Smileforyou · HubSpot Integration

A comprehensive patient management and clinical workflow system integrating HubSpot CRM, Ivoris clinical software, Google Calendar, and Make.com automation to handle patient appointments, treatment planning, and billing.

What was built

The core challenge: Smileforyou needed to track hundreds of active patients across multiple treatment stages, coordinate appointments with clinical staff, manage insurance billing, and automate follow-up communications — all while keeping data in sync between their Ivoris clinic software and HubSpot.

Patient Database: Built a complete HubSpot contact structure for patients with custom properties for treatment history, insurance information, appointment preferences, and communication records. Each patient record contains their full engagement history.

Appointment Automation: Two-way sync between Ivoris (where clinicians schedule) and HubSpot (where the team tracks patient care). When a clinician books an appointment in Ivoris, a HubSpot meeting is automatically created with patient info, clinician name, and appointment type. The system also syncs with Google Calendar for visibility across the practice.

Treatment Workflow: Modeled patient treatment as deals in HubSpot with a pipeline of stages:

• Anfangsdiagnostik (initial diagnosis) — first contact and assessment
• Diagnostik durchgeführt (diagnostics completed) — assessment done, plan ready
• Plantyp (treatment plan) — treatment strategy defined
• Behandlung (treatment) — active treatment in progress
• Abrechnung (billing) — treatment complete, ready to bill
• Finaler Rechnungslauf (final invoice) — billing processed

Custom fields track treatment type, plan classification (FKO, MB Einstufen, etc.), insurance coverage, and billing status.

Task Automation: Tasks are created automatically based on appointment type and treatment stage. Different task names and deadlines apply for different workflows:

• Initial consultation creates "Anfangsdiagnostik durchgeführt" task
• Diagnosis appointment creates planning task
• Treatment appointment creates treatment task
• Tasks auto-close when the deal moves to the next stage

The system handles edge cases: patients without emails get special handling (API-created meetings instead of email sync), multiple plantyp scenarios are supported, and error handling logs issues for manual review.

Email Templates & Communication: Created email templates for different milestones (appointment confirmation, pre-treatment reminder, post-treatment follow-up, billing notification). Emails are triggered based on deal stage and appointment type, sent to patients automatically.

Data Integrity: Implemented comprehensive error handling and data validation. The system detects and prevents duplicate appointment creation, handles sync failures gracefully with logging, and includes validation for required fields. Weekly reviews check scenario health and sync status.

Integration with Ivoris: Make.com scenarios pull appointment data from Ivoris, match with HubSpot contacts by email/phone, and create/update meetings and tasks. The system also syncs historical appointment data and updates HubSpot based on Ivoris status changes.