HubSpot Diamond Solutions Partner
HubSpot & Epic Integration: Unify Patient Engagement and Clinical Care
Bridge the gap between your marketing outreach and the electronic health record (EHR). Automatically sync patient demographics and appointment data between Epic and HubSpot to drive personalized communication and streamline patient access without compromising HIPAA compliance.
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Enrich the Clinical View
Your providers and scheduling staff shouldn't have to toggle between systems to understand a patient's background. Integrating Epic with HubSpot ensures that non-clinical engagement data—like seminar attendance or website inquiries—is visible where care decisions are made.
Referral Management: Ingest referrals from HubSpot forms directly into Epic workqueues or In-Baskets, streamlining the intake process for external provider networks.
Unified Patient Record: Push updated contact information or communication preferences captured by marketing teams directly into the Epic demographic record.
Appointment Requesting: Trigger specific appointment scheduling workflows in MyChart or Epic based on qualified interactions in HubSpot.
Your providers and scheduling staff shouldn't have to toggle between systems to understand a patient's background. Integrating Epic with HubSpot ensures that non-clinical engagement data—like seminar attendance or website inquiries—is visible where care decisions are made.
Integrate IQ has consistently shown they can be trusted with even the most complex projects. I know our customers are in great hands and that the job will always get done right.
Personalize the Patient Journey
Patient experience is the new marketing battleground. This integration feeds HubSpot with high-level encounter data, allowing you to trigger timely, relevant communications—such as pre-procedure instructions or post-visit surveys—based on real clinical events.
Closed-Loop Attribution: Match Epic appointment data back to HubSpot campaigns to calculate the true ROI of your marketing spend and patient acquisition costs.
Automated Nurturing: Trigger email or SMS sequences in HubSpot when an appointment is scheduled, completed, or cancelled in Epic, reducing no-show rates.
Call Center Context: Give contact center agents visibility into a patient’s recent appointment history (dates and departments) directly on the HubSpot Contact timeline.
Patient experience is the new marketing battleground. This integration feeds HubSpot with high-level encounter data, allowing you to trigger timely, relevant communications—such as pre-procedure instructions or post-visit surveys—based on real clinical events.
Flexible, Robust Sync Architecture
Our custom integrations are engineered for flexibility and scale, handling any business logic and data transformation you require.
Built for Your Business Process
We build the integration logic around your specific HL7 or FHIR standards, ensuring the sync facilitates your patient access strategy rather than creating compliance headaches.
- Bi-Directional & Uni-Directional Sync: We configure data to flow exactly how you need it—pushing new leads to Epic for registration, or pulling appointment statuses back to HubSpot for engagement.
- Real-time & Scheduled Syncs: For appointment bookings, we utilize real-time triggers to ensure immediate confirmation. For population health lists, we can deploy scheduled batch updates.
- Custom Sync Logic & Triggers: We apply specific logic, such as only syncing "New Patient" appointments to HubSpot while filtering out sensitive clinical notes or specific encounter types.
- High-Volume Data Handling: Our architecture is designed to handle enterprise-scale patient rosters, ensuring that thousands of appointment updates sync reliably without system lag.
Comprehensive Object & Field Mapping
We map your CRM architecture directly to your EHR hierarchy.
HubSpot
Epic
- Contact
- Ticket / Deal
- Company
- Custom Event
- Form Submission
- Contact Property
- Patient
- Appointment / Referral
- Payer / Provider Location
- Encounter Status (Arrived/Completed)
- In-Basket Message / Workqueue Item
- Demographics (MRN, DOB, Address)
- Contact Patient
- Ticket / Deal Appointment / Referral
- Company Payer / Provider Location
- Custom Event Encounter Status (Arrived/Completed)
- Form Submission In-Basket Message / Workqueue Item
- Contact Property Demographics (MRN, DOB, Address)
Transparent, Project-Based Pricing
No surprises. Clear scope, clear acceptance tests. We believe in straightforward pricing so you know exactly what to expect before we begin.
A failed integration is more than a technical problem: it's a drain on time, budget, and morale. We are the specialists that leading companies like MetLife trust to handle their most mission-critical data flows. We don't rely on fragile connectors or simplistic platforms because we know they can't handle enterprise scale. Our approach is built on robust, custom development and a deep understanding of both HubSpot and the systems you need to connect it to. Partnering with us isn't just another attempt; it's an investment in certainty.
Why Integrate IQ?
Our four pillars for delivering successful outcomes on complex projects.
Mastery of Complexity
We thrive on custom API integrations, multi-system migrations, and “messy data” that makes others pause. Full support for standard and custom objects across your stack is table stakes for us.
Pragmatic Innovation
Real problems, shipped solutions. Our proprietary Smart Ramp apps were developed to fill gaps in HubSpot capabilities and solve real-world customer problems. The same practical mindset powers our HubSpot AI Accelerator: We focus on data readiness and shipped outcomes, not shiny features.
De-Risking the Process
Complex projects demand clarity. Our Smart Process runs on an 8-12 week cadence with stage gates, transparent deliverables, and clear pricing. That’s how we maintain a 98.5% customer retention rate.
The Expert You Call
We’re a developer-led team of integration engineers, solution architects, and technical PMs. Clients describe us simply: 'the folks you call when something seems impossible.'
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Frequently Asked Questions
Yes. We utilize secure, encrypted middleware and adhere to strict data governance standards to ensure Protected Health Information (PHI) is handled compliantly during transit.
We can support both. We typically utilize FHIR resources for modern, API-based data exchange, but can also configure HL7 interfaces for legacy workflows depending on your Epic instance.
Generally, no. We recommend syncing only the metadata needed for marketing and service (e.g., "Appointment Date," "Department," "Provider") rather than sensitive clinical notes.
This is a custom, managed integration solution. We configure the endpoints specifically for your health system's unique environment and security requirements rather than using a generic public app.
Ready to Modernize Patient Access?
Don't let your CRM and EHR speak different languages. Let’s design a secure workflow that connects your marketing efforts to your clinical outcomes.
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