CRM & Marketing Automation · Services · 210 Digital Marketing
Most practices pay for a CRM and automation platform that their team uses to send two emails a month. We architect and operate the whole patient lifecycle — inquiry, consultation, treatment planning, retention, reactivation, and referral — HIPAA-aware, EMR-integrated, and tuned for booked appointments.
Five stages. One CRM. Automations that actually run — with HIPAA-safe data flows between your marketing platform and your EMR.
Stage 1
Form fill or call routed to CRM with source attribution, instant acknowledgement, and next-step routing — never sitting in an inbox overnight.
Stage 2
Scheduled, confirmed, reminded, prepared. Pre-consult education routed by procedure type. No-show rate cut by structured reminders.
Stage 3
Unclosed plans followed up systematically — financing options, second consults, FAQ content, patient stories — until close or decline.
Stage 4
Post-procedure, recare, check-ins, and life-cycle nurturing — the margin hiding inside the existing patient database most practices never touch.
Stage 5
Happy patients asked to refer at the right moment — not generically. Referral programs tracked with source attribution and recognition.
BAA-backed cloud foundation. Google Cloud Platform (Cloud Healthcare API for HL7 / FHIR, BigQuery for de-identified analytics, Vertex AI for HIPAA-aware model orchestration) and Microsoft Cloud for Healthcare (Azure Health Data Services, Dynamics 365, Power Platform). The data layer underneath every patient pipeline we build.
BAA in place across GCP, Azure, and Google Workspace.
Enterprise health systems and DSOs. Patient 360 data model, clinical workflow orchestration, BAA-covered and HIPAA-compliant by design. We build the marketing automation layer (Marketing Cloud, Pardot) on top of Health Cloud CRM.
BAA in place. Works alongside your Salesforce admin and consulting partner.
Practice-vertical tools purpose-built for healthcare with BAAs in place — PatientPop, Weave, Doctible, Solutionreach, Luma Health, Klara. Integrated, configured, or replaced depending on what they’re actually doing for the practice.
Signed BAAs across the stack — no PHI in tools that won’t cover it.
Infrastructure layer
Powerful cloud infrastructure and high-performance servers deliver dedicated resources and lightning-fast speeds from 27 global data centers — host closer to your audience for optimal performance. In front of it, a 300+ location high-performance CDN serves cached assets from each visitor’s closest edge. HTTP/3-enabled, one-click setup. All patient data stays on BAA-covered infrastructure.
Cloud hosting
27 global data centers
Powerful cloud infrastructure on GCP + Azure. Host closer to your audience — lightning-fast speeds from the region nearest your patients. BAA in place.
Edge / CDN
300+ CDN locations
High-performance CDN serving cached assets from each visitor’s closest edge. HTTP/3-enabled, one-click setup, BAA-eligible for healthcare delivery.
Managed WP
Dedicated resources
Single-tenant compute with dedicated CPU + memory — no noisy neighbors. Auto-scaling capacity for campaign surges. HIPAA-capable WP Engine and Pressable available with BAA.
Encryption + access
Top PHP performance
PHP 8.x with OPcache + JIT, tuned php-fpm pools, Redis object cache, full-page edge cache. Sub-200ms TTFB target — blazing-fast pages for patients.
TLS 1.3 in transit · AES-256 at rest · SSO + MFA · least-privilege IAM · audit logging on every tier.
Global reach · one click
What we automate
New inquiry acknowledgements within 60 seconds. Consultation reminders at T-48h and T-2h. No-show recovery sequences. Unclosed treatment plan nurturing by procedure. Post-procedure check-ins tuned to recovery timeline. Recare and annual check-up cadences pulled from EMR appointment history.
Every automation is reviewed quarterly against booking and close-rate impact — not just open and click. If a sequence isn’t producing bookings, it gets rebuilt or retired.
Example Automations
By keeping PHI inside platforms with signed BAAs and de-identifying everything before it leaves them. Google Cloud Platform and Salesforce Health Cloud carry BAAs and host the patient-side data model. Healthcare-native tools (PatientPop, Weave, Doctible, Solutionreach, Luma Health, Klara) sign BAAs for their specific surfaces. General-purpose marketing automation tools without BAAs never touch PHI in our deployments — they receive de-identified events only, with field-level redaction enforced at the integration layer.
HL7/FHIR APIs where the system exposes them. HIPAA-compliant middleware (MuleSoft, Rhapsody, or custom) where it doesn’t. For Dentrix, Eaglesoft, Epic, Athena, NextGen, Kareo, DrChrono, and most major EMRs we have a proven integration pattern. The booking event and appointment history flow into marketing automation as triggers without exposing clinical detail.
Most engagements start with an audit of the existing CRM — usage, data hygiene, automation surface area. Often the platform is fine and the marketing configuration is the problem. When a migration is the right move, we scope it against the business case: what’s the cost of switching versus the cost of staying on an underpowered tool.
We do. In-house copywriters trained on healthcare-specific voice and HIPAA marketing-rule language. Every sequence is reviewed before launch and refreshed quarterly against performance. Subject lines and send times are A/B tested; voice and structure are set by the practice brand.
Implementation projects (CRM setup, EMR integration, initial automation library) typically run $25,000–$120,000 depending on platform complexity and integration scope. Ongoing operations and optimization is retainer-based, usually $5,000–$20,000/month, plus platform license costs paid directly to GCP, Salesforce, and your healthcare-native tools.
First live automations (inquiry acknowledgment, consultation reminder flow, no-show recovery) usually ship in 4–6 weeks. Treatment-plan and retention sequences follow in weeks 8–12. Revenue impact from reactivated existing-patient flows typically shows within the first quarter — those sequences produce the fastest return because the list already exists.
Inquiry to referral, engineered and operated — HIPAA-aware, EMR-integrated, measured against booked appointments.
Compliance references
