By A healthcare provider needed a better way to manage patient information across its clinical and marketing teams. By connecting athenahealth with HubSpot, the organization automated patient registration, appointment updates, and document sharing, helping both teams work with more consistent information and reducing manual data entry.
Quick facts
| Item | Details |
| Industry | Healthcare provider |
| Systems | AthenaHealth and HubSpot |
| Direction | Two-way integration between athenahealth and HubSpot |
| Sync frequency | Every 10 minutes |
| HubSpot object |
Contacts, meetings, notes, files |
The problem: patient information was spread across two systems
The healthcare provider used athenahealth to manage patient care and HubSpot to manage marketing and patient inquiries. Because the systems weren't connected, teams had to manually share information to keep patient records updated.
Marketing had limited visibility into appointment activity. To find out whether a patient had attended a visit, someone had to check with the clinical team.
Patient registration also required extra work. When a contact was ready to become a patient, staff had to enter their information into athenahealth manually, increasing the risk of mistakes.
Insurance cards, identification documents, and signed consent forms were often shared by email and uploaded separately to the clinical system.
These manual processes took time, created opportunities for errors, and made it harder for teams to track patient progress.
How the athenahealth and HubSpot integration works
The integration automatically shares patient information between athenahealth and HubSpot every 10 minutes, helping both teams stay updated.
From athenahealth to HubSpot
- Patient information: New and updated patient records in athenahealth are matched with HubSpot contacts, which are created or updated as needed.
- Appointment updates: HubSpot receives the date and status of each patient's most recent past appointment.
- Appointment history: Appointments from athenahealth appear as meetings in HubSpot, including their associated notes.
- Patient documents: Patient photos, insurance cards, and identification documents are uploaded to HubSpot and linked to the corresponding contact.
From HubSpot to athenahealth
- Patient registration: When a HubSpot contact reaches the agreed stage in the patient journey, the integration checks whether the patient already exists in athenahealth.
- Automatic record creation: If no matching patient is found, a new patient record is created using information from HubSpot.
- Documents and insurance: Insurance details, signed consent forms, and identification documents are added to the patient's athenahealth record.
- Patient requests: Relevant patient requests recorded in HubSpot are transferred to athenahealth as patient cases.
If a record cannot be updated, the integration saves an error message in HubSpot so the team can identify the issue and review the affected patient record.
What the team can do now
| Use case |
What it does |
Team |
| Automatic patient creation | Create patient records in athenahealth using information already collected in HubSpot | Intake |
| Easier consent management | Send signed consent forms from HubSpot to the patient's clinical record | Intake, Compliance |
| Insurance information in both systems | Transfer insurance details to athenahealth without entering them again | Billing |
| Patient documents in one workflow | Share identification documents and insurance card images between systems | Front |
| Appointment visibility in HubSpot | See patient appointments and related notes directly from the contact record | Marketing, Patient services |
| Better appointment follow-ups | Use appointment dates and statuses to create more relevant follow-up campaigns | Marketing, Patient services |
| Patient requests shared with clinical teams | Transfer relevant patient requests from HubSpot to athenahealth | Clinical team |
| Easier troubleshooting | See which patient records failed to sync and review the error information in HubSpot | Operations |
Results
- Patient information is synchronized through a process that runs every 10 minutes, meeting the project's 15-minute update requirement.
- Information moves in both directions between athenahealth and HubSpot.
- Six types of information are shared: patient details, appointments, insurance, consent forms, identification documents, and patient cases.
- Patient registration and document sharing require less manual data entry.
- Marketing and patient services teams have better visibility into appointment activity directly in HubSpot.
FAQ
Can athenahealth integrate with HubSpot in both directions?
Yes. The integration allows athenahealth and HubSpot to share patient information automatically. HubSpot sends patient registration details and documents to athenahealth, while athenahealth provides appointment information and patient updates to HubSpot.
How do appointments appear in HubSpot?
Appointments from athenahealth are created as meetings in HubSpot and linked to the corresponding contact. The integration also updates the patient's most recent appointment date and status, helping teams track patient activity.
When does a HubSpot contact become an athenahealth patient?
A contact becomes eligible for registration in athenahealth when it reaches a specific stage in HubSpot. The integration checks for an existing patient record before creating a new one to help prevent duplicates.
Can signed consent forms and insurance documents be shared?
Yes. The integration can transfer signed consent forms, insurance information, and identification documents from HubSpot to athenahealth, reducing the need for manual uploads.
What happens if a patient record fails to update?
The integration saves an error message on the affected HubSpot record. This helps the operations team identify which records need attention and investigate the issue.
