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.
| 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 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.
The integration automatically brings appointment information from Tebra into HubSpot every hour.
Here's how it works:
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.
| 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 |
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.
No. Information only moves from Tebra to HubSpot. The front desk continues managing patients and appointments in Tebra.
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.
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.