We understand the complexity of healthcare stakeholder relationships — patients, referrers, partners, insurers, and institutional clients all require different engagement models within the same system. Our implementations include data governance frameworks, consent management, and access controls built into the architecture. We've been an Elite HubSpot Solutions Partner since 2017.
HEALTHCARE INDUSTRY
HubSpot for Healthcare Companies
Connect patient engagement, referral networks, and revenue operations — compliantly.
Healthcare organisations need systems that handle complex stakeholder relationships — patients, providers, referral partners, and payers — while maintaining strict data governance. We implement HubSpot as the connected platform that unifies your marketing, business development, patient engagement, and operational workflows within a framework designed for healthcare compliance.
THE CHALLENGE
Patient acquisition is growing, but your systems weren't built for this complexity.
Healthcare organisations reach a point where growth exposes every crack in the operational foundation. Referral networks are managed in spreadsheets. Patient enquiry follow-up depends on who picks up the phone. Marketing generates interest but can't track which campaigns drive actual patient conversions. Business development teams work deals without visibility into the pipeline.
The cost is measurable: referral partners stop sending patients because nobody closes the loop. Patient enquiries go cold because the response takes days instead of minutes. Expansion into new service lines stalls because you can't demonstrate ROI on existing programmes. And through it all, data governance remains a manual process that scales with headcount, not technology.
HEALTHCARE-SPECIFIC CHALLENGES
The operational gaps that limit healthcare growth.
These are the problems we see in every healthcare organisation that has outgrown its original systems and processes.
01. Referral Networks Without Visibility
Referring physicians and partner organisations drive patient volume but you can't track referral sources, measure partner performance, or automate feedback loops.
02. Patient Engagement That Drops Off
Initial enquiries get responses but follow-up falls through the cracks. Without automated nurture sequences and appointment reminders, potential patients choose competitors who respond faster.
03. Business Development Without Pipeline Clarity
B2B healthcare relationships — with insurers, corporate wellness programmes, and institutional partners — require long sales cycles. Without pipeline visibility, forecasting is guesswork.
04. Data Governance by Spreadsheet
Patient data governance, consent management, and communication preferences are tracked manually. Every new regulation or audit becomes a resource-intensive project.
05. Marketing ROI That's Unmeasurable
You invest in digital marketing, community programmes, and physician outreach but can't connect spend to patient acquisition because the data lives in disconnected systems.
THE REAL ISSUE
The CRM isn't the problem. The architecture is.
Healthcare organisations don't need another patient management tool. They need the systems they already have to work together — with governance built in, not bolted on. You need a platform where referral tracking connects to patient engagement, where business development pipelines have full visibility, where marketing can prove ROI to the board, and where every interaction is logged with the right consent and compliance framework. That's not a CRM feature. That's revenue infrastructure designed for healthcare — and it's what we build.
HOW WE WORK
From fragmented to connected — how we implement HubSpot for healthcare.
Our five-phase approach ensures every layer of your operations is architected, connected, and compliant.
Discovery & Compliance Framework
We map your entire operation — patient acquisition channels, referral networks, business development pipelines, stakeholder relationships, and data governance requirements. The output is a detailed blueprint of your future-state HubSpot architecture with compliance guardrails.
CRM & Pipeline Design
We configure contact segmentation for patients, referrers, partners, and institutional clients. Deal pipelines for B2B relationships, referral tracking workflows, and lifecycle stages that reflect the patient journey from enquiry to ongoing care.
Integration & Data Unification
We connect your practice management system, booking platform, communication tools, and business systems to HubSpot. Using native integrations, Operations Hub, or our DataBridge Middleware, we build a unified view every team can act on — with appropriate access controls.
Automation & Patient Engagement
Automated referral acknowledgements, patient nurture sequences, appointment reminders, feedback collection, and re-engagement campaigns. Business development workflows with approval gates and stakeholder notifications. Every automation respects consent preferences.
Reporting & Optimisation
Real-time dashboards for referral source performance, patient acquisition cost, pipeline velocity, marketing ROI, and operational efficiency. Compliance-ready reporting with full audit trails. Quarterly optimisation sprints to refine as your organisation grows.
SERVICES
Services that drive healthcare growth
HUBSPOT
HubSpot Implementation
Architect HubSpot for healthcare operations — referral tracking, patient engagement workflows, and compliance-ready data governance from day one.
HUBSPOT
HubSpot Migration
Move from Salesforce or legacy CRMs without losing referral data, patient history, or compliance frameworks.
CRM & REVOPS
Sales Enablement
Equip business development teams with pipeline visibility, automated follow-ups, and institutional relationship management tools.
CRM & REVOPS
Data Consolidation
Unify patient, referrer, and partner data from practice management, booking, and communication systems into a single CRM view.
DEMAND GENERATION
Marketing Enablement
Patient acquisition programmes tied to measurable outcomes — community outreach, physician marketing, and digital campaigns with full attribution.
