Patient and Appointment Sync

Sync Epic patients and appointments directly into HubSpot! no manual exports needed. Patients arrive as HubSpot contacts with clinical properties and their appointments link to the contact record automatically, so your team can trigger follow-ups, send reminders, and track care engagement all in one place.

Historical Patient Import

Bringing an existing patient population into HubSpot for the first time? Add your Epic Group IDs and HubSpot pulls in your historical patient list as contacts. It's a one-time import that gets your team up and running.

Real-Time Patient Updates

When a patient's information changes in Epic or a new patient is added, HubSpot updates automatically. No waiting for nightly exports or manual refreshes. Your marketing team always works from current data, so appointment reminder campaigns reach the right people at the right time.

Smart Duplicate Detection

If a patient already exists as a contact in HubSpot, the integration finds and matches them by email instead of creating a duplicate. This keeps your CRM clean from day one and prevents your team from accidentally sending the same patient two copies of an appointment reminder.

Custom Field Mappings

Not every Epic field belongs in HubSpot. Custom field mappings let you decide exactly which patient data — like MRN, specialty, or care provider — syncs across and where it lands. Your admin sets it once during setup, and the integration follows those rules on every sync going forward. Note: Custom mappings need Data Hub Starter subscription.

Patient List Segmentation

Once Epic data is in HubSpot, you can build patient segments based on appointment history, demographics, or care status. For example, create a list of patients due for a follow-up and enroll them in a re-engagement campaign — directly from HubSpot, no data analyst needed.

Integration Health Dashboard

See exactly what's happening with your sync at a glance. The dashboard shows how many contacts and appointments have synced, flags records that failed, and displays the last sync time. When something looks off, your admin can spot and investigate it without contacting support.