HubSpot for healthcare
HubSpot built around referrals, intake, and patient privacy
ProfitPad builds and repairs HubSpot for healthcare organizations: referral and intake workflows, multi-location reporting, and sensitive data set up correctly from the start. Clinical records stay in your EHR.
Trusted by owner-led companies
Where healthcare HubSpot setups break
Referrals fall through the cracks between intake and follow-up.
Patients, referrers, and partners share one contact record and one set of rules.
Nobody can say which fields hold protected health information.
Tools that touch patient data have no BAA covering them.
Leadership stopped trusting the dashboards across locations.
The same data entered three times: HubSpot, scheduling, and billing.
Most of these aren't HubSpot problems. They're architecture decisions made too late.
How we set up HubSpot for healthcare
Healthcare teams running on what we built
“What we thought would take 60–90 days took just 3 weeks. ProfitPad pivoted, came up with viable solutions, and built us an amazing CRM. By far the best team out there.”
“I can't recommend ProfitPad highly enough. They rose to the occasion, combining speed, quality, and strategic guidance. Our sales team now has the tools and infrastructure to succeed.”
“We hired ProfitPad to fix our poor internal 1.0 HubSpot implementation. The project just concluded: we are already basking in the excitement of HubSpot working a whole different way for us.”
Built from the rep's chair, for the owner's view
Our founder sold from HubSpot before he ever configured it. That shaped how we build: from the user's chair, not the admin panel. Reps have to use the system without thinking, or the data never shows up. Owners have to see the business without sitting in every deal.
So we strip away the noise: the 20 reports nobody opens, the automation that helps no one. What's left is a system your team uses and you can read. Every builder on our team is trained to work this way.
Vitaly Kan, Founder
Questions owners ask us
Can HubSpot store protected health information?
Yes, on an Enterprise subscription with HubSpot's sensitive data settings turned on and the BAA accepted where it applies. After that, it comes down to configuration: which fields are sensitive, who can see them, and which tools touch them. We set that up. Your counsel signs off, because we're not lawyers.
What should stay out of HubSpot?
The clinical record. Diagnoses and treatment history stay in your EHR. HubSpot holds the engagement layer: demographics, preferences, scheduling, referrals, and lifecycle. If clinical data is flowing into HubSpot, the architecture needs to change.
Can you connect HubSpot to our other tools?
Yes, as long as every tool in the path is covered for patient data. Zapier and Make have no BAA covering PHI, so we don't use them where PHI flows. Self-hosted n8n is the path we use instead. We've also connected HubSpot to fax for physician follow-up.
How much does a healthcare HubSpot build cost?
Every project is a fixed fee, scoped before you commit. New-client builds start at $5,000. If you're already on HubSpot and not sure what's safe to keep, start with a free HubSpot audit. We fix the quick wins free and give you a fixed price for the rest.
Tell us what's breaking
Book a free 30-minute review. You'll know whether it's a fix, a rebuild, or something you can handle without us.