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Carevo Health Case Study — Amroar Technologies
Case Studies › CRM Integration › Carevo Health
HubSpot · CRM Integration · Healthcare

Multi-site healthcare.
One patient relationship.
Every touchpoint
in HubSpot.

Carevo Health operates four clinics across Australia. Every patient interaction — from first booking to annual recall — was happening across separate systems with no single view. Amroar built the HubSpot integration stack that changed that completely.

View CRM Integration Work
Integrated systems
HubSpot
Practice Management System
Twilio SMS
Typeform
Stripe
Google Reviews
What a connected patient looks like in HubSpot
app.hubspot.com · Contacts · Emily Marsh
EM
Emily Marsh
Carevo Health · North Sydney Clinic
Active Patient
Recall Due
Last Visit
12 Mar 2026
Lifetime Visits
7
Clinic Location
North Sydney
NPS Score
9/10
Activity Timeline
Appointment booked — Follow-up Consultation via online booking
2d ago
SMS reminder sent — "Your appointment is tomorrow at 10am"
1d ago
Google Review requested — 5★ response received, logged in HubSpot
3d ago
Payment processed — A$185 via Stripe, linked to deal record
12 Mar
4
Clinic locations — single HubSpot
Auto
Appointment reminders via Twilio
Live
Patient records syncing from PMS
Full
Recall campaign automation
What We Walked Into

Four clinics. Four sets of data. No shared view of the patient.

Carevo had a practice management system at each location, a spreadsheet for marketing, and absolutely no CRM. Patient relationships were being managed by whoever happened to pick up the phone — with no history, no automation, and no follow-up system keeping patients engaged between visits.

01
Practice management data completely siloed from marketing
Appointment history, patient contact details, and visit records lived in the PMS at each clinic — inaccessible to anyone trying to run a re-booking campaign, a recall notice, or even a birthday message. Marketing was working from an export that was weeks out of date.
Practice Management System
02
Appointment reminders sent manually — or not at all
Reception staff were manually calling patients the day before appointments. For a four-site operation with dozens of bookings daily, this was consuming hours of reception time per day. When staff were busy, reminders didn't happen. No-shows were consistently at 18%.
Manual phone calls
03
Patient intake forms re-filled on every visit
New patient paperwork was paper-based at two locations and a generic Google Form at the other two. None of it fed into the PMS or any CRM. Patients arriving for a second visit filled in the same form again because there was no system storing what they'd already provided.
Paper / Google Forms
04
Dormant patients left to go elsewhere permanently
Patients who hadn't visited in 6, 12, or 18 months simply disappeared. There was no recall campaign, no re-engagement sequence, no way to know how many patients had lapsed or where they'd gone. Retention was entirely passive — if patients remembered to come back, they did.
No system at all
The Integration Result

This is what every patient looks like in HubSpot now.

A complete, live patient record — bookings, payments, SMS history, intake data, satisfaction scores — all in one place. Built automatically from six integrated systems. No manual entry by any member of the team.

app.hubspot.com · Contacts · Marcus Webb · Carevo Health
Contacts
Deals
Appointments
Conversations
Tools
Sequences
Workflows
Reports
Settings
Contacts Marcus Webb
Send Email
Log Activity
Book Appointment
MW
Marcus Webb
Carevo Health · Chatswood Clinic · Est. patient since Apr 2023
Priority Patient
NPS: 10/10
Recall Due Apr
Activity
Emails
SMS
Calls
Deals
Appointment Booked — Chatswood Clinic
Annual Health Check · Thu 10 Apr 2026 · 9:30am — synced from booking platform
Today
SMS Reminder Sent via Twilio
"Hi Marcus, your appointment at Carevo Chatswood is confirmed for 10 Apr at 9:30am. Reply CHANGE to reschedule."
Today 9:01am
Post-Visit Email Opened — 5-star review left
Google Review request opened · clicked · 5★ review submitted — logged to HubSpot automatically
22 Mar
Intake Form Completed via Typeform
Health history, medications, and consent synced to HubSpot contact properties — no manual re-entry
20 Mar
Payment Received — A$220 via Stripe
Consultation + diagnostics · linked to deal record · revenue attributed to Chatswood clinic
20 Mar
Contact Info
Email
m.webb@email.com
Mobile
+61 4XX XXX XXX
Clinic Location
Chatswood
Patient Since
Apr 2023
Lifetime Visits
11
Lifetime Value
A$2,860
NPS Score
10/10
Next Recall
Apr 2026
Associated
Apr 2026 Health Check
Deal · A$220 est.
Open
Recall Sequence
Active — 3 emails queued
Active
Integration Architecture
PMS
Practice Mgmt System
Appointments, patient records
Tw
Twilio SMS
Reminders, confirmations
Tf
Typeform
Patient intake, health forms
St
Stripe
Private-pay billing
GR
Google Reviews
Post-visit satisfaction
Sync
CRM Hub
HubSpot
All Data
Trigger
SMS Reminders
48h & 2h pre-appointment
Auto
Post-Visit Sequences
Review request + care tips
Auto
Recall Campaigns
6, 12 & 18-month triggers
Auto
Clinic Dashboards
Per-location reporting
Live
Revenue Attribution
Deals by location & channel
Live
01 · Practice Management ↔ HubSpot
Every booking, every patient record — live in HubSpot across all four clinics

Built a bidirectional sync between Carevo's practice management system and HubSpot across all four locations. Every new patient booking creates or updates a HubSpot contact record with the appointment date, clinic location, practitioner, and visit type. Appointment history, visit frequency, and patient lifetime value accumulate automatically on each contact. The marketing team now has a live, clinic-attributed view of every patient — without ever logging into the PMS. Cancellations and reschedules sync back to HubSpot in real time, automatically triggering the right follow-up sequence for each outcome.

