A Sales Hub Professional rollout
for Caris Healthcare
built around hospice referral velocity.
One CRM of record. Trella Marketscape insights piped in via SFTP, HomeCare EMR referral data flowing nightly, and CallRail intake calls landing on the right rep — all surfaced in HubSpot so your community liaisons can sell, not chase.
Caris Healthcare
Hospice: Your Life. Our Mission.SmartBug stands up HubSpot Sales Hub Professional as the system of record for Caris's community liaisons — with Trella Marketscape referral intelligence, HomeCare EMR referral events, and CallRail inbound call tracking all flowing into the same record.
Talk to someone who's lived it
Casey will coordinate an email introduction between you both — a long-time SmartBug client who's happy to talk through what working with us actually felt like inside a homecare/franchise environment.
Richie Johnson
Worked with SmartBug for years at BrightStar Care building out HubSpot across a franchise network — exactly the kind of multi-location, referral-driven motion Caris runs. Just moved to a new company, but is happy to talk to the Caris team about what SmartBug actually felt like as a partner.
- 1Casey coordinates an email introduction between Erika and Richie — direct intro, both names on the thread.
- 2Reply-all with availability — pick a 20–30 min slot that works for both of you.
- 3Ask anything: implementation, adoption, what to push back on, where SmartBug earned trust.
Everything flows into HubSpot
Three named systems in scope for the initial rollout. Each one becomes a data source — HubSpot stays the system of record.
Trella Marketscape → HubSpot
Trella-provided data export via SFTP. SmartBug's dev team pulls the quarterly Marketscape files, transforms the data, and loads relevant insights into HubSpot custom objects or company / contact properties.
HomeCare EMR → HubSpot
Nightly feed back to Trella, with a parallel data flow into HubSpot so admissions and referral activity show up next to the relevant referring account in real working time.
- Nightly sync cadence — EMR is the clinical source of truth.
- Referral + admission events land on HubSpot Company & Contact records.
- Drives liaison alerts, lifecycle stage moves, and reporting.
CallRail → HubSpot
Mary Kate's request: CallRail integration so inbound family / caregiver calls flow into HubSpot with source attribution, recording, and routing — straight into the right liaison's queue.
- Native CallRail ↔ HubSpot connector + tracking number mapping.
- Calls log to Contact / Company timeline with source & campaign.
- Attribution feeds dashboards: which channels drive real intakes.
The SMARTBUG Methodology™
Every Caris workstream in this proposal runs through the same eight-step framework. It's how we keep a Sales Hub Professional rollout — with three integrations — on rails from kickoff to go-live.
S — Strategize
Align on goals, KPIs, and HubSpot's role across hospice marketing, sales, and ops.
M — Map
Map referral, intake, and admission processes to HubSpot's object model — plus Trella + EMR.
A — Assemble
Build the foundation: properties, pipelines, teams, integrations scoped and prepared.
R — Refine
Iterate on liaison workflows, lead routing, and automation against real-world feedback.
T — Train
Tailored training for admins, marketing, and the community liaison field team.
B — Boost
Launch with a focus on early wins — first campaigns, first dashboards, first referrals tracked end-to-end.
U — Understand
Interpret early data — referral source, admission velocity, CallRail attribution, EMR signal.
G — Grow
Roadmap the next layer: Marketing Hub, AI / Breeze, deeper Trella insights, more locations.
Pricing pulled straight from SmartBug
All three SmartBug onboarding tracks for HubSpot Sales Hub Professional — at the published rate of $185 / hour. Trella, HomeCare, and CallRail integrations are scoped separately on top.
View live SmartBug onboarding pageGuided Onboarding
Self-driven with expert guidance.
- 3 standard tools training sessions
- 1 Q&A session
- Best for teams with strong internal admin bandwidth
Collaborative Onboarding
Recommended for Caris.
- Process mapping, pipeline definition & MQL → SQL → Opportunity handoff
- Up to 10 custom deal properties · 2 deal views · 1 sequence
- 1 deal pipeline (5 tags, 5 automations) · 1 sales dashboard · 2 custom reports
- Lead scoring + sales templates, snippets & playbook
- 3 training sessions + 2 Q&A sessions
Premier Onboarding
Most hands-on white-glove track.
- Everything in Collaborative + deeper customization
- Up to 20 custom deal properties · 4 deal views · 3 sequences · 4 sales templates
- 1 pipeline (10 tags, 7 automations) · 2 dashboards · 4 custom reports
- Custom role-based training session + 2 Q&A sessions
Trella SFTP · HomeCare EMR · CallRail
Three-system integration build is scoped on top of the onboarding package above. Final number depends on the depth of the EMR feed and how much Trella data lands as custom-object insights vs. company properties — we'll size it precisely after the discovery call.
Crystal clear on what's in and what's later
- Sales Hub Professional portal foundation & account configuration
- Process mapping, pipeline definition, MQL → SQL → Opportunity handoff
- Custom deal, contact & company properties (Professional tier)
- 1 deal pipeline w/ stages, tags & automations
- Lead scoring + predictive lead scoring
- Sequences, sales templates, snippets & playbooks
- Forecasting + deal score setup
- Trella Marketscape SFTP integration → HubSpot custom objects
- HomeCare EMR nightly referral feed → HubSpot
- CallRail integration with source attribution & call routing
- Dashboards + standard & custom reporting
- Standard tools training + Q&A sessions
- Service Hub onboarding (Phase 2 candidate)
- Content Hub / website rebuild
- Custom Trella reverse-feed development beyond agreed scope
- Custom EMR feature development inside HomeCare
- Advanced AI / Breeze agent build-outs
What we'd layer in next
Intentionally not in the initial Sales Hub Professional rollout. Phase 2 protects the launch and lets the field team operate before we go deeper.
Next steps
Two quick items to get rolling in parallel — the SmartBug MSA for your legal team to review, and a mutual NDA ready to e-sign so we can dig into EMR, Trella, and call data on the next call.
SmartBug Master Services Agreement
Our standard MSA — terms, IP, confidentiality, and how SOWs hang off it. Share with your legal team for review ahead of SOW execution.
Mutual NDA
Standard two-way NDA via Adobe Sign — about a 2-minute signature so we can talk freely about EMR data, Trella access, and the call-rail pipeline.
Ready to make HubSpot the single source of truth?
Once we walk this through on the call, the official SOW will be linked here via PandaDoc for direct signature. Until then — questions on Trella SFTP, EMR feed depth, or how WelcomeHome stacks up are exactly what the call is for.