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Unify Patient Care & Engagement: HubSpot Epic Integration

Break down data silos between your marketing, sales, service (HubSpot) and clinical records (Epic EHR) for a holistic Patient 360 view, powered by intelligent automation and HIPAA compliance.

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The Challenge

The Disconnected Healthcare Experience: Why Silos Hurt Patient Care

In today's complex healthcare landscape, disconnected systems like HubSpot CRM and Epic EHR create significant challenges. Patient data remains fragmented, leading to inefficient operations, missed engagement opportunities, and potential compliance risks.

  • Fragmented Patient Data: Critical information about patients' marketing interactions, service requests, and clinical history resides in separate systems, making a unified 'Patient 360' view impossible.
  • Inefficient Workflows: Manual data entry and reconciliation between HubSpot and Epic consume valuable administrative and clinical time, leading to delays in patient onboarding, appointment scheduling, and follow-up.
  • Missed Engagement Opportunities: Without real-time access to clinical data in HubSpot, personalized marketing campaigns and patient outreach are generic, reducing effectiveness and patient satisfaction.
  • Compliance & Security Risks: Manually transferring sensitive Protected Health Information (PHI) between systems increases the risk of human error, data breaches, and non-compliance with regulations like HIPAA and GDPR.
  • Poor Patient Experience: Inconsistent information and delayed responses due to siloed data lead to frustration for patients, impacting loyalty and care outcomes.
Integration Diagram
Solution Illustration
The Solution

The Integrated Solution: Connecting HubSpot & Epic with iPaaS

Our advanced iPaaS (Integration Platform as a Service) provides the intelligent bridge between HubSpot's powerful CRM capabilities and Epic's comprehensive EHR system. This solution creates a seamless, compliant, and automated data flow, enabling healthcare organizations to deliver superior patient experiences and drive operational excellence.

  • Bidirectional Data Synchronization: Real-time two-way sync for Contacts/Patients, Appointments, Service Requests, and more.
  • FHIR & API Connectivity: Leverage Epic's FHIR R4 APIs and HubSpot's robust CRM APIs and webhooks for secure and efficient data exchange.
  • HIPAA & GDPR Compliance: Built-in security and data governance features ensure strict adherence to healthcare privacy regulations.
  • Low-Code/No-Code Workflow Automation: Visually design and automate complex patient journeys and operational workflows without extensive coding.
  • AI-Powered Data Quality: Utilize AI for intelligent data validation, deduplication, and anomaly detection to maintain data integrity.
Implementation Timeline

Go live with HubSpot + Epic in as little as 2–4 weeks.

A proven, repeatable implementation approach that minimizes risk while getting your team to value quickly.

1

Access Enabled

Secure connections established to both HubSpot and Epic, with credentials and environments confirmed.

2

Configuration & Mapping

Field mappings, business rules, and workflows configured using visual tools and pre-built templates.

3

Go Live

Launch production-ready integration with monitoring, alerting, and support in place—typically within 2–4 weeks.

Time to Value

2–4 weeks

Typical implementation window from access granted to production go-live for most HubSpot + Epic deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

Guided by Clarity experts with your team involved at key milestones.

Comprehensive Solution Details

  • Bidirectional Data Synchronization: Real-time two-way sync for Contacts/Patients, Appointments, Service Requests, and more.
  • FHIR & API Connectivity: Leverage Epic's FHIR R4 APIs and HubSpot's robust CRM APIs and webhooks for secure and efficient data exchange.
  • HIPAA & GDPR Compliance: Built-in security and data governance features ensure strict adherence to healthcare privacy regulations.
  • Low-Code/No-Code Workflow Automation: Visually design and automate complex patient journeys and operational workflows without extensive coding.
  • AI-Powered Data Quality: Utilize AI for intelligent data validation, deduplication, and anomaly detection to maintain data integrity.
  • Scalable & Resilient Architecture: Designed to handle high volumes of sensitive healthcare data with fault tolerance and high availability.
  • Centralized Monitoring & Management: Gain complete visibility into all integration flows, API usage, and error logs from a single dashboard.

Technical Integration Overview: Bridging HubSpot & Epic

Our integration solution orchestrates a robust, secure, and compliant data flow between HubSpot and Epic, leveraging best-in-class API connectivity, event-driven architecture, and intelligent data transformation capabilities.

Data Flow Steps

Secure Connection Establishment: Utilize OAuth 2.0 for HubSpot Private Apps and Epic's Open Epic FHIR APIs, ensuring secure, token-based authentication with least privilege.

Event-Driven Triggers: Configure HubSpot webhooks (e.g., `contact.create`, `deal.propertyChange`) and Epic FHIR subscriptions/event listeners (e.g., `Patient.create`, `Appointment.update`) to initiate real-time data flows.