DIGITAL EXPERIENCE
Website & CMS
Patient-facing websites on HubSpot CMS with online booking integration, service pages, and conversion-optimised patient journeys.
DIGITAL EXPERIENCE
Data Architecture & Integration
Connect practice management, telehealth platforms, booking systems, and ERP to HubSpot with native, custom, or middleware integrations.
INNOVATION & AI
AI Revenue Readiness
Structure your CRM data so it's ready for AI-powered patient engagement, predictive referral scoring, and operational automation.
CONNECT YOUR STACK
We integrate the tools healthcare organisations actually use.
From practice management to telehealth to patient communication — we connect your entire stack to HubSpot.
Practice Management
Sync patient records, appointment data, and provider availability to the CRM for complete operational visibility.
- Healthbridge
- GoodX
- CompuGroup
- Custom PMS
Booking & Scheduling
Connect booking platforms so appointment data flows into HubSpot for automated reminders and follow-up workflows.
- Calendly
- Acuity
- HotDoc
- Custom Booking Systems
Communication & Engagement
Power patient communication from within HubSpot with full conversation logging and consent management.
- WhatsApp Business API
- Twilio
- Dialpad
- HubSpot Conversations
Accounting & ERP
Sync billing and financial data so revenue reporting matches reality across CRM and accounting systems.
- Xero
- QuickBooks
- Sage
- NetSuite
Telehealth & Virtual Care
Integrate virtual consultation platforms with HubSpot for appointment tracking and post-consultation follow-up.
- Zoom Healthcare
- Microsoft Teams
- Doxy.me
Data & Infrastructure
Connect any data source to HubSpot. If it has an API or a database, we can sync it.
- Google BigQuery
- PostgreSQL
- Custom APIs
- DataBridge Middleware
WHAT CHANGES
What healthcare organisations look like after implementation.
Real operational improvements our clients experience after connecting their revenue engine on HubSpot.
Before
- Referral tracking: manual spreadsheet updated weekly
- Patient enquiry response: 48+ hours average
- Business development pipeline: no centralised visibility
- Marketing ROI: unmeasurable across channels
- Data governance: manual consent tracking
- Appointment follow-up: depends on individual staff
- Tech stack: 8+ disconnected systems
After
- Referral tracking: automated with real-time attribution
- Patient enquiry response: under 15 minutes (automated routing)
- Business development pipeline: single real-time dashboard
- Marketing ROI: full attribution from campaign to patient
- Data governance: automated consent management workflows
- Appointment follow-up: automated reminders and nurture sequences
- Tech stack: unified HubSpot + connected integrations
TESTIMONIALS
Client Testimonials
Having had no previous CRM experience, our team were amazingly supported and coached through the initial setup. Absolutely recommended for healthcare.
Chacko A.
Practice Manager | Medical & Wellness
MO Agency has been a game-changer in helping us maximise our use of HubSpot. The trainers are not only knowledgeable but also very patient.
Haniff I.
Director | Medical & Wellness
Kyle and the HubSpot team provided exceptional support and guidance during the entire process. A game changer for business growth.
Davids F.
Director | Health
Reviews from the HubSpot Partner Directory. View them all.
Frequently Asked Questions
What makes MO Agency different from other HubSpot partners for healthcare?
How do you handle patient data in HubSpot?
HubSpot is not a clinical records system and we don't position it as one. We use it for marketing, business development, referral management, and patient engagement workflows — with appropriate data governance layers. Sensitive clinical data stays in your practice management system. We integrate the systems so teams have the context they need without exposing protected information.
Can you integrate our practice management system with HubSpot?
Yes. We integrate with systems like Healthbridge, GoodX, CompuGroup, and custom practice management platforms using native connectors, Operations Hub, or our DataBridge Middleware. Appointment data, patient status, and operational metrics sync to HubSpot with appropriate access controls.
How long does a typical healthcare HubSpot implementation take?
A standard implementation takes 10-14 weeks. Complex projects involving multiple system integrations, data migrations, and compliance frameworks can take 4-6 months. We provide a detailed timeline during the discovery phase.
Do you support referral network management in HubSpot?
This is one of our core capabilities for healthcare clients. We build referral tracking pipelines, automated acknowledgement workflows, referrer performance dashboards, and feedback loop automations that keep referring physicians engaged and informed.
What ongoing support do you provide after implementation?
Most healthcare clients engage on monthly retainers covering workflow optimisation, new integration builds, reporting refinement, and quarterly strategy reviews. Healthcare operations evolve constantly — we ensure your HubSpot configuration evolves with them.
LET'S TALK
Ready to connect your healthcare operations into a single revenue system?
Whether you're implementing HubSpot for the first time, migrating from a legacy CRM, or fixing systems that can't handle healthcare complexity — we'll design infrastructure built for how healthcare organisations actually operate.