A guided HubSpot implementation that brings together MapMyCustomer field activity and MindWise Health referral reporting—so your team can focus on the relationships that matter.
Three community liaisons + Allison
A practical foundation for provider relationships
Your liaisons build trust in the community. Their tools should make those relationships easier to nurture.
After a piecemeal CRM setup, the next step is a guided implementation: clean provider records, consistent follow-up and a clear view of referral-source relationships. The goal is a practical foundation your team can confidently use.
Three community liaisons plus Allison, with practical training for both field and manager workflows.
MapMyCustomer for visits and routing. HubSpot for admin-day calls, emails, tasks, provider follow-up and dashboards.
Approved provider-level aggregate counts only. No patient names, records, clinical information or PHI.
A shared provider view brings field visits, last touchpoints and approved referral totals into a practical relationship workflow.
Separate from existing business development usage. Confirm portal structure at kickoff; cross-portal sync is not proposed.
Evaluate native objects first. Enterprise is an optional comparison, not a requirement; feature and subscription eligibility must be confirmed.
Agree provider ownership, NPI matching, duplicate prevention and prioritized outcomes before the build.
Client-specific proposed scope, tailored to your selected onboarding package and finalized in a signed statement of work.
Start with how your liaison team works—not a generic CRM setup.
Tailor the selected Sales Hub baseline to referral-source relationship management.
Make the handoffs reliable, with clear boundaries and tested mappings.
Prepare three community liaisons and Allison for their actual day-to-day workflows.
Final deliverables, data preparation effort and client-specific priorities will be confirmed in the SOW—not assumed to be unlimited package inclusions.
A provider-centered data flow, with deliberate boundaries between clinical systems and relationship management.
The MindWise developer builds, runs and maintains the EMR-side integration. SmartBug consults on CRM structure, mapping and validation. Only approved aggregate provider referral totals matched by NPI enter HubSpot; there is no HubSpot → EMR flow.
Desired bidirectional sync covers agreed provider records, ownership and supported field activities. Exact objects, fields, permitted directions and frequency require connector validation. Not every object—or real-time sync—is guaranteed. Approved fields are confirmed before testing.
“Before a provider visit, a liaison can review the provider’s recent referral totals and last touchpoint.”
Target workflow; availability confirmed during mapping, including visibility of approved metrics in MapMyCustomer.Professional is the recommended starting point for evaluation. These are published onboarding baselines, not software tiers or a promise of feature eligibility. Software subscriptions are excluded.
Advisory and train-the-trainer support. Your team takes the lead on configuration.
A shared implementation. SmartBug and your team build the foundation together.
SmartBug-led configuration and practical enablement for a confident start.
Premier is recommended because your users are new and want hands-on configuration and enablement. Guided is less aligned with that need.
| Published baseline comparison | Guided | Collaborative | Premier |
|---|---|---|---|
| Configuration approach | Advisory; Ally configures | Shared implementation | SmartBug-led |
| Pipelines | Advisory; Ally configures | 1 pipeline | 1 pipeline |
| Dashboards & custom reports | Advisory; Ally configures | 1 dashboard / up to 2 custom reports | 2 dashboards / up to 4 custom reports each |
| Standard training / Q&A | 3 sessions / 1 Q&A | 3 sessions / 2 Q&A | 3 sessions / 2 Q&A |
| Additional role-based training | Not a published inclusion | Not a published inclusion | 1 session |
Explore a services scenario. Your selection is local to this proposal and does not constitute acceptance.
From the discovery discussion—not a published package or an approved fixed fee. Connector capabilities, scope and effort await technical validation.
MindWise coordination is prioritized within selected onboarding hours where feasible. Additional hours require a separate scope and cost agreement; no fixed consulting fee is assumed.
Excludes software subscriptions, taxes if applicable, extra data cleanup, custom development and separately approved consulting beyond package hours. Estimated hours are not a fixed cap. Final fees and scope are subject to confirmation.
An indicative sequence, not a guaranteed duration. Dependencies and proposed acceptance criteria are agreed before delivery.
Confirm workflows, portal structure, provider model and priorities.
Prepare agreed data and build the selected CRM foundation.
Test approved mappings, permitted sync directions and aggregate reporting.
Train the team, review acceptance and confirm launch readiness.
Proposed acceptance criteria for the SOW—not a claim that any integration is verified today.
Guide workflow design, configure the agreed package scope, advise on mapping, validate agreed CRM outputs and train the team.
Supply admin access, approved provider data, timely decisions and training attendance. Confirm approved fields and data preparation responsibilities.
Build, run and maintain the EMR-side integration and supply approved aggregate referral source samples for reconciliation.
Ally and vendors provide the required subscriptions, credentials through secure channels and confirmed API capabilities. No credentials are collected here.
HubSpot recognition and client feedback behind the team proposed for Ally Psychiatry.
HubSpot’s highest Solutions Partner tier.
View SmartBug’s recognitionBack-to-back North American recognition in 2024 and 2025, plus North American Partner of the Year in 2021 and Global Partner of the Year in 2018.
View award historyAgency credentials—not additional deliverables or a change to Ally’s proposed scope.
Onboarding, practical enablement and a team that listens.
“Komal Thakur has been an outstanding partner to the BrightStar marketing team... essential to our onboarding and ongoing enablement in HubSpot, guiding us not only with deep platform knowledge but with thoughtful strategy and practical implementation support.”
“Definitely appreciated the professionalism, quality of our interactions, and thoughtfulness SmartBug put into our HubSpot Onboarding. With the help of Patrick of SmartBug it felt like we rapidly went from nothing to full adoption.”
“We partnered with SmartBug because they have truly listened to us since the bid process — and they didn't just listen that one time. They always listen. SmartBug knows us and they hear us, which is why we find success partnering with them.”
“Patrick Saab was great to work with! He was easy to reach, and positive and easy to learn from in his training. We are having several services that we are adding so we had several subjects to onboard for, but the information was user friendly, clear and concise.”
A shared understanding now. A stronger foundation for your liaison team next.