By A regenerative medicine practice offering stem cell treatments across four specialties needed a better way to manage patients from their first inquiry through treatment and follow-up. 4CAST organized the different patient journeys in HubSpot, automated routine tasks, and created dashboards to help teams track performance across the practice.
Quick facts
| Item | Details |
| Industry | Medical practices, regenerative medicine, multi-service practice |
| Clinical divisions | 4 specialties managed in one HubSpot portal |
| Pipelines | 13 pipelines for patient and service processes |
| Automation | 9 core workflows; 13 manual processes automated |
| Systems | More than 12 systems and potential integrations mapped |
| Reporting | 3 dashboards for different teams |
The problem: managing patients across four specialties was complicated
The practice offered treatments across four specialties, each with its own patient process. Appointments, treatment steps, payments, and follow-ups varied depending on the service.
Patient information and daily tasks were spread across different systems. This made it harder for teams to coordinate activities and follow patients through their treatment journey.
It also limited visibility for leadership. Tracking revenue, understanding which marketing efforts attracted patients, and identifying opportunities for follow-up or additional services required information from multiple sources.
The practice needed a more organized way to manage its services while giving teams a shared view of patient activity.
How the HubSpot implementation works
4CAST organized the practice's patient management processes in HubSpot, creating a setup that supports the needs of all four specialties.
Here's what the team implemented:
- Separate processes for each specialty: 4CAST created 13 pipelines to track patients and services through the appropriate stages, from initial inquiries to treatment and follow-up.
- Automated follow-ups and tasks: Nine HubSpot workflows help manage reminders, payment-related steps, documentation, and patient follow-ups, reducing 13 previously manual processes.
- System and integration planning: The team mapped more than 12 systems and integration requirements to understand how patient information could be connected and managed more consistently.
- Shared patient information: Teams can use HubSpot to follow patient activity across the four specialties, making it easier to coordinate communication and services.
- Reporting dashboards: Three dashboards give leadership, operations, and growth teams visibility into revenue, marketing performance, patient progress, and retention.
With these processes organized in HubSpot, teams can spend less time managing repetitive tasks and have a clearer view of patient activity across the practice.
What the team can do now
| Use case | What it does | Team |
| Track patient activity across specialties | Follow a patient's progress through different services in HubSpot | Care coordinators, Operations |
| Automate patient follow-ups | Use workflows to manage reminders and follow-ups based on each specialty's process | Clinical, Front desk |
| Identify opportunities for additional services | Help teams recognize when a patient may be interested in another service | Growth, Marketing |
| Measure marketing and revenue performance | Use dashboards to review revenue, lead sources, and patient progress | Leadership, Marketing |
| Reduce repetitive administrative work | Automate routine tasks such as reminders and process updates | Operations |
| Improve team coordination | Give different departments access to shared patient information | Operations, Care coordinators |
Results
- Four clinical specialties organized within one HubSpot portal.
- 13 pipelines created to support different patient and service processes.
- Nine automated workflows built to support daily operations and patient follow-ups.
- 13 manual processes automated, reducing repetitive administrative work.
- More than 12 systems and integration requirements mapped to support future data connections.
- Three reporting dashboards created for leadership, operations, and growth teams.
FAQ
Can HubSpot manage different patient journeys for multiple medical specialties?
Yes. HubSpot can be configured with separate pipelines and automated workflows for different services. In this project, 4CAST created 13 pipelines to help a regenerative medicine practice manage patient processes across four specialties.
How does HubSpot help manage patient follow-ups?
HubSpot workflows can automate reminders, tasks, and follow-up communications based on where a patient is in their process. This helps teams maintain consistent communication while reducing manual administrative work.
Can HubSpot help a medical practice identify opportunities for additional services?
Yes. When teams have access to shared patient information, they can better understand which services a patient has used and identify opportunities to discuss other relevant offerings. Any follow-up should follow the practice's patient communication and privacy requirements.
What reports can a multi-service medical practice create in HubSpot?
HubSpot dashboards can help teams track revenue, marketing performance, patient progress, and retention. In this project, 4CAST created three dashboards designed for leadership, operations, and growth teams.
