RELATYV Systems Workshop: Using HubSpot Prefill URLs, Lead Follow-Ups, and Strategic Hiring
In this session, Joshua demonstrated how nurses should use HubSpot’s pre-filled Formstack URLs within appointment records to streamline treatment note submission, reduce admin workload, and accelerate billing cycles. He emphasized that only about 40% of nurses are currently using the feature, and explained the risks of relying on generic links. The discussion then shifted to sales and patient engagement, with Joshua stressing the importance of consistent outreach, answering inbound calls promptly, and using HubSpot playbooks to guide conversations. He also highlighted the correlation between contact attempts and revenue, encouraged nurses to commit to daily outreach, and suggested that scaling practices may need to consider hiring sales-focused team members alongside additional nurses. The session closed with a Q&A addressing issues like spam calls and lead quality.
Frequently Asked Questions Answered in this Video
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How can nurses make treatment note submission easier in HubSpot?
Answered at: 1:53 – 12:14
By using the pre-filled Formstack URLs generated inside appointment records. These URLs automatically pull in patient details and cycle information, reducing manual entry and ensuring treatment notes flow directly into HubSpot and billing. Using generic links creates extra admin steps for the PSC team and delays billing.
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Why should nurses prioritize using the pre-filled URL instead of the generic Formstack link?
Answered at: 12:14 – 12:50
The pre-filled URL automates data entry and instantly triggers billing workflows, ensuring faster Medicare and insurance payments. Generic links require manual admin intervention, slowing down revenue cycles.
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What is the nurse’s primary responsibility once leads are generated?
Answered at: 12:50 – 16:10
Nurses are responsible for connecting with leads, reassuring patients, and closing them into the program. They don’t handle billing, paperwork, or insurance negotiations. Their role is to establish trust, demonstrate local presence, and guide patients into treatment.
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How important are follow-ups and outreach for nurse success?
Answered at: 16:10 – 21:45
Joshua stressed that consistent outreach directly correlates with revenue. Nurses should commit to 5–10 daily contact attempts (calls, texts, voicemails, or emails). Many missed opportunities stem from insufficient follow-up, not from lack of patient interest.
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Are there tools in HubSpot to guide nurses during patient calls?
Answered at: 21:45 – 23:40
Yes. HubSpot includes playbooks with outbound call scripts. These help structure conversations, provide key questions, and reduce hesitation when speaking to patients. They ensure nurses can confidently introduce the program and address patient concerns.
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What should scaling practices consider when hiring additional team members?
Answered at: 23:40 – 25:20
Nurses expanding beyond two or three providers may benefit from hiring a sales-focused team member. Otherwise, lead management can overwhelm nurse owners, limiting their ability to balance clinical work with patient acquisition.
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What if most incoming calls are spam instead of patient leads?
Answered at: 25:46 – 27:51
Spam calls are an unavoidable part of running a business phone line. Joshua advised contacting him directly to review lead quality if the issue persists. He also recommended considering an administrative assistant to help filter calls.
Resource Asset
RELATYV Systems Workshop 5
Video Transcript
Joshua Ballard [00:00]:
Hey Jess, how you doing?
— Not bad, how are you?
Hi there.
Unidentified Speaker [00:11]:
Howdy. Hey Elsa.
Joshua Ballard [00:14]:
We normally give a bit of leeway for people to join. A lot of nurses watch the recordings rather than attend live. I’ve had issues with Read AI making downloads harder, but I’m now recording through Google and will send easier links afterwards.
For anyone here early — if you’ve got a HubSpot, RELATYV, or systems question, now’s a great time.
Unidentified Speaker [01:16]:
Hey, Joshua.
Matthew Kim [01:23]:
My name’s Matt. I just had a question: when we submit treatment notes, is there any way to confirm in HubSpot that it went through?
Joshua Ballard [01:53]:
Are you using the pre-filled form generated inside the appointment record in HubSpot?
Matthew Kim:
No, I just use the website.
Joshua Ballard:
That’s exactly why we run these calls. One of last week’s sessions went over this in detail, but let me walk you through quickly. This can really simplify your workflow — maybe even change your life.
I’ll log in as a demo nurse to avoid exposing real patient data. Every nurse has access to a standardized dashboard in HubSpot — if you search “Nursing Dashboard – My View,” it will show only your information.
