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Discovery and Mapping
Mapped patient and appointment data flow between Nextech and HubSpot before any sync.
Inside Leva Medical's Nextech Integration
Leva Medical's patient records lived in Nextech, separate from the HubSpot campaigns built to reach those same patients. HubXpert connected the two systems with a secure, real-time sync, so patient data and marketing finally run from the same source.
3X+
Conversion rate increase
90%
Manual data entry reduced
20%
Patient retention increase
One patient, two systems that never talked
The Challenges
Leva Medical's clinical and marketing work were both running fine on their own. The problem was that they could not see each other.
-
1
Patient data and marketing lived in separate systems.
Patient information stayed in Nextech while marketing campaigns ran in HubSpot, so nobody had a full view of a patient's actual journey.
-
2
Personalization and tracking were both limited.
Without patient lifecycle data inside HubSpot, campaigns had no real context to work from, and there was no way to measure what those campaigns actually produced.
-
3
Manual updates created compliance and accuracy risk.
Keeping data current by hand, across a HIPAA-regulated system, created both a compliance exposure and a steady source of errors.
"Our patient records lived in Nextech and our marketing lived in HubSpot, and the only thing connecting them was somebody on my team retyping information from one screen into the other. With patient data, that is not a risk I was comfortable carrying."
One sync, two systems finally in step
Our Solutions
HubXpert built a secure, real-time, two-way sync between Nextech and HubSpot, with HIPAA compliance built into the connection itself.
What we replaced, and what we built
Previous Workflow
-
1
A HIPAA-compliant, real-time two-way sync between the two systems.
Patient data now flows between Nextech and HubSpot in both directions, with compliance and data safety built into the sync itself rather than handled after the fact.
-
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 in HubSpot can be created in Nextech, and a property updated in HubSpot updates the matching record in Nextech, so neither system falls behind the other.
-
4
Appointments and meetings synced automatically.
Every appointment transfers into HubSpot, updates happen in real time as appointments change in Nextech, and a meeting booked in HubSpot syncs back into Nextech.
-
5
A deal created the moment an appointment is booked.
An appointment in Nextech automatically creates a deal in HubSpot, so sales and marketing see a new patient relationship the moment it exists, without anyone entering it by hand.
-
6
Launched dynamic, personalized campaigns.
Built dynamic emails and personalized landing pages for a winter campaign, using the same guest data that drives bookings, plus automation that surfaces upsell and cross-sell opportunities on its own.
-
7
Personalized, lifecycle-based patient journeys.
Segmentation and automated follow-ups now run based on where a patient actually is in their care, with ongoing monitoring to keep that engagement improving.
"My team used to keep two systems in step by hand, and something was always out of date. Now a change in Nextech shows up in HubSpot straight away, and a booked appointment creates the record on its own. We are finally reaching patients based on where they actually are in their care."
From disconnected records to one synced system
The Outcomes
From disconnected records to one synced system.
Leva Medical now runs patient marketing on data that is accurate, current, and connected to what is actually happening in the clinic.
3X+
Conversion rate increase
90%
Manual data entry reduced
20%
Patient retention increase
Conversion rate more than tripled. Real-time patient data made personalization and data-driven campaigns possible for the first time, and that is what moved the number.
Patient retention increased. Automated, lifecycle-based reminders kept patients engaged well past their first procedure, instead of the relationship going quiet after one visit.
Every visitor gets a response, 24/7. Synchronized, accurate data gave leadership a real view into operations, informing decisions about patient care and business strategy.
Lead quality improved, and upsell and cross-sell opportunities increased. Pre-qualified leads provide context for the sales team, while automation reveals new revenue opportunities in the guest journey.
Manual workload dropped. Automation removed the team's dependency on manual first responses, repetitive follow-ups, and reconciling guest data across systems by hand.
Leadership can make decisions on real-time data. Dashboards connect conversations, campaigns, and ROI in one place, instead of a report stitched together after the fact.
Before
Manual- Patient data lived in Nextech, cut off from HubSpot marketing
- Campaigns built with no real patient context or ROI tracking
- Data updated by hand, with compliance risk and errors
- No visibility linking patient care to marketing campaigns
After
Automatic- A HIPAA-compliant, real-time sync links Nextech and HubSpot
- Every patient, contact, and appointment synced automatically
- A deal created the moment an appointment is booked
- Personalized, lifecycle journeys with automated follow-up
“As a longtime HubSpotter I've worked with a variety of partners. The team at HubXpert always finds a way to delight. Not only can they execute on strategies like Inbound Marketing and Account-Based, but they have deep engineering capabilities that support complex processes and integrations. Highly recommend them.”
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