Referral
- Referrals in one pipeline
- Email, fax and web referrals in one list, each with an owner and a due date.
- Referrer tracking
- See which GPs and partners send patients, and keep them informed.
ServicesHealthcare
Your practice system and HubSpot, connected.
We connect practice management systems such as Halaxy, Cliniko and Coreplus to HubSpot, your phones and your website. Clinical records stay where they are. Your team gets one place to manage referrals, enquiries and follow-up.
HubSpot PlatinumSolutions Partner
Who we work with:Mental health and telehealthAllied healthDVA and veterans’ servicesAudiologySleep clinicsAged care
A referral, start to finish
- Referral receivedEmail or web form
- Matched in your practice systemPatient record
- Logged in HubSpotReferrer credited
- Follow-up assignedTask and reminder
Where we’re usually called in.
- Your team needs to track referrals arriving by email, fax and web form.
- Staff enter the same patient details into more than one system.
- You need a clearer view of referrals by GP, partner and clinic.
- Your team needs appointment and referral information available in HubSpot.
Follow each referral through to appointment.
Connecting your phones, practice system and website helps your team follow enquiries through to appointments. We bring all three into HubSpot, without moving clinical records.
Your phones
Calls and missed calls, recorded against the right patient or referrer.
Your practice system
Patients, appointments and referrals, kept in step.
Your website and forms
Website enquiries, with the page and source information they came with.
HubSpot, where your team worksReferrals, enquiries, follow-up and reporting, side by side.
Practice systems we connect:HalaxyClinikoCoreplusOthers with an API
What we build, stage by stage.
First appointment
- Matched to the record
- Link the HubSpot contact to the patient record and sync agreed details between the systems.
- Confirmations and intake
- Send confirmations and intake forms at agreed stages.
Ongoing care
- Follow-up and recall
- Reminders and tasks when a patient is due back or a plan ends.
- Reporting
- Referrals, bookings and conversions by clinic and practitioner, without exporting spreadsheets.
Healthcare integrations
The practice management systems we connect to HubSpot for clinics and health services, and what each connection covers.
| System | What it connects | How |
|---|---|---|
| HalaxyPractice management | Patients, practitioners, appointments, referrals and invoices, into HubSpot and reporting | Custom sync |
| ClinikoPractice management | Patients and appointment events, into HubSpot | Custom sync |
| CoreplusPractice management | Patient matching, appointments and referrers, with booking from HubSpot | Custom sync and record cards |
| Other practice systemsWith an API | We review the API and any vendor approval first, then tell you what’s possible | Assessed per system |
Around them we connect clinic phones, reporting and AI-suggested practitioner matches that staff review.
Healthcare use cases
Specialist clinicPractice system appointments, inside HubSpotRead the use case →Government-funded in-home supportScheduling that follows the funding rulesRead the use case →Medical case managementA case that moves on when the reports are inRead the use case →Online mental health practiceA learning platform connected to HubSpotRead the use case →Mental health practiceAI that suggests the right practitionerRead the use case →Aged care and retirement livingAdmissions that match residents to roomsRead the use case →
Patient data
- Clinical records stay in your practice system. HubSpot holds only what the team needs to manage the relationship.
- Integrations we build run in AWS Sydney, and we can set up HubSpot on its Australian data centre.
- We send only the fields a workflow needs, and keep personal details out of logs.
- Tracking on health websites needs care. In June 2026 the Privacy Commissioner found that tracking pixels on two health providers’ websites collected health information without consent, so we check consent before adding tags. Source: OAIC
Questions.
Can HubSpot replace our practice management system?
No. HubSpot works alongside your practice management system, which continues to handle clinical records, Medicare and billing.
Our practice system isn’t listed. Can you still connect it?
Often, if it has an API. We check the documentation and any approval the vendor requires before we quote.
Do you work with DVA and NDIS providers?
Yes. We’ve built referral and paperwork workflows for DVA-funded services, and connected NDIS work recorded in practice systems.
Do we need to be on HubSpot already?
No. Some clinics come to us with HubSpot, others are moving from Zoho or spreadsheets. We review your workflow and the HubSpot features you need before recommending a licence.