topic Re: How should I track med operations at my clinic? in Tips, Tricks & Best Practices

How should I track med operations at my clinic?

AUlusan — Thu, 15 Feb 2024 12:58:24 GMT

So I have been using hubspot for my clinic to store customer data, track sales and etc... recently I wanted to track each customer's each session at the clinic. For example, sometimes the deal won includes 5 sessions of a treatment and I want to record each of these treatments, their medicaa details, pictures and date/time occured.

What is the best way to do this? I do not want to pay the Professional packages to create a custom object for this. My ideas were either to add properties to deals where each deal representing also the operation/session OR to create a ticket for each operation/session under a deal OR maybe just use the meetings???

Re: How should I track med operations at my clinic?

karstenkoehler — Thu, 15 Feb 2024 12:59:12 GMT

Hi @AUlusan,

I'm sorry to have to stop you in your tracks: HubSpot forbids usage when personal health information (or other information protected under any applicable health data protection laws) is involved. This violates the terms of service: https://legal.hubspot.com/terms-of-service

"The Subscription Service is not designed to comply with industry-specific regulations such as the Health Insurance Portability and Accountability Act (HIPAA) or the Federal Information Security Management Act (FISMA), so you may not use the Subscription Service where your communications would be subject to such laws."

"No Sensitive Information. YOU ACKNOWLEDGE THAT THE SUBSCRIPTION SERVICES HAVE NOT BEEN DESIGNED TO PROCESS OR MANAGE SENSITIVE INFORMATION AND ACCORDINGLY YOU AGREE NOT TO USE THE SUBSCRIPTION SERVICE TO COLLECT, MANAGE OR PROCESS SENSITIVE INFORMATION. WE WILL NOT HAVE AND WE SPECIFICALLY DISCLAIM ANY LIABILITY THAT MAY RESULT FROM YOUR USE OF THE SUBSCRIPTION SERVICE TO COLLECT, PROCESS OR MANAGE SENSITIVE INFORMATION."

Best regards!

Re: How should I track med operations at my clinic?

AUlusan — Thu, 15 Feb 2024 13:09:18 GMT

@karstenkoehler I think I was misunderstood. I do not intend to store personal or health records. More like technical records of each session. For example, how much a machine was used in that session, which estethician worked on the customer, what type of a product used and how much

Re: How should I track med operations at my clinic?

karstenkoehler — Thu, 15 Feb 2024 13:11:51 GMT

@AUlusan This sounds like medical information to me: "treatments, their medicaa details, pictures and date/time occured".

In any case, you would have to make sure you're complying with the terms of service.

If you're not managing health data, both deals (with custom properties or line items) and meetings could be a suitable option. Keep in mind that it's a lot easier to filter deals for custom criteria than it is to filter meetings.

Best regards!

Re: How should I track med operations at my clinic?

julieee — Wed, 19 Mar 2025 09:32:43 GMT

Efficiently tracking medical operations at your clinic is crucial for smooth workflow and patient satisfaction. Implementing digital record-keeping, appointment-scheduling software, and automated reminders can enhance efficiency. Med Spa Fountain Valley() utilizes advanced management systems to streamline operations, ensuring top-quality care and client experience.