S
SmartBug.
Elite HubSpot Partner · 2024 & 2025 NA Partner of the Year
Prepared for OSM / FOI
July 2026
Scope of Work · Draft for discussion and scoping

OSM + FOI:
Connected Growth
& Patient Journey Foundation

Two parallel workstreams: launch Florida Orthopaedic Institute’s HubSpot marketing foundation now, while we properly discover and design the enterprise athenaOne architecture that will scale across OSM.

Review Scope & InvestmentWatch the Call Recording
Launch FOI Now
Premier Onboarding and a governed interim bridge get campaigns live without waiting on integration.
Discover Before Building
A capped Phase 0 defines athenaOne access, security, and mapping before any production build.
Report in Power BI
athenaOne stays the system of record; Power BI remains the enterprise reporting layer.
S
SmartBug.
Executive summary

Move now on marketing. Be deliberate on integration.

Engagement
HubSpot Marketing Hub Enterprise Premier Onboarding + athenaOne technical discovery
Portal architecture
One shared HubSpot portal using HubSpot Brands
Phase 1 brand
Florida Orthopaedic Institute (FOI)
Future brands
TOC, FOA, OHSA
Rate
$195/hour across all labor
Watch the call recording

FOI does not need to wait for an enterprise integration to begin generating demand. This scope of work runs two parallel workstreams: a HubSpot Premier Onboarding that gets FOI campaigns live on a governed foundation, and a capped technical discovery that defines the athenaOne architecture correctly before a single line of production integration is built.

athenaOne
System of record

Registered patients, appointments, clinical activity, and financial outcomes.

HubSpot
Pre-patient engagement

Marketing, forms, lead capture and nurture, campaign attribution, and physician relations.

Power BI
Enterprise reporting

Remains the reporting layer for appointments, revenue, profitability, and lifetime value.

How to read this document: Onboarding and Phase 0 discovery are firm, capped planning estimates. The athenaOne integration build is a preliminary planning range only and will be replaced by a refined estimate and build SOW after discovery.
Guiding architecture

The future-state patient journey

One connected path from first marketing touch to reported financial outcome — with each system doing the job it is best at.

  1. 01
    First marketing touch
    Campaign sources

    Search, paid, social, referral, and community outreach.

  2. 02
    HubSpot pre-patient engagement
    HubSpot

    Forms, lead capture, nurture, consent, and campaign attribution.

  3. 03
    Patient Access & scheduling
    Patient Access

    Call center and scheduling motion — Relatient and Five9 considered where applicable.

  4. 04
    athenaOne registered patient
    athenaOne — system of record

    Registration, appointments, completed care, and clinical activity.

  5. 05
    Power BI reporting
    Power BI — enterprise reporting

    Appointments, completed care, revenue, profitability, and eventual lifetime value.

Built to scale beyond FOI

FOI is Phase 1. The same architecture, naming, governance, and identifier strategy are designed so TOC, FOA, and OHSA can be added without rebuilding the foundation.

Reporting hierarchies supported
DivisionMarketP&LPracticePhysicianLocation
Scope & investment

Complete scope of work and commercial summary

All labor is billed at $195/hour. Hours and arithmetic are shown in full so the numbers can be verified line by line.

Workstream 1

Marketing Hub Enterprise — Premier Onboarding

Stands up FOI inside the shared HubSpot Brands architecture, with governance, lifecycle, consent, campaign foundations, and launch support.

NTE planning estimate
70 hours
70 × $195
$13,650
Workstream 2

Phase 0 Technical Discovery

Defines the athenaOne architecture, access method, security posture, and mapping. No production integration development is authorized within Phase 0, and no work proceeds beyond 30 hours without written approval.

Capped NTE · separate engagement
Capped at 30 hours
30 × $195
$5,850
Workstream 3

athenaOne Integration Build

Shown for budgetary planning only. This range is replaced by a refined fixed or NTE estimate and a build SOW after Phase 0 discovery.

Preliminary planning range only
154–256 hours
154–256 × $195
$30,030–$49,920
Contingency authorization

Optional buffer for approved, unforeseen work

Used only with written approval and reported weekly. Contingency is never used to correct our errors or to complete deliverables already included in scope.

NTE
Up to 40 hours
40 × $195
$7,800
Core planning total

Onboarding + Phase 0 Discovery + preliminary Integration Build

Excludes contingency and any ongoing retainer. The integration portion is a preliminary planning range — this is not a final integration commitment and will be replaced by a refined estimate after Phase 0.

Onboarding 70 h · $13,650
Discovery 30 h · $5,850
Build 154–256 h · $30,030–$49,920
254–356 hours
$49,530–$69,420
Planning range at $195/hour
Optional

Ongoing HubSpot retainer

Initial six-month term, then month-to-month. Unused-hour treatment and response and service expectations will be finalized in the agreement.

