provide the PERFECT receipt of retainer

CARROT has a very specific list of requirements for their invoices. If there is anything out of place, they will not reimburse.

• A Label that reads: “For Carrot reimbursement.”
• The legal name of the business and the doula providing services
• The doula’s address and phone number
• The service recipient’s name [parents]
• The estimated due date or birth date of the baby
• Type of service: Example Overnight Postpartum Doula support
• Dates of service or estimated dates of service
• Hours provided per service type
• Hourly rate per service type
• The number of hours worked per day
• Amount paid on the statement
• Total contract cost
• Remaining contract balance
  

This is the area where most Postpartum Doulas have the most problems. We have a sample invoice that Postpartum Doulas can use to minimize back-and-forth!

Fill out the form if you’re interested in a free CARROT-approved invoice template!

What are common mistakes Postpartum Doulas make when contracting with CARROT clients?

We’ve worked with many CARROT clients and have helped almost a hundred Postpartum Doulas get into the database. We’ve seen a thing or two. Here are some issues that we’ve seen firsthand or heard about from other agencies or private doulas:

• A Postpartum Doula submits invoice dates for 6 weeks from when the baby comes home, and not when the baby is born. Those shifts outside the 6-week window are not reimbursable for the family.
• A Postpartum Doula starts working with a client while waiting for their Database application to be approved. They are denied for having the wrong liability insurance. All the dates they worked while waiting for approval are not reimbursable for the family.
• A Postpartum Doula works over 16 hours in a day. Hours over 16 are not reimbursed.
• A Postpartum Doula charges a holiday fee for Thanksgiving. The holiday fee is not reimbursed.
• A Postpartum Doula begins working for a client and their CPR expires. The client is not reimbursed for the dates that the Postpartum Doula didn’t have CPR.
• A Postpartum Doula thinks that because she has worked with CARROT families before that she is eligible and already in the database. The family contracts with her but realizes that she is not approved or eligible and attempts to back out of the contract.

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Contact Us For Support!

We wish you the very best on your journey to working with CARROT! Please fill out the form below if you’d like any free resources or materials to help along the way.

• Sample CV
• Invoice
• Step-by-Step Database Application Instructions