Seacoast + SmartBug:
Sales Hub Launch
A focused onboarding path to move Sea Coast Home Health Care, Seacoast Hospice, and Everest Hospice from paper scorecards to accountable referral-source selling in HubSpot Sales Hub Professional.
Today, 15 field reps record referral-source visits and contacts on paper scorecards. With no CRM, follow-up is hard to track and reported conversion sits at 34% against a 50% target. SmartBug recommends a Sales Hub Professional pilot that gives reps, managers, and leadership visibility into activity, accountable follow-up, and conversion — without replacing WellSky or HospiceMD clinical workflows.
The challenge is follow-up visibility, not clinical workflow
Phase 1 stays focused on referral-source selling. Clinical operations remain in the existing EMRs.
Current state
- No CRM; paper scorecards track rep visits and referral-source contacts
- Three entities: Sea Coast Home Health Care, Seacoast Hospice, Everest Hospice
- One home health team and two hospice teams; 15 field reps total (5 each)
- WellSky home health EMR and HospiceMD hospice EMR already in place
- POC: Ian Garcia, VP of Sales & Operations; CEO and sales managers as stakeholders
Opportunity
- 5–15 referrals reportedly missed; reporting period to confirm
- Reported referral conversion: 34% → 50% target*
- Approx. $2,000 admission potential per home health referral
- Pilot option: 2 teams / 10 reps, scaling to all 15
- Goal: visibility into rep activity, accountable follow-up, and conversion
*Service line and measurement period to confirm.
One clean decision, not a custom scope
Choose the standard onboarding model that matches your internal capacity, then confirm the pilot team scope and any optional add-ons.
How much can Seacoast build internally?
Internal capacity determines how much of the Sales Hub configuration your team can realistically own during launch.
How much configuration should SmartBug own?
Each tier shifts more of the hands-on build from Seacoast to SmartBug.
How quickly do you need launch confidence?
More SmartBug configuration means faster time-to-confidence with less internal burden.
Choose the level of SmartBug support
The same onboarding foundation across all three tiers — what changes is who owns the hands-on configuration.
Guided Onboarding
SmartBug trains and guides; Seacoast builds.
Best for teams with internal HubSpot capacity that want structure, best practices, training, and feedback while Seacoast owns most of the configuration.
- SmartBug-led guidance and training
- Standard onboarding sessions
- Q&A support
- Configuration recommendations
- Seacoast owns the hands-on build
Seacoast has internal bandwidth and wants the lowest-cost, lightest-touch option.
SmartBug trains and guides you, but you build it.
Collaborative Onboarding
SmartBug and Seacoast split the configuration.
Best for teams that want to stay closely involved but need SmartBug to own meaningful pieces of the configuration, setup, and best-practice execution.
- Shared configuration responsibility
- SmartBug setup support for selected tools and workflows
- Training and Q&A
- Best-practice recommendations
- More hands-on support than Guided
Seacoast wants a balanced approach where internal teams learn the platform while SmartBug helps move the build forward.
SmartBug splits the configuration 50/50 with you.
Premier Onboarding
SmartBug configures and trains.
Best for teams that want SmartBug to own most of the onboarding configuration and provide a more hands-on implementation experience.
- SmartBug-led configuration
- More complete setup support
- Role-based training
- Q&A support
- Strongest path for speed and confidence
Seacoast wants the most hands-on support and the least internal build burden.
SmartBug fully configures and trains.
SmartBug vs. HubSpot Onboarding
HubSpot onboarding is valuable for platform education and training, but it is primarily a guided enablement model. HubSpot does not typically configure the portal for the customer. SmartBug's onboarding options give Seacoast the flexibility to choose the level of hands-on configuration support needed — from guided training to shared configuration to full SmartBug-led setup.
HubSpot Standard Onboarding
Training-focused; Seacoast builds.
HubSpot software and any direct onboarding fees are quoted separately by HubSpot.
- HubSpot provides training, guidance, and product education
- Seacoast owns the portal configuration
- Seacoast owns pipeline, views, tasks, and reporting setup
- No hands-on configuration included
- Best if Seacoast only needs training and has internal capacity to build everything
SmartBug Onboarding
Training plus flexible configuration support.
- Guided, Collaborative, and Premier options available
- SmartBug can train, advise, configure, QA, and support launch readiness
- Configuration support can scale up or down based on Seacoast's internal capacity
- Better fit if Seacoast wants hands-on help with setup, workflows, reporting, and launch confidence
- Includes a clearer path for referral-source prioritization and future integration discovery
If Seacoast only needs HubSpot product training, HubSpot onboarding may be sufficient. If Seacoast wants support actually configuring the portal, building the referral follow-up pipeline, setting up reporting, and preparing for launch, SmartBug's Collaborative or Premier onboarding is the stronger fit.
A partner Seacoast can verify, not just trust
SmartBug's credentials and client reviews are public and independently verifiable — linked below so you can check them yourself.
HubSpot Solutions Partner
The highest tier in HubSpot's partner program, earned through certified expertise and client results.
HubSpot Partner of the Year — North America
Recognized by HubSpot as the top North American partner two years running.
Hundreds of five-star client reviews
One of the most-reviewed HubSpot partners, with client feedback on the HubSpot Solutions Directory and G2.
Fastest-growing private companies
Multi-year honoree on the Inc. 5000 list of America's fastest-growing private companies.
