2026

Healthcare ABM Campaign Infrastructure 

Goal
The client needed a scalable healthcare ABM campaign system capable of segmenting audiences, enriching lead data, personalizing outreach, and improving visibility between marketing and sales teams.

Planning
We audited the client’s HubSpot structure, reviewed existing lifecycle stages and lead ownership processes, and designed a segmentation framework for Brand and Omnichannel audiences across customers, active agreements, and new prospects. Custom properties were created to support scalable personalization and workflow routing.

Execution:

> Integrated Clay and HubSpot to automate lead enrichment and audience segmentation
> Built multi-branch ABM workflows for Brand and Omnichannel campaigns
> Created custom properties to support routing logic, reporting, and personalized marketing collateral
> Developed 10+ email templates using HubL tokens and dynamic company/contact personalization
> Simulated “smart content” functionality using company-level multiline text properties for tailored messaging and value propositions
> Custom-coded branded email modules that dynamically routed contacts to the correct account representative

Impact
The result was a scalable healthcare marketing system that delivered personalized outreach across multiple audience groups while reducing manual segmentation and campaign management. Sales teams gained clearer visibility into lead progression, and marketing teams could deploy targeted campaigns using enriched company intelligence and automated routing logic.

2026

Health Lead Consolidation & Patient Journey Automation

Goal
The client needed a centralized CRM ecosystem capable of consolidating lead and client data across multiple health programs, memberships, affiliate partnerships, and treatment workflows. The primary objective was to improve visibility into patient journeys, automate segmentation, and support personalized marketing throughout the treatment lifecycle.

Planning
We audited the client’s lead sources, treatment programs, and operational workflows across Practice Better, Circle, and multiple affiliate platforms. Because Practice Better provided limited accessible data due to healthcare platform restrictions, we designed a structured SKU-based tracking system to standardize program attribution and automate lifecycle reporting inside HubSpot.

Custom lifecycle stages, segmentation properties, and reporting structures were also created to better reflect the client’s health coaching and membership business model.

Execution:

> Built integrations between Practice Better, Circle, Zapier, and HubSpot to centralize lead and patient data
> Developed 7+ Zapier workflows to support multiple coaching programs, memberships, and intake paths
> Created a SKU-based segmentation system that categorized treatment plans and automated program tracking inside HubSpot
> Built internal automations that parsed SKU #'s for abbreviations & numbers to calculate deal timing and patient lifecycle progression
> Developed active membership tracking lists for the client’s Circle community to support retention and re-engagement campaigns
> Created custom import templates and reporting properties for affiliate programs that lacked API access, enabling clean manual imports and ROI reporting
> Designed custom lifecycle stages tailored to the client’s treatment and membership workflow model
> Built 20+ automated email templates supporting onboarding, membership engagement, treatment milestones, surveys, re-engagement, and long-term follow-up campaigns

Impact
The final system gave the client a centralized operational view of patients, members, affiliate referrals, and treatment programs across previously disconnected platforms. Automated segmentation and lifecycle tracking reduced manual organization while enabling more personalized communication throughout each stage of a client’s health journey.

The project also improved reporting visibility, supported long-term retention marketing, and created scalable infrastructure for future program growth while remaining mindful of healthcare data limitations and compliance considerations.

2025

Custom Chatbot With AI-Driven Knowledge Base

Goal
The client needed a fully customized chatbot connected to their user portal, capable of routing support conversations intelligently. They wanted a mix of AI-assisted responses, structured knowledge base guidance, and internal routing to the right support team members when human intervention was required.

Planning
We reviewed their existing knowledge base and applied a new schema to improve clarity, searchability, and content structure. Working with the support team, we created a detailed routing matrix outlining which questions should lead to knowledge-base answers and which required escalation to a human agent. This document became the foundation for conversation paths, ticket categories, and support workflows.

Execution:

> Finalized a comprehensive routing document for all support paths
> Refined and rebuilt the knowledge-base schema
> Built a 55+ step custom chatbot
> Developed ticket-based workflows
> Added custom tags, properties, and attributes
> Connected the chatbot with the user portal

Impact
The client gained a fully connected support system where users receive accurate answers instantly and support agents only handle tickets that truly require human expertise. Ticket categorization improved, response times dropped, and the support team now works from a cleaner, more organized pipeline. The chatbot reduced repetitive inquiries, strengthened user self-service, and created a scalable foundation the team can expand as their SaaS platform grows.