SmartBug.
HubSpot implementation partner
Boston Private Nursing
× SmartBug
A connected operating foundation for referrals, caregivers, and care delivery.
HubSpot becomes the central CRM and communication layer. AxisCare stays the clinical system of record. Transparent hours, transparent pricing.
$195
Blended hourly rate
5
Proposed workstreams
3
Core workstreams
2
Selectable options
Boston Private Nursing is moving off manual, spreadsheet-driven workflows. This proposal scopes five workstreams — three core, two selectable — priced line by line at $195/hour.
01 — Prepared for
Boston Private Nursing, from spreadsheets to a system the whole team can rely on
Prepared by SmartBug Media. Every task below is estimated in whole hours and priced at $195/hour so the scope stays legible from first read to final decision.
Fewer manual handoffs
Reduce spreadsheet-driven handoffs between intake, scheduling, and leadership.
One centralized data model
Case, patient, caregiver, hospital/company, care plan, triage, visit/shift, and availability data in one structured place.
Better operating rhythm
Improve referral intake, triage, assignment, caregiver matching, scheduling visibility, communications, and leadership reporting.
Clear source of truth
AxisCare stays the clinical source of truth while HubSpot becomes the relationship and workflow layer.
02 — Current to future state
One flow, one data foundation, two systems that stay in their lane
Today the operating rhythm lives across spreadsheets and inboxes. The future state routes every step through a governed HubSpot data model, with AxisCare intact as the clinical record.
- 01
Referral / Intake
- 02
Triage & Matching
- 03
Scheduling & Communication
- 04
Reporting
03 — Proposed solution
Five workstreams, three of them core
The core workstreams establish the platform. The two options extend it into clinical data movement and caregiver self-service.
HubSpot CRM Foundation
Objects, associations, pipelines, properties, mapping, automation, and reporting.
Custom Logic & Workflow Controls
Skill-based approvals, oversaturation guards, one-to-one SMS, and end-to-end testing.
Native Integrations
DocuSign, QuickBooks, Zoom, ZoomInfo, and SMS tooling connected to the CRM.
AxisCare Custom Integration
Bidirectional data sync between the clinical system of record and HubSpot.
Caregiver-Facing Custom UI
Shift discovery, claim flow, availability management, and external access.
04 — Detailed scope
Every task, hour, and price in the open
Each task estimate was rounded up to the next whole hour and priced at $195/hour.
The CRM foundation: data model, associations, pipelines, properties, mapping, automation, and leadership reporting.
- Custom object setup and data model25 hrs · $4,875
- Associations setup19 hrs · $3,705
- Pipelines25 hrs · $4,875
- Properties setup16 hrs · $3,120
- AxisCare-to-HubSpot property mapping sheet19 hrs · $3,705
- Basic automations28 hrs · $5,460
- Caregiver self-update form4 hrs · $780
- Dashboards and reports31 hrs · $6,045
Connects the clinical system of record to HubSpot, reduces duplicate entry, and supports governed data movement between systems.
- AxisCare-to-HubSpot integration, bidirectional data sync, and testing216 hrs · $42,120
- HIPAA-compliant setup and verification39 hrs · $7,605
Final sync directions and API feasibility require discovery. Not every field or workflow is guaranteed to be syncable.
Gives caregivers a streamlined way to view opportunities, claim shifts, manage availability, and review schedules.
- Caregiver-facing scheduling application UI54 hrs · $10,530
- Claim-shift page and confirmation flow31 hrs · $6,045
- Caregiver availability and schedule page39 hrs · $7,605
- External caregiver access and login setup16 hrs · $3,120
Final UX and edge cases require discovery.
Workflow controls that protect caregiver capacity, enforce skill requirements, and keep communication one-to-one.
- Skill-based approval logic47 hrs · $9,165
- Anti-oversaturation and double-booking logic47 hrs · $9,165
- One-to-one SMS workflow31 hrs · $6,045
- End-to-end testing and bug fixes39 hrs · $7,605
Connecting the tools already in use for documents, billing, calls, data enrichment, and SMS.
- DocuSign setup and workflow trigger19 hrs · $3,705
- QuickBooks setup16 hrs · $3,120
- Zoom calls and SMS logging25 hrs · $4,875
- ZoomInfo setup and field mapping16 hrs · $3,120
- SlickText/SMS tool setup and testing22 hrs · $4,290
05 — Investment
Configure the scope, see the investment update
Core CRM work and delivery allowances are always included. Toggle the two options to model the configuration that fits BPN's priorities.
Always included — core
429 hours- HubSpot Work167 hrs · $32,565
- Custom Logic164 hrs · $31,980
- Native Integrations98 hrs · $19,110
Selectable options
Delivery allowances
Delivery allowances are carried from the full planning estimate. Contingency is a budget allowance, not necessarily planned labor.- QA and project management122 equivalent hrs · $23,790
- Contingency97 equivalent hrs · $18,915
These allowances are carried from the full planning estimate. Contingency is a budget allowance, not necessarily planned labor.
Selected configuration
Recommended$203,385
1,043 hours at $195/hour
Each task estimate was rounded up to the next whole hour at $195/hour. This is a planning estimate for alignment, not a fixed quote.
06 — Delivery approach
A sequenced, low-surprise rollout
- Phase 01
Discovery & architecture
Confirm AxisCare API limits, source-of-truth rules, bidirectional sync decisions, scheduling edge cases, SMS direction, and vendor BAA/compliance requirements.
- Phase 02
Build & configure
Stand up the data model, pipelines, properties, automation, integrations, and any selected custom work.
- Phase 03
Validate & test
End-to-end testing across referral, triage, matching, scheduling, and reporting paths, with defect resolution.
- Phase 04
Launch & optimize
Enablement, adoption support, dashboard tuning, and refinement after real-world usage.
07 — Assumptions & responsibilities
What we still need to confirm together
- AxisCare API limits and available webhooks are unconfirmed.
- Middleware/integration tooling and licensing are separate unless explicitly included.
- Exact one-way vs. bidirectional sync rules require discovery.
- Data migration, cleanup, and deduplication are not included.
- Scheduling edge cases may affect scope.
- Third-party licensing is excluded.
- Final scope and pricing may change after discovery.
- This is a planning estimate, not a fixed quote.
08 — Why SmartBug
Accredited depth across CRM, integration, and adoption
HubSpot Advanced CRM Implementation Accreditation
Recognized for complex CRM architecture and implementation work.
HubSpot Custom Integration Accreditation
Accredited for custom integration design and delivery on HubSpot.
Healthcare and sensitive-data experience
Experience supporting healthcare organizations and HubSpot's sensitive-data/HIPAA-aware configurations.
One accountable team
CRM architecture, custom integration, workflow automation, UX, testing, and adoption in a single team.
SmartBug Media does not guarantee HIPAA compliance. Compliance depends on platform tier, configuration, vendor agreements and BAAs, data handling practices, and Boston Private Nursing's own legal and compliance review.
Next step
Build the connected foundation BPN can grow on.
Start with the core platform, then decide how far to extend it into clinical data movement and caregiver self-service.
Review the recommended scope