HubSpot partner since the early days
Nearly two decades of inbound and HubSpot delivery across thousands of engagements.
Great Place to Work®
A fully remote team recognized for culture — the same senior team stays on your account.
Client ratings and written reviews live on third-party platforms, not just our site. Verify SmartBug's track record on the HubSpot Solutions Directory and G2, and see the full awards list at smartbugmedia.com.
What Phase 1 covers
A single Sales Hub Professional configuration scoped to referral-source selling, not clinical operations. Final deliverables and configuration limits depend on the selected package and signed SOW.
Sales Hub Professional
Build a single, shared referral-source selling system for Sea Coast Home Health Care, Seacoast Hospice, and Everest Hospice. Clinical operations stay in WellSky and HospiceMD.
- Referral source (company) and contact records
- Rep ownership, territory views, and team alignment
- Agreed referral follow-up pipeline and tasks
- Manager activity and conversion reporting
- Sequences, templates, snippets, and playbooks
- Role-based training and launch handoff
Phase-one pilot framing
Start with two teams / ten reps, then scale to the full fifteen-rep field team. One shared pipeline with entity and team views keeps launch scope bounded; separate pipelines or additional entities are separately scoped.
- Shared referral follow-up pipeline with entity/team views
- Rep ownership and territory visibility
- Manager activity and conversion dashboards
- Training for pilot reps and managers
- Scale plan to all three teams / 15 reps
- Referral-source and contact records
- Agreed pipeline, stages, and task model
- Rep and manager views and reporting
- Training and launch handoff
- Sensitive data setup — 20-hour bank
- Requirements review and eligible property/access config
- Validation and admin handoff
- Definitive Healthcare connector for referral-source prioritization
- Trella Health connectivity validation
- WellSky / HospiceMD or custom EMR sync
Indicative sequencing
Indicative sequencing only. Final timing is confirmed in the SOW.
Kickoff & Requirements
- Project kickoff with Ian Garcia and stakeholders
- Map current paper scorecard workflow
- Confirm phase-one teams, seats, and EMR boundaries
Build & QA
- Configure Sales Hub objects, properties, and views
- Build referral follow-up pipeline and tasks
- Set up rep ownership, territory views, and reporting
Train & Validate
- Role-based training for reps and managers
- QA workflows, reporting, and data quality
- Iterate based on pilot-team feedback
Go Live & Handoff
- Launch support and final checks
- Hand off to internal owners
- Define scale plan from pilot to all 15 reps
Timelines are estimates and can compress or extend based on Seacoast's availability, internal review cycles, EMR access, and how quickly data, access, and decisions are provided. The Collaborative and Premier paths typically move faster because SmartBug owns more of the configuration work.
Compare support levels at a glance
Guided
- Lowest cost
- Seacoast builds
- SmartBug advises and trains
- Best when internal capacity is strong
Collaborative
- Balanced cost and support
- Shared configuration
- Strong fit for learning while building
- Recommended middle path
Recommended starting point for Seacoast if the team wants meaningful SmartBug support while keeping internal ownership.
Premier
- Highest support level
- SmartBug owns most configuration
- Best for speed and lower internal burden
- Strongest launch confidence
Easy to scan, easy to compare
Optional: Sensitive data setup
20-hour bank at $195/hour = $3,900 one time. Subject to confirmed scope, not a guarantee of full compliance.
Sales Hub Professional alone does not unlock Sensitive Data. Requires an eligible HubSpot Enterprise subscription and applicable Sensitive Data terms/BAA before storing PHI; software upgrades are quoted separately. Learn more.
Guided Path
Excludes HubSpot software, integrations, and separately scoped work.
Collaborative Path
Excludes HubSpot software, integrations, and separately scoped work.
Premier Path
Excludes HubSpot software, integrations, and separately scoped work.
SmartBug Sales Hub Professional onboarding packages from smartbugmedia.com (Sales table), verified Sept 22 2026: Guided 15 hrs × $185 = $2,775, Collaborative 43 hrs × $185 = $7,955, Premier 60 hrs × $185 = $11,100. These are one-time SmartBug services, not HubSpot software subscriptions. A 20% project management surcharge is added to the services subtotal. The optional sensitive-data bank is priced at $195/hour (20 hours = $3,900) as discussed; it is not listed on the public pricing page.
Data-driven referral-source prioritization
These are proposed directions, not included in the base onboarding scope. Each will be confirmed and quoted separately before work begins.
Referral-source enrichment
Use Medicare referral share, competitor distribution, and volume signals to prioritize referral-source outreach inside HubSpot.
Definitive Healthcare
Proposed path via the native connector, subject to confirming connector availability, license, fields, mappings, and sync frequency.
Trella Health & EMRs
Trella Health connectivity will be validated. WellSky and HospiceMD (or custom EMR) sync is future scope based on APIs, objects, data requirements, and technical resources.
What is not included in standard onboarding
The following are not included unless separately scoped:
Recommended Next Steps
SmartBug recommends confirming the support tier, phase-one teams and seats, whether the sensitive-data add-on is needed, and any integration direction. From there, SmartBug can convert the selected path into a clean SOW.
- Phase-one teams and HubSpot seats
- Conversion service line and measurement period
- Referral-source-only scope vs. patient-level data needs
- Selected data vendor and connector path
- Internal technical resources and availability