The challenge
A growing healthcare staffing company came to us with a familiar problem: their systems couldn’t keep up with their ambitions.
While their core business—providing temporary anesthesia staffing for hospitals and surgery centers nationwide—was strong, their internal processes told a different story. Their tech stack was fragmented: a Wix website, no integrated CRM, and a sales process run mostly through spreadsheets and emails.
They faced three major hurdles:
- Disjointed systems and manual processes: With no centralized CRM, tracking providers and facilities was chaotic. Marketing and sales efforts lived in silos, making it nearly impossible to measure results or streamline communication.
- Complex pipeline and data management: The business served two very different audiences—healthcare providers (CRNAs and anesthesiologists) and facilities (hospitals and surgical centers). Each had unique needs, requiring separate sales pipelines and credentialing workflows that their current system couldn’t support.
- Technical barriers: Their website, hosted on Wix, made it difficult to implement HubSpot tracking, connect subdomains for landing pages, or integrate forms. These roadblocks stalled their lead generation and limited visibility into web traffic.
Despite these challenges, their team was determined to find a solution that could handle both their immediate needs and their long-term growth.
The solution
Our approach was rooted in simplicity and scalability: build a strong foundation in HubSpot and empower their team to take control of their growth.
Customized pipelines and data structure
We created two separate pipelines—one for providers, one for facilities—and built custom properties to track every stage of the journey. For providers, we added a credentialing pipeline with a unique deal structure to manage the complex requirements of onboarding CRNAs and anesthesiologists. This not only brought clarity but also gave leadership visibility into real-time progress.
Automation to replace manual work
We helped the team implement automated workflows that reduced repetitive tasks. For example, when a form is submitted, an automated follow-up email now goes out instantly, removing delays and ensuring a professional first touch. We also introduced sales sequences to streamline outreach and follow-ups—something their team had never had access to before.
Hands-on technical support
Rather than leaving them with a list of “to-dos,” we worked side-by-side with their team to get the job done. From adding HubSpot tracking to their Wix site, to setting up email sending domains, to embedding HubSpot forms with their developers—we tackled the technical hurdles head-on so they could move forward with confidence.
The results
- A unified sales system: With two pipelines, a credentialing process, and facility tracking all in HubSpot, the company gained a true central hub for their sales operations. No more scattered spreadsheets—just one place to manage everything from prospecting to post-sale.
- Improved efficiency through automation: Automated workflows and sequences eliminated manual tasks, giving the sales team time back to focus on relationships instead of repetitive busywork.
- Confidence and clarity for the future: By the end of the onboarding, their team wasn’t just using HubSpot—they understood it. They had a roadmap for their next steps, including blogging, SEO, and campaign management, and the confidence to execute on it.
This wasn’t just a tech upgrade—it was a mindset shift. By moving from disorganized processes to a scalable system, the company positioned itself to handle increasing demand in an industry facing a critical shortage of anesthesia providers.
Why it matters
Healthcare staffing is a high-stakes business. When hospitals don’t have the right clinicians, surgeries get canceled, patient care suffers, and revenue is lost. This company already excelled at filling operating rooms with highly qualified professionals. What they needed was a sales and marketing system that could match that excellence.
By helping them build a strong HubSpot foundation, we not only solved their immediate problems—we gave them the tools to grow, adapt, and thrive in a market where demand is only going up.
The takeaway
The right system can turn a complicated, manual process into a seamless experience. This case study shows that with the right guidance, even a company weighed down by disjointed tools and technical barriers can transform into a streamlined, data-driven business ready for growth.
At Media Junction, we don’t just install software—we help companies reimagine how they work. Because when your systems run smoothly, your people can focus on what they do best.