Pending Leads – Patients who expressed interest but haven’t provided insurance details.
Deals – Leads with insurance submitted.
Ready to Schedule – Deals cleared by the PSC to begin treatment.
Appointments – Sessions pending scheduling at the bottom.
This structure lets you work top-to-bottom: leads → deals → scheduling → appointments.
When appointments are generated, HubSpot auto-creates an 8-week series with two per week. These are placeholders and can be edited if start dates shift.
Joshua Ballard [06:10]:
Inside a deal record, you’ll find the Activities tab where you can see PSC notes, insurance outcomes, and scheduling status.
Once a deal is marked ready to schedule, it generates appointments. Each appointment recommends a start date, but you should edit to match reality. When you set the appointment status from “To Be Scheduled” → “Scheduled”, HubSpot generates a pre-filled Formstack URL.
This pre-filled form:Auto-fills patient details, partner practice, and cycle information.
Leaves clinical sections blank for you to complete.
Submits directly back into HubSpot, marking the appointment as Complete.
Using this link ensures treatment notes flow to PSC and billing instantly.
Joshua Ballard [10:45]:
Important note: only about 40% of nurses are using pre-filled URLs. When generic Formstack links are used, PSC staff must manually export, upload, and reassign notes each morning — creating delays.
Notes auto-complete fields.
Appointments flip to Complete.
Billing team is notified instantly.
This is the fastest way to get paid. For Medicare, immediate submission means faster reimbursement.
Joshua Ballard [12:14]:
If you get stuck, reach out to John, Christina, or me — we’ll help. But the key takeaway: pre-filled URLs reduce admin load and speed revenue cycles.
Some of you have also asked about business-building topics, so I put together a short presentation on owning your success.
Joshua Ballard [12:50]:
My favorite quote: “Entrepreneurs live the way no one wants to for a short period, so they can live the way everyone wants to for the rest of their lives.”
As nurses in RELATYV, your role is not paperwork or billing — we handle that. Your responsibility is closing leads and reassuring patients. This isn’t hard selling; it’s connecting. Patients are often skeptical — they’ve seen ads promising cutting-edge therapy but worry it’s too good to be true. Your job is to show them you’re real, local, and compassionate.
Joshua Ballard [16:10]:
The biggest driver of success: follow-ups.
Case studies show a clear correlation — nurses who make the most contact attempts (calls, texts, voicemails, emails) earn the most. Many who say “leads don’t answer” simply haven’t tried enough. Patients in pain may need 5–6 attempts before they respond.
Each lead is a potential patient — and each patient can become a referral source in their community. Success comes from persistence.
Joshua Ballard [21:45]:If you’re nervous about calling, HubSpot provides playbooks with outbound call scripts. These walk you through:
Confirming patient details.
Asking about pain history.
Introducing NFPM.
Taking notes during the call.
You don’t need to use the full script, but it’s there to reduce hesitation and give confidence.
Joshua Ballard [23:40]:
We’re also seeing nurses scaling by hiring additional staff. Most are adding more nurses, which doubles treatment capacity. But by the third hire, owners risk spending all their time chasing leads. At that stage, consider hiring a sales-focused team member to handle outreach.
Answer inbound calls — they’re 5–6x more valuable than outbound.
Use HubSpot numbers (redirected to your cell) to protect privacy.
Commit to daily outreach — 5–10 attempts minimum.
Consider strategic hiring as your practice grows.
Tracy Weber [25:46]:
I have a question. I’ve been getting calls, but they’re all spam. I can’t remember the last time I got a real lead.
Joshua Ballard [26:10]:
Drop me a separate email, Tracy. We’ll review your leads. Unfortunately, spam calls are part of having a business phone line. It’s also why we recommend hiring admin support early on. RELATYV will eventually expand PSC capacity, but for now, we can help troubleshoot your situation specifically.
Tracy Weber [27:38]:
If it was occasional, fine — but it’s been months without a real patient call.
Joshua Ballard [27:51]:
Understood. I’ll follow up with you directly. It shouldn’t all be spam.
Joshua Ballard [28:04]:
All right, we’ll keep this one short and sweet. Thanks for your time, everyone.
Joshua Ballard [28:10]:
Have a great day.
Thanks.