Men's Pro Health
|Multi-location clinic
|United States
217+
Project tasks delivered
10+
Clinic locations supported
100%
Portal pilot completion
0
Legacy systems needed post-launch
Men's Pro Health, a growing men's health clinic with multiple locations, was running their entire patient operation on AdvancedMD (AMD)—a legacy EHR system that couldn't keep up with how they wanted to grow. Patient onboarding was manual, medication reorder tracking was done by memory, and there was no way for patients to self-serve or check their order status online.
The clinic needed a patient-facing portal where men could log in, view their treatment plans, reorder medications, and message their care team directly. They also needed their clinical staff to have structured EHR notes inside the same system their sales and operations teams used—eliminating the constant toggling between AMD and HubSpot.
The complexity was significant: the solution needed to support multiple clinic locations with location-specific branding, handle secure patient data, integrate with lab APIs (Quest, AEL), automate medication reorder notifications via email and SMS, and migrate years of patient data from AMD—all while keeping the clinics running without disruption.
We designed and built a complete CRM enablement platform inside HubSpot, organized into phased milestones: discovery, MVP buildout, internal pilot, refinement, and full rollout.
The patient portal was built from scratch using HubSpot's native capabilities—membership login, patient profile management, medication order forms, a chatbot for patient-to-staff messaging, and automated order status notifications via email and SMS. Each clinic location gets its own branded experience through smart content, with location-specific contact info, landing pages, and support routing.
For the clinical team, we built a custom EHR notes system using HubSpot custom objects. Providers can create structured clinical notes (SOAP format), with draft-vs-signed workflows, PDF export, and separated views for sales notes versus medical notes. We also automated patient plan tracking using custom objects tied to invoice data, so treatment plans update automatically as patients reorder.
The data migration from AdvancedMD is being executed in stages—current patients first, with historical records following—using FTP exports and custom mapping scripts. Lab API integration connects Quest and AEL results directly to patient records in HubSpot.
We piloted with a select group of patients, collected structured feedback, created training documentation and onboarding guides, and are rolling out to all locations with a full communication and adoption plan.
217+
Project tasks delivered
10+
Clinic locations supported
100%
Portal pilot completion
0
Legacy systems needed post-launch
“We asked Media Garcia to build us a patient portal and ended up with an entire operating system for our clinics. Our patients can manage their own care online, our providers have structured clinical notes, and we're finally running everything from one platform.”
Dan Green
President & CEO, Men's Pro Health
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