From manual to automated: how one healthcare provider scaled with HubSpot
For one US-based telehealth company specializing in behavioral health, rapid growth exposed cracks in their sales and marketing processes. Manual data entry, disjointed tools, and limited visibility into the sales pipeline were slowing down a mission-driven organization already serving more than 200,000 patient encounters annually. They needed a better way to capture leads, manage deals, and report on outcomes.
The challenge: disconnected systems, lost opportunities
This healthcare provider had been relying on a project management tool to track leads and opportunities. While functional for tasks, it lacked automated CRM capabilities and created major bottlenecks:
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Leads weren’t standardized: Pipeline stages weren’t conditional, and loss reasons, reimbursement rates, and patient numbers weren’t tracked in a consistent way.
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Integration headaches: Outlook add-ins failed, leaving emails unlogged. Data from conferences required tedious manual clean-up before being imported.
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Delayed digital foundation: A new website launch was behind schedule, preventing the installation of HubSpot tracking code and forms—both crucial for capturing and segmenting inbound leads.
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Team misalignment: Sales and marketing struggled to pass leads effectively, creating gaps in follow-up and slowing growth.
The result? Valuable insights were slipping through the cracks, and the team lacked the clarity they needed to scale confidently.
The solution: guided HubSpot onboarding
To address these gaps, the organization partnered with media junction® for a structured 60-day onboarding into HubSpot Sales Hub. With hands-on guidance from a certified HubSpot trainer, the team quickly established a foundation that worked for their unique compliance requirements and long-term growth goals.
Key improvements included:
- Automated workflows: A booking link integrated directly with HubSpot to automatically create new deal records for scheduled meetings. No more manual entry.
- Custom properties and reporting: Fields for reimbursement rates, patient counts, and standardized loss reasons were added, enabling clearer dashboards and better forecasting.
- Streamlined lead capture: A business card scanner integrated with ZoomInfo ensured that contacts from conferences flowed smoothly into the CRM.
- Marketing alignment: The team worked through DNS setup, form integrations, and HIPAA-compliant processes to ensure safe, effective lead management.
The impact: efficiency, clarity, and room to grow
Within weeks, the team began to see measurable improvements:
- Time savings: Automated workflows cut down on repetitive admin tasks, giving sales more time to focus on relationships.
- Actionable insights: Dashboards surfaced why deals were lost, average reimbursement rates, and pipeline velocity—metrics that were previously hidden.
- Smarter outreach: Sales sequences and marketing campaigns were aligned, creating a more consistent experience for prospects.
These shifts didn’t just solve immediate bottlenecks. They set the stage for long-term scalability. By building a structured sales process and integrating marketing efforts, the company laid a foundation for advanced reporting, post-sale service tracking, and even AI-driven insights in the future.
Why guided implementation matters
For a fast-growing healthcare provider with limited HubSpot experience, diving into setup alone would have been risky. With a guided, strategic approach, they avoided common pitfalls and ensured compliance standards were built into every step. The result was a CRM that not only fit their current workflows but also scaled with their ambitions.