Data Extraction & Ingestion: The iPaaS listens for events or performs scheduled polls, extracting relevant data from the source system.

AI-Powered Data Transformation: Data is transformed, validated, and enriched within the iPaaS. AI assists in mapping complex FHIR structures to HubSpot properties, standardizing formats, and masking PHI where necessary.

Business Logic & Orchestration: Apply conditional rules, routing logic, and workflow steps (e.g., check for duplicates, escalate priority) within the iPaaS.

Data Loading & Synchronization: The transformed and validated data is then pushed to the target system via its respective APIs (e.g., HubSpot CRM API POST/PUT, Epic FHIR POST/PUT).

Error Handling & Monitoring: Robust mechanisms for logging errors, automatic retries with exponential backoff, dead-letter queues, and real-time monitoring dashboards ensure data integrity and operational continuity.

Data Touchpoints

HubSpot Contact <=> Epic Patient (demographics, identifiers, contact info)
HubSpot Company <=> Epic Organization (healthcare facilities, payers)
HubSpot Deal <=> Epic Claim / ServiceRequest (sales opportunities, billing, referrals)
HubSpot Ticket <=> Epic ServiceRequest / Encounter (patient inquiries, support cases)
HubSpot Product <=> Epic ServiceDefinition (healthcare services, product catalog)
HubSpot Marketing Event <=> Epic Appointment (event registrations, scheduled visits)
HubSpot Form Submission => Epic Patient / ServiceRequest (new lead/inquiry intake)

"HubSpot (Webhooks/API) <--> iPaaS (Connectors, Transformation, AI, Orchestration) <--> Epic (FHIR APIs/Events). Data flows are primarily event-driven, with scheduled syncs for bulk or less critical data. The iPaaS acts as the central intelligence layer, ensuring secure, compliant, and accurate data exchange."

Pricing

Simple, transparent pricing for HubSpot + Epic.

Start with a single integration pair and scale as your business grows—without surprise fees or transaction penalties.

Connect™ Plan

Clarity Connect

$595 /mo

Billed annually • Includes one production integration pair

  • Unlimited transactions and API calls within fair-use limits.
  • Visual workflow designer and reusable mapping templates.
  • Monitoring, alerting, and access to Clarity’s support team.
View full pricing & options
Innovative & Robust

How Middleware Integration Works

Benefits of Integrating HubSpot

Integrating HubSpot fosters greater efficiency and data accuracy. Automate your critical business processes to deliver consistently outstanding results.

Hover over the steps on the right to see detailed integration points.
Data Mapping

Core Entities & Intelligent Data Mapping

The integration focuses on synchronizing key entities between HubSpot and Epic, ensuring a consistent and comprehensive view of the patient. Our iPaaS provides intelligent mapping tools to bridge the semantic and structural differences between CRM and EHR data models.

HubSpot Contact / Epic Patient

The foundational entity for patient-centric care and engagement. Synchronizes demographic, contact, and lifecycle stage information.

HubSpot Fields

email firstname lastname phone lifecyclestage address hsobjectid consenttomarket

Epic Fields

id identifier (MRN, SSN) name gender birthDate address telecom (phone, email) extension (custom fields for marketing consent)

Mapping Notes

HubSpot's `hsobjectid` serves as a unique identifier in HubSpot. Epic's `identifier (MRN)` is the primary key. A cross-reference ID (managed by iPaaS) is crucial. `HubSpot email` maps to `Epic telecom (email)`. `HubSpot lifecyclestage` maps to a custom patient status in Epic or informs patient journey stages. PHI consent flags must be mapped and respected.

Next Steps

See HubSpot + Epic integration in action.

Explore a guided demo, start a sandbox integration, or speak directly with our solution architects about your specific use cases.

Start Free Trial Request Live Demo
Real-World Applications

Integration Use Cases

Explore how the integration behaves in real business scenarios, with clearly defined steps, outcomes, and execution patterns.

Automated Patient Lead-to-Appointment Flow

Capture new patient leads from HubSpot forms (e.g., website, landing page), qualify them, and automatically create a new patient record and schedule an initial appointment in Epic. Updates from Epic are synced back to HubSpot for follow-up.

Integration Steps:

  1. 0 Patient completes HubSpot 'Request an Appointment' form.
  2. 1 HubSpot webhook triggers iPaaS workflow.
  3. 2 iPaaS validates data (AI-enhanced), checks for duplicates in Epic.
  4. 3 If new, iPaaS creates Epic Patient (FHIR POST /Patient) and schedules Appointment (FHIR POST /Appointment).
  5. 4 If existing, iPaaS updates Epic Patient and creates Appointment.
  6. 5 Epic sends appointment confirmation. iPaaS updates HubSpot Contact with appointment details and triggers confirmation email/SMS.

