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.
| 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 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.
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:
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.
| 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 |
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.
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.
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.
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.