PE-Backed Healthcare / Diagnostics

Healthcare Diagnostics Company: HIPAA-Compliant Multi-System Integration & CRM Rescue

Rescued a healthcare diagnostics CRM by completing an emergency knowledge transfer from a retiring engineer, building a HIPAA-compliant 3-tier form architecture for real-time patient eligibility checks, and delivering a bi-directional HubSpot-NetSuite integration — all while launching a major partner channel on a hard deadline.

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Industry

PE-Backed Healthcare / Diagnostics

Revenue

Specialized Diagnostic Testing

Timeline

5-Month Engagement (Ongoing)

Back to All Results

Key Metrics

3-Tier

Form Stack Deployed

340+

Contacts Cleaned

HIPAA

Compliance Built

NetSuite

Sync Live

The Challenge

  • Critical knowledge concentrated in one retiring engineer — no documentation, no SOPs, no backup
  • HubSpot forms unable to handle real-time medical eligibility logic (gestational age, geography, risk factors) under 1-second latency
  • NetSuite integration incomplete — field mapping failures, sync errors, no integration user configured
  • Lead source attribution broken across multiple systems — partner ROI impossible to measure
  • 340+ contact records with missing owners, duplicates, and bad merges from prior imports
  • No HIPAA compliance framework — PHI flowing through CRM without audit trails or access controls

Our Solution

  • Intensive knowledge transfer sessions with retiring engineer — documented all form logic, eligibility rules, and clinic configurations before departure
  • Designed 3-tier form stack: Caspio for real-time medical logic, Zapier for data routing, HubSpot for CRM — achieving sub-second eligibility checks
  • Coordinated bi-directional NetSuite sync with external ERP consultancy — field mapping, sandbox testing, phased production deployment
  • Standardized lead source coding and discount code tracking across all systems — enabled partner ROI attribution
  • Full data quality pass: cleaned 340+ contacts, resolved duplicates, assigned ownership, implemented validation rules
  • Built HIPAA compliance layer: role-based access control, audit trail logging, PHI field governance, data retention policies

Results Timeline

Month 1: Knowledge Transfer & Discovery

Emergency Caspio documentation; tech stack audit

Month 2: Partner Launch & HubSpot Config

Hard-deadline partner channel live; service line fields deployed

Month 3: Integration & Data Quality

NetSuite field mapping; 340+ contacts cleaned

Month 4: End-to-End Testing

Sandbox E2E flow validated; HIPAA controls configured

Month 5: Production Deployment

NetSuite sync live; handover to internal teams

Related Resources

Service: DataOps Implementation →Service: Analytics & BI →Guide: Post-Acquisition Technology Integration →Guide: PE Implementation Roadmap →

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