8
pipelines built, 48 stages
942
facilities scored weekly
1,527
HubSpot records analysed
14,693
homes in the booth tool
6
systems live in production
The operating spine
The CRM itselfLive
Eight pipelines and forty eight stages covering the whole business, built and
wired in CareTech's own GoHighLevel account.
- Facility Onboarding, from first contact through contract, intake,
partner fan out, go live checks, and live
- A pipeline each for Smart Meter devices, the developer portal,
ZulaFly facility mapping, and training, so a facility moving
through onboarding pulls each partner in at the right moment
- SNF Targets and Sales for outbound, Event Leads for conferences
- Fourteen custom fields carrying each facility's federal record
The point of the fan out is that nobody has to remember to tell
ZulaFly or Smart Meter that a facility signed. The pipeline does it.
HubSpot to GoHighLevel migrationAnalysis delivered
Every record in HubSpot inventoried and analysed before anything moved, then
matched against the federal nursing home register so each company carries its
CMS Certification Number rather than just a name.
- 1,527 company records analysed
- 1,063 matched automatically to a certified facility
- 203 isolated as needing human review, with a working spreadsheet built for Sari
- 261 identified as not skilled nursing facilities at all
Matching on the certification number rather than the name is what
lets federal data attach to a record later. Without it the pre-assessment push
has nothing reliable to land on.
Bringing in business
SNF targeting engineLive, runs weekly
Pulls the federal Provider Data Catalog every week, scores every skilled nursing
facility in New York and New Jersey as a SafeLinQ target, and flags what changed
since the previous week.
- 942 facilities scored on the most recent run
- 85 currently scoring as hot targets
- 131 week over week changes flagged
- Refuses to overwrite good data with a bad pull, so a federal outage cannot corrupt the picture
Zimmet booth toolLive
Every certified nursing home in the country, searchable in under a second at
the booth, with lead capture that goes straight into the CRM.
- 14,693 facilities, searchable by name, city, certification number, or operator
- Search by owner, so an attendee who says they are with a group can have
all of that group's buildings on screen immediately
- Live federal deep dive per facility: repeat citations with tag numbers,
deficiencies, penalties, ownership, quality measures
- Captured leads appear in the CRM within about a second, tagged and with the
full facility record attached
A problem found and fixed. In the version handed over,
captured leads were held in the browser only. A refresh, a closed tab, or a
sleeping laptop would have lost every lead taken that day, with no warning.
Leads are now saved as they are captured and held in two places, so neither a
lost laptop nor an outage can lose the day's capture.
Conference badge captureLive
Badge and card scans from Popl flow into the Event Leads pipeline automatically,
so booth conversations become CRM records without anyone typing them up afterwards.
Turning interest into signed business
Pilot agreement, signable on screenBuilt, awaiting legal sign off
The pilot participation agreement rebuilt as a page a facility can read and sign
on a phone, instead of a document to print, sign, scan, and email back.
- Opens already filled in from the CRM, so the facility is not retyping what is known
- Signature is binding under the federal E-SIGN Act and New York ESRA, recorded
with the date, time, and network address
- On signature it tags the contact, files a full record, and advances the
opportunity to Contract Signed by itself
- The system refuses to execute the agreement while the wording is in legal
review, whoever holds the link
Facility intakeLive
One intake form collecting everything the partners need in a single pass, rather
than each partner chasing the facility separately: the ZulaFly floor plan and
access point layout, the Smart Meter network and installation requirements, bed
counts, room formats, wiring, and EMR platform.
Making the pieces work together
Pre-assessment integrationDelivered to Roth Tech
The CRM side of the pre-assessment push: the fields it writes into, the field
identifiers the developers needed, and scoped access to write them.
Roth Tech was given a write only key limited to the data the
integration pushes, rather than a login to the CRM. They can complete the
integration without an outside team being able to browse or change the account.
Command centreLive
A shared view of where the whole programme stands: key dates, what is blocked
and who it is waiting on, live pipeline numbers, and which automations still
need building. It reads CareTech email and proposes tasks from it.
Watching it stay upLive
The booth tool, the CRM connection, and the federal data feed are checked every
five minutes, with an alert on the first failure rather than a discovery later.
This is how the federal data feed was caught after CMS changed
their catalog: the pull had been failing quietly, the safeguards refused to
publish an empty result, and it was corrected the same day.