PMS SyncMulti-siteLive Patient RecordsVisit History
Practice Management System
PMS ↔ HubSpot · 4 Clinics
Syncing
New BookingHubSpot contact created/updated — clinic, date, practitioner, type all logged
Live
Appointment AttendedVisit count incremented, lifetime value updated, post-visit sequence triggered
Auto
Cancellation / No-ShowSpecific re-booking sequence fires — different messaging for each outcome type
Auto
Recall Date SetNext recommended visit date from PMS sets recall trigger in HubSpot automatically
Auto
02 · Twilio SMS + Typeform
Appointment reminders automated. Intake forms syncing. No-shows down from 18% to 6%.

Connected Twilio to HubSpot so that every appointment generates an automatic SMS reminder — at 48 hours and again at 2 hours before the appointment time — with the patient's name, clinic address, and a one-tap reschedule link. At the same time, Typeform replaced all paper and Google Form intake processes across the four clinics. Patient health history, medications, consent acknowledgements, and preferences all submit through Typeform and map directly to HubSpot contact properties — no re-entry, no missing fields, no paper to file. Returning patients receive a pre-visit update form rather than the full intake, pulling their existing record from HubSpot.

SMS AutomationAppointment RemindersIntake Form SyncReturning Patient Logic
Tw
Twilio + Typeform
SMS Automation + Patient Intake
Active
48h SMS Reminder"Hi [name], your appointment is in 2 days — tap to confirm or reschedule" sent automatically
Auto
2h SMS ReminderDay-of reminder with clinic address and parking details — confirmed or cancels via SMS reply
Auto
Typeform Intake SubmittedAll fields map to HubSpot contact properties — new patient vs returning detected automatically
Live
SMS Reply: "CANCEL"Cancellation logged in HubSpot + PMS, re-booking sequence triggered immediately
Auto
03 · Stripe + Google Reviews
Private pay revenue attributed. Five-star reviews triggered automatically after every visit.

Stripe was connected to HubSpot so that every private-pay transaction creates a deal record attributed to the correct clinic location, practitioner, and visit type. Revenue reporting by location became possible for the first time. After payment is confirmed, HubSpot triggers a post-visit sequence: a care tips email first, then a Google Review request 24 hours later. Five-star reviews are acknowledged automatically with a thank-you message. Low scores trigger an internal alert to the clinic manager — before the patient shares their feedback anywhere else. Carevo's average Google rating across four locations went from 3.9 to 4.7 within four months of go-live.

Payment AttributionRevenue by LocationReview AutomationReputation Management
St
Stripe + Google Reviews
Billing + Reputation Management
Active
Payment ConfirmedDeal created in HubSpot — clinic location, amount, and visit type attributed automatically
Live
Post-Visit Email (24h)Personalised care tips + review request sent — clinician name and visit type referenced
Auto
5★ Review ReceivedLogged to HubSpot contact, thank-you SMS sent, patient flagged as brand advocate
Auto
Low Score AlertClinic manager notified in HubSpot before patient escalates — recovery call task created
Auto
The Impact

Numbers that changed after go-live.

Every metric below is a direct consequence of the HubSpot integration. Not incremental improvements — step changes driven entirely by replacing manual processes with connected automation.

0%
Reduction in no-show rate — 18% down to 6% after SMS reminders went live
0★
Average Google rating across all four clinics — up from 3.9 in four months
0%
Increase in re-booking rate from dormant patients after recall campaigns launched
0
Manual reminder calls made by reception since Twilio automation went live
Full
Patient lifetime view — all four clinics, one HubSpot record
For the first time, the team can see a patient's complete history across locations, their lifetime value, NPS score, and next recall date — without logging into four different systems.
Automated
Recall campaigns running for every patient category
6-month, 12-month, and 18-month recall sequences run automatically from each patient's last visit date. Dormant patients re-engage at a 34% higher rate than the previous manual process.
Live
Revenue reporting by clinic, practitioner, and treatment type
Stripe + HubSpot gives Carevo's management team a live revenue dashboard — broken down by location, practitioner, and visit type — without any manual reporting effort.
Scalable
New clinic locations absorbed without a rebuild
When Carevo opens a fifth location, the HubSpot integration framework absorbs it automatically — same PMS sync, same SMS workflows, same post-visit sequences. Zero redevelopment.

Reception was spending two hours a day calling patients to confirm appointments. That's gone. The no-show rate dropped by two thirds in the first month. And for the first time we actually know what our patients are worth, which ones are at risk of leaving, and which ones we haven't seen in too long. That's what a CRM is supposed to do.

JH
J. Harrington
Practice Director · Carevo Health
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Running a healthcare practice where no system talks to the others?

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