Business Outcome

Reduced manual data entry, faster patient onboarding, improved patient experience, and accurate appointment tracking.

Frequency

Real-time (event-driven)

Business Value

Key Integration Benefits

Discover the strategic advantages and business value of seamless integration between your systems.

Enhanced Patient Engagement
Deliver personalized communications and a seamless patient journey from first contact to ongoing care by unifying marketing and clinical data.
Streamlined Operations
Automate manual data entry and reconciliation tasks, freeing up administrative and clinical staff for higher-value activities.
HIPAA & GDPR Compliance
Ensure secure, compliant handling of Protected Health Information (PHI) with end-to-end encryption, access controls, and audit trails.
Accurate Patient 360 View
Gain a comprehensive understanding of each patient by consolidating all interactions, clinical history, and marketing touchpoints.
Faster Time-to-Value
Leverage low-code tools and AI-assisted mapping to deploy robust integrations quickly and adapt to changing needs with agility.
Reduced Data Errors
AI-powered data validation and deduplication minimize manual errors and ensure high data quality across HubSpot and Epic.
✨

Enhanced Patient Engagement

25% Increase in Patient Satisfaction

📋 What You Get

Deliver personalized communications and a seamless patient journey from first contact to ongoing care by unifying marketing and clinical data.

💼 Business Impact

This benefit directly contributes to 25% improvement in Increase in Patient Satisfaction, enabling your team to focus on high-value strategic initiatives.

Implementation Timeline

Go live with HubSpot + Epic in as little as 2–4 weeks.

A proven, repeatable implementation approach that minimizes risk while getting your team to value quickly.

1

Access Enabled

Secure connections established to both HubSpot and Epic, with credentials and environments confirmed.

2

Configuration & Mapping

Field mappings, business rules, and workflows configured using visual tools and pre-built templates.

3

Go Live

Launch production-ready integration with monitoring, alerting, and support in place—typically within 2–4 weeks.

Time to Value

2–4 weeks

Typical implementation window from access granted to production go-live for most HubSpot + Epic deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

Guided by Clarity experts with your team involved at key milestones.

Technical Documentation

API Endpoints & Data Logic

Technical details for developers and architects.

Method Endpoint Purpose
POST, GET, PUT, DELETE /crm/v3/objects/contacts Manage HubSpot Contact records, central for lead management and patient profiles.
POST, GET, PUT, DELETE /crm/v3/objects/companies Manage HubSpot Company records, linking to organizations and healthcare facilities in Epic.
POST, GET, PUT, DELETE /crm/v3/objects/deals Administer sales pipeline stages, track opportunities for healthcare services.
POST, GET, PUT, DELETE /crm/v3/objects/tickets Create and manage customer support tickets for patient inquiries.
POST, GET, PUT, DELETE /crm/v3/objects/products Synchronize healthcare service catalogs from Epic for use in quotes and marketing.
POST, GET, PUT, DELETE /webhooks/v1/{appId}/subscriptions Manage webhook subscriptions for event-driven integrations (e.g., on contact update, form submission).

⚡ Transformation Logic

  • Data Type Conversion: Automatically convert data types (e.g., string to date, number to enum) between HubSpot and Epic.
  • Conditional Mapping: Map fields only if certain conditions are met (e.g., only sync Epic patient email to HubSpot if marketing consent is true).
  • Data Aggregation/Splitting: Combine multiple Epic fields into one HubSpot property or split a HubSpot field into multiple Epic FHIR elements.
  • Lookup Tables: Use internal lookup tables to translate codes (e.g., Epic service codes to HubSpot product SKUs, Epic practitioner IDs to HubSpot owner IDs).
  • PHI Masking: Apply predefined rules to mask or tokenize sensitive patient identifiers when moving data to HubSpot, adhering to HIPAA guidelines.

🛡️ Error Handling

  • Data Type Mismatch: HubSpot property expects a string, but Epic sends a number. iPaaS converts or flags an error.
  • Required Field Missing: Epic requires a patient's MRN, but it's absent from HubSpot. iPaaS rejects the record and alerts.
  • API Authentication Failure: HubSpot or Epic API token expires. iPaaS automatically refreshes tokens or alerts administrators.
  • Network Interruption: Temporary connectivity loss between iPaaS and either system. iPaaS retries with backoff.
  • Business Logic Violation: An integration rule (e.g., 'do not sync if consent is false') is violated. iPaaS blocks the sync and logs.
Pricing

Simple, transparent pricing for HubSpot + Epic.

