By A mental health practice needed a better way to track which marketing leads became patients. By connecting Tebra with HubSpot, the team can now see appointment and visit information in one place, improve follow-ups, and measure the results of its campaigns.
Quick facts
| Item | Details |
| Industry | Mental health care |
| Systems | Tebra to HubSpot |
| Direction | One way, Tebra to HubSpot |
| Sync frequency | Every hour |
| Data window | Patient updates from the last 24 hours and appointments from the previous and upcoming year |
| HubSpot object | Contacts |
| Information shared | Last visit, appointment confirmation status, and next appointment |
The problem: marketing couldn't track which leads became patients
The front desk used Tebra to manage patients and appointments, while the marketing team used HubSpot to manage leads and campaigns.
Once someone booked an appointment in Tebra, HubSpot had no way of knowing. Marketing couldn't easily tell who had booked, attended a visit, or still needed follow-up.
As a result, patients sometimes continued receiving emails encouraging them to book an appointment, even after they had already scheduled one.
The team also struggled to measure how many leads from marketing campaigns actually became patients. Getting that information meant asking the front desk to check records manually.
How the Tebra to HubSpot integration works
The integration automatically brings appointment information from Tebra into HubSpot every hour.
Here's how it works:
- Every hour, the integration checks Tebra for patients whose information has changed in the last 24 hours.
- It reviews their past and upcoming appointments, covering one year in each direction.
- It identifies three important details: the most recent visit, whether that appointment was confirmed, and the next scheduled appointment.
- It finds the matching contact in HubSpot using the patient's Tebra ID or email address. This helps prevent duplicate contacts.
- It updates the contact in HubSpot with the latest information.
The front desk continues using Tebra as usual. Marketing gets the appointment information it needs directly in HubSpot, without asking staff to enter it twice.
What the team can do now
| Use case |
What it does |
Team |
| Track leads who become patients | See which marketing leads have attended a visit | Marketing, Growth |
| Stop unnecessary emails | Automatically stop booking reminders when someone has an upcoming appointment | Marketing |
| Improve appointment follow-ups | Use appointment information to help plan the right follow-up | Front desk, Care team |
| Measure campaign conversions | Report on how many leads went on to attend a visit | Marketing, Leadership |
| Create better patient segments | Group contacts based on their most recent visit | Marketing |
| Reduce manual work | Keep HubSpot updated automatically, without extra data entry | Front desk |
Results
- Marketing receives updated appointment information from Tebra through an hourly sync.
- HubSpot contacts include three useful details: last visit, appointment confirmation status, and next appointment.
- The integration checks appointments from the past year and the coming year.
- Marketing can use this information to improve follow-ups, create more relevant audiences, and track lead-to-patient conversions.
- The front desk can continue working in Tebra without changing its daily process.
FAQ
Can Tebra connect with HubSpot?
Yes. Tebra and HubSpot can be connected so appointment information is automatically shared with HubSpot. In this case, the integration updates contacts every hour with their last visit, appointment confirmation status, and next appointment.
Does HubSpot change any information in Tebra?
No. Information only moves from Tebra to HubSpot. The front desk continues managing patients and appointments in Tebra.
How does the integration prevent duplicate contacts?
It looks for an existing HubSpot contact using the patient's Tebra ID first, then their email address. When it finds a match, it updates that contact.
Why does the integration only share three appointment details?
These three details give the marketing team the information it needs to improve follow-ups, manage campaigns, and track conversions. They can be used directly in HubSpot reports, lists, and automated workflows.