20 hours / month
$3,900/mo
20 × $195

Steady-state campaign execution and reporting.

Recommended
30 hours / month
$5,850/mo
30 × $195

Campaign velocity plus optimization and governance support.

40 hours / month
$7,800/mo
40 × $195

Multi-brand expansion and heavier build cadence.

Workstream 1 · 70 hours

Marketing Hub Enterprise Premier Onboarding

Everything required to make FOI operational inside the shared HubSpot Brands architecture — governed, compliant, and ready to launch campaigns.

Program foundation
  • Kickoff, discovery, and ongoing project management
  • FOI setup within the shared HubSpot Brands architecture
  • Teams, permissions, and governance recommendations
  • Campaign naming conventions and asset organization
Data & compliance architecture
  • FOI subscription types and preference management
  • Contact properties and lifecycle stage architecture
  • Marketing-contact tier and data-lifecycle rules
  • Consent, suppression, deduplication, and data hygiene framework
  • Initial source-data import and interim bridge operational planning
Campaign enablement
  • Foundational forms, email templates, lists, and workflows
  • Initial campaign configuration and launch support
  • Initial dashboards for campaign and funnel visibility
  • User training, documentation, and UAT
Physician relations foundation
  • Foundational physician-relations CRM design covering practices, physicians, relationships, contacts, and activities

Workstream 2 · capped at 30 hours · $5,850 NTE

Phase 0 Technical Discovery

A separate, capped engagement that produces the architecture, security, and mapping decisions required to price and build the athenaOne integration responsibly. No production integration development is authorized within Phase 0.

Deliverables
  • Two focused cross-functional workshops
  • Current-state and future-state architecture diagrams
  • Confirmed athenaOne access and interface method
  • System-of-record and data-ownership matrix
  • Source-to-target field mapping
  • Identity matching, deduplication, and merge rules
  • Exception queue and reconciliation design
  • PHI and security requirements
  • Interim bridge specification
  • Power BI attribution and identifier strategy
  • Relatient and Five9 dependency assessment
  • MVP definition versus longer-term roadmap
  • Refined build estimate, timeline, assumptions, and production SOW
Session 1 — Architecture & Security
OSM participants
OSM program ownerathenaOne application ownerDatabase / interface engineerExternal vendor as neededIT / enterprise architectCybersecurityPrivacy / compliancePower BI architect
SmartBug participants
Integration leadHubSpot leadProject manager
Session 2 — Process & Data
OSM participants
MarketingPatient AccessPhysician RelationsCustomer Services / call centerRelatient and Five9 owners as applicablePower BIRevenue Cycle / FinanceData Governance
SmartBug participants
Strategy leadIntegration leadProject manager
No work proceeds beyond the 30-hour cap without written approval from OSM.
Interim bridge

A temporary, governed path to early FOI campaigns

The bridge lets FOI market before the production integration exists — without ever becoming the permanent integration architecture.

Discovery and onboarding will jointly specify each of the following before any data moves. The bridge operates only during the defined overlap period and is retired against explicit criteria once the production integration is reconciled and live.

Authoritative source system
Secure delivery method
Fields included
Refresh cadence
Operational owner
Marketing-contact eligibility
Identity matching logic
Deduplication rules
Consent and suppression handling
Minimum-necessary PHI standard
Rejected-record and exception handling
Reconciliation process
Audit trail
Overlap period with production
Retirement criteria
Workstream 3 · 154–256 hours · $30,030–$49,920

athenaOne Integration Build — anticipated MVP

Subject to discovery. The scope below reflects our current expectation of the MVP; Phase 0 confirms, adjusts, and reprices it in a dedicated build SOW.

Anticipated MVP scope
  • Connection through the approved athenaOne interface
  • Extraction of approved patient, appointment, completed-care, and outcome data
  • Stable patient and appointment identifiers
  • Matching HubSpot pre-patient contacts to registered athenaOne patients
  • FOI and enterprise hierarchy mapping
  • Approved status and outcome sync back to HubSpot
  • Required datasets and identifiers made available for Power BI attribution
  • Logging, monitoring, retry, exception, and reconciliation processes
  • Historical backfill only if approved
  • Testing, UAT, deployment, documentation, and knowledge transfer
Assumptions
  • athenaOne is the source of truth for registered patients and care activity
  • HubSpot does not create patient records initially
  • Phase 1 covers FOI only
  • OSM and its vendors supply access and technical support
  • Minimum necessary data only
  • Power BI development beyond agreed enablement is a separate effort
  • Relatient and Five9 integration excluded unless Phase 0 makes it an approved MVP requirement
Key cost & timeline drivers
Access method and vendor lead timeTwo-way data requirementsNumber of objects and eventsData volume and history depthIdentity ambiguityHierarchy complexityPHI, security, and hosting requirementsNonproduction environment availabilityPower BI enablement needsRelatient and Five9 dependencies
Scope boundary

Physician Relations

Onboarding establishes the foundational data model and operating design. Advanced operational workflows, referral data ingestion, sophisticated opportunity models, and custom reporting are quantified after that design is complete — and may be delivered using approved contingency or retainer hours.