Start with a single integration pair and scale as your business grows—without surprise fees or transaction penalties.

Connect™ Plan

Clarity Connect

$595 /mo

Billed annually • Includes one production integration pair

  • Unlimited transactions and API calls within fair-use limits.
  • Visual workflow designer and reusable mapping templates.
  • Monitoring, alerting, and access to Clarity’s support team.
View full pricing & options
Support & Information

Frequently Asked Questions

Common questions about integration implementation, security, and best practices.

Technical FAQs

▸ What is the primary method for integrating HubSpot with Epic EHR?
The most effective and modern approach is through an iPaaS (Integration Platform as a Service) leveraging HubSpot's robust CRM APIs and webhooks, combined with Epic's comprehensive FHIR (Fast Healthcare Interoperability Resources) APIs via 'Open Epic'. This enables secure, scalable, and event-driven data exchange.
▸ What role do low-code/no-code tools play in this integration?
Low-code/no-code tools within the iPaaS empower business analysts and clinical staff to visually design, build, and modify integration workflows without extensive coding. This accelerates development, reduces reliance on IT, and allows for rapid adaptation to evolving healthcare needs, fostering agility and efficiency.

Security & Compliance FAQs

▸ How does this integration ensure HIPAA compliance?
HIPAA compliance is built-in through end-to-end encryption (TLS 1.2+ and AES-256) for data in transit and at rest, granular access controls (OAuth 2.0 with least privilege), data masking/tokenization for PHI, comprehensive audit trails, and a signed Business Associate Agreement (BAA) with our iPaaS vendor.

Business Value FAQs

▸ Can I use Epic patient data to personalize HubSpot marketing campaigns?
Absolutely. The integration allows for secure, consent-driven synchronization of relevant Epic patient data (e.g., demographics, conditions, appointment history) into HubSpot. This enables precise segmentation for highly personalized health campaigns, wellness programs, and targeted educational content, significantly boosting engagement.

Data Quality FAQs

▸ How does the integration handle duplicate patient records between HubSpot and Epic?
Our iPaaS employs AI-powered deduplication logic that identifies and either merges or links existing records based on configurable rules (e.g., matching MRN, email, or a combination of name/DOB). This ensures data integrity and prevents the creation of redundant patient entries across systems.

Performance FAQs

▸ How are Epic API rate limits managed to ensure performance?
The iPaaS intelligently manages Epic API rate limits through strategies like intelligent queuing, batching for bulk operations, and exponential backoff for retries. It monitors API usage in real-time and dynamically adjusts call rates to ensure optimal performance and prevent service interruptions.

Customization FAQs

▸ Can the integration support custom fields and objects in HubSpot and Epic?
Yes, the iPaaS is designed for extensibility. It supports mapping HubSpot Custom Properties to Epic FHIR Extensions and vice-versa. Our visual mapping tools make it easy to include custom data points in your integration flows, ensuring all relevant business data is synchronized.

Error Handling FAQs

▸ What happens if an integration workflow fails?
Our solution includes robust error handling. Transient failures trigger automatic retries with exponential backoff. Persistent errors are logged in detail, quarantined in a dead-letter queue, and trigger immediate alerts to relevant teams (e.g., via email, PagerDuty). AI can also suggest or perform auto-remediation for common issues.
Implementation Timeline

Go live with HubSpot + Epic in as little as 2–4 weeks.

A proven, repeatable implementation approach that minimizes risk while getting your team to value quickly.

1

Access Enabled

Secure connections established to both HubSpot and Epic, with credentials and environments confirmed.

2

Configuration & Mapping

Field mappings, business rules, and workflows configured using visual tools and pre-built templates.

3

Go Live

Launch production-ready integration with monitoring, alerting, and support in place—typically within 2–4 weeks.

Time to Value

2–4 weeks

Typical implementation window from access granted to production go-live for most HubSpot + Epic deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

Guided by Clarity experts with your team involved at key milestones.

Pricing

Simple, transparent pricing for HubSpot + Epic.

Start with a single integration pair and scale as your business grows—without surprise fees or transaction penalties.

Connect™ Plan

Clarity Connect

$595 /mo

Billed annually • Includes one production integration pair

  • Unlimited transactions and API calls within fair-use limits.
  • Visual workflow designer and reusable mapping templates.
  • Monitoring, alerting, and access to Clarity’s support team.
View full pricing & options
Next Steps

See HubSpot + Epic integration in action.

Explore a guided demo, start a sandbox integration, or speak directly with our solution architects about your specific use cases.

Start Free Trial Request Live Demo