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Data model mapping
Mapped patients, appointments and revenue events across the DrChrono and HubSpot object models, and settled which system owns which field.
Inside Gingerr's DrChrono integration
DrChrono runs the practice and knows nothing about revenue. HubSpot runs the growth and knows nothing about the patient. HubXpert built the integration that holds them together for Gingerr: eleven sync behaviors across patients, appointments and deals, running in real time in both directions.
11
Sync behaviors built
3
Record types kept in step
2-way
Real-time sync, DrChrono and HubSpot
THE PROBLEMS THE INTEGRATION HAD TO SOLVE
The Challenges
Connecting two systems is straightforward. Keeping them in agreement while both are being edited by different people for different reasons is not, and in healthcare the constraints on how the data may move narrow the options considerably.
-
1
DrChrono runs the practice and knows nothing about revenue.
Patients, appointments and billing all live in the EHR, but there is no pipeline, no campaign attribution and no way to connect marketing spend to a booked patient. Growth work has nowhere to happen.
-
2
HubSpot runs the growth and knows nothing about the patient.
A portal without EHR data holds half a person. Marketing runs against contacts with no appointment history and no treatment context, which makes segmentation guesswork and duplicates inevitable.
-
3
Protected health information rules out most connectors.
Passing patient data through a general automation tool introduces a party to the data that may not be permitted to handle it. That constraint eliminates the obvious solution before any technical evaluation begins.
-
4
A one-way sync solves half the problem.
Pushing patients into the CRM is the easy direction. A contact created or updated in HubSpot, or a meeting booked through a HubSpot scheduler, also has to reach DrChrono, or the front desk maintains two versions of the truth by hand.
-
5
Scheduled syncing is too slow for a booking workflow.
An appointment booked now and synced tonight is an appointment nobody can act on. Confirmations, reminders and follow-up all depend on the record existing at the moment it is created.
-
6
No two practices agree on what a deal is.
For one clinic revenue starts when a patient is created. For another it starts at the booked appointment, and for another at a specific status change. Hard-coding one definition makes the integration wrong for most of the market.
-
7
Field ownership has to be settled up front.
With both systems writable, a single mapping decision determines whether the growth team can overwrite a clinical field. That has to be resolved in the data model rather than discovered in production.
"Before HubSpot, we were living kind of in chaos with Post-it notes. Every lead, every patient type, and every renewal had to be tracked manually, and our front desk was spending more time managing spreadsheets than focusing on patients."
ONE PATIENT RECORD, TWO SYSTEMS, IN STEP
What we built
The integration syncs three things between DrChrono and HubSpot: the patient, the appointment and the revenue event. Each runs in real time, each works in both directions, and each is configurable, so neither system is treated as a read-only copy of the other.
-
1
Full patient sync into HubSpot
A complete backfill brings the existing DrChrono patient database into the portal as contacts, so the CRM starts from the practice’s real patient base rather than from whoever happens to fill in a form next.
-
2
Every patient synced between Nextech and HubSpot.
Updates in Nextech reflect in HubSpot in real time, and only the specific properties that changed move over, so nothing gets rewritten that did not need to be.
-
3
Contacts kept current in both directions.
A contact created on the growth side of the practice creates the corresponding patient record in the EHR, so a lead that becomes a patient does not have to be typed in twice.
-
4
Property-level contact updates write back.
A change to a mapped HubSpot property updates the corresponding DrChrono field rather than replacing the record, which keeps edits made by the marketing team away from fields they never touched.
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5
Full appointment sync.
Every appointment in DrChrono can be brought into HubSpot, giving the practice appointment history against the contact record where the reporting and automation live.
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6
Time-frame control on the import.
Rather than all history, a practice can sync the last thirty or ninety days or a custom date range. A clinic with a decade of appointments does not have to move all of it to start.
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7
Real-time appointment sync.
Appointments created or updated in DrChrono create and update the HubSpot record as they happen, which is what makes confirmation and reminder automation possible on the CRM side.
-
8
Meetings booked in HubSpot reach DrChrono.
A meeting booked through a HubSpot scheduler syncs into the EHR as an appointment, so the growth side of the practice can take a booking without the front desk entering it clinically.
-
9
Specific schedulers can be targeted.
Where a practice wants only certain booking links to create clinical appointments, the sync can be scoped to a named scheduler rather than firing on every meeting booked in the portal.
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10
Meeting property changes write back.
When a mapped meeting property changes in HubSpot, the DrChrono appointment updates, so a reschedule or a status change made on the growth side does not need re-entering clinically.
-
11
Configurable deal logic.
The practice defines what creates a deal: a new patient, a new appointment, or a specific property change. Revenue reporting then matches how that practice recognizes an opportunity rather than how the integration assumed it would.
Our front desk team used to spend hours each week manually logging leads and chasing renewal calls. With HubSpot handling confirmations, reminders, and renewal nudges automatically, that time now goes straight into patient care. The dashboards also mean we stop guessing which campaigns are actually working.
THE ARCHITECTURE, IN THE OPEN
THE ARCHITECTURE, IN THE OPEN
Our case studies
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