Included in onboarding design
  • Practice and physician hierarchy
  • Contacts and activities
  • Issue categories
  • Referral trend requirements
  • Market targets and growth opportunities
Preliminary schedule

Campaign launch and technical discovery run in parallel

This timeline is preliminary and dependent on access approvals, vendor lead times, and OSM decision cadence. Dates are confirmed after contracting and discovery.

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
Contracting, access & kickoff
Weeks 0–2
Premier Onboarding foundation
Weeks 1–4
Phase 0 discovery workshops
Weeks 1–3
Architecture, mapping & go/no-go
Weeks 3–5
FOI bridge implementation & launch
Weeks 4–8
Production athenaOne build
Post-approval, ~8–16+ weeks
Retainer support & expansion
Ongoing
Weeks from contracting →
Weeks 0–2
Contracting, access & kickoff

Agreements executed, HubSpot and athenaOne access requested, kickoff held, source documentation gathered.

Weeks 1–4
Premier Onboarding foundation

FOI governance, lifecycle and consent architecture, and initial campaign design.

Weeks 1–3
Phase 0 discovery workshops

Two cross-functional workshops plus technical validation of the athenaOne interface.

Weeks 3–5
Architecture, mapping & go/no-go

Architecture and mapping documentation, bridge specification, refined build SOW and go/no-go decision.

Weeks 4–8
FOI bridge implementation & launch

Bridge implementation, campaign build, testing, and launch — subject to source-data readiness.

Post-approval, ~8–16+ weeks
Production athenaOne build

Build, testing, parallel run, and cutover. Final schedule confirmed after discovery.

Ongoing
Retainer support & expansion

Optimization, governance, integration monitoring, and future-brand rollout planning.

Governance

Commercial controls

How we keep this engagement transparent, predictable, and procurement-friendly.

One blended rate

All labor is billed at $195/hour across every workstream.

Estimates, clearly labeled

Estimates are based on currently available information and are refined as discovery reduces unknowns.

NTE authorization

Not-to-exceed items require written authorization before any hours beyond the cap are worked.

Documented change control

Scope changes are documented and approved before the work begins.

Weekly reporting

Weekly status and budget reporting, including contingency usage.

Schedule dependencies

Client-caused or vendor-caused delays may shift dates; we flag impact as soon as it is known.

Third-party fees excluded

Software, license, and vendor fees are not included in this scope.

OSM ownership

OSM owns timely access, decisions, and approvals throughout the engagement.

Security before sensitive data

Security, BAA, and PHI requirements must be approved before any sensitive-data activation. Production build begins only after Phase 0 approval.

Clarity up front

Dependencies and exclusions

What we need from OSM, and what is not included in this scope unless separately added.

Dependencies
  • Correct HubSpot subscriptions and Brands configuration, plus sensitive-data eligibility if required
  • athenaOne access approvals
  • OSM and vendor technical participation
  • Documentation, sample data, and a test environment
  • Power BI ownership and model access
  • Approved identity, consent, and data policies
  • UAT resources for validation and signoff
Exclusions unless scoped
  • HubSpot license fees
  • athenahealth or other vendor fees
  • Middleware and cloud hosting costs
  • Full Power BI semantic model and dashboard development
  • Net-new Relatient or Five9 integrations
  • Clinical workflow redesign
  • Broad source-data remediation
  • Future OSM brands
  • Paid media, creative, and content production
  • Penetration testing
  • 24/7 support
Next steps

How we get moving

Approving Premier Onboarding and Phase 0 together is what allows the marketing launch and the integration discovery to run in parallel.

  1. 1Approve Phase 0 discovery and Premier Onboarding authorization
  2. 2Provide HubSpot admin access and confirm subscriptions, Brands, and sensitive-data posture
  3. 3Identify OSM owners and schedule the two workshops
  4. 4Provide athenaOne architecture and access documentation, existing interfaces, queries, data dictionary, and masked samples
  5. 5Confirm the first FOI campaigns, required audiences, consent and suppression rules, and the bridge owner
  6. 6Complete architecture, mapping, and security signoff
  7. 7Receive the refined build SOW and make the go/no-go decision
  8. 8Launch bridge campaigns in parallel, then retire the bridge after a reconciled production cutover
Schedule Technical DiscoveryWatch Call Recording

To schedule, reply to your SmartBug engagement lead on the existing email thread and we will confirm both workshop sessions.