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MedicarePro CRM integration

The MedicarePro CRM + HealthSherpa Medicare integration is an automated 2-way sync of contact data between our platforms.

This removes duplicate data entry, and lets you jump right from MedicarePro into quoting and enrollment on HealthSherpa Medicare, easy.

What the integration does

  1. Syncs in: Sends contact details, drugs, pharmacies, and providers from MedicarePro → HS Medicare.
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  2. Easy quote button: Adds a HS Medicare button to each MedicarePro contact – hop right into their quoting session, with a pre-filled enrollment application.
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  3. Syncs out: Sends data from HS Medicare → MedicarePro when an enrollment is submitted – sending policy details, plus drugs, pharmacies, and providers.

1. Setting up the sync to HS Medicare


Here's how to set up the sync of data from MedicarePro to HS Medicare:

  1. In MedicarePro, go to Settings → Integrations.

  2. Scroll to HealthSherpa Medicare and click the Connect button.

  3. If you're not already signed in to HealthSherpa, you'll be prompted to sign in.

  4. That's it! MedicarePRO and HS Medicare are now integrated.

A note for agencies: This setup is done at the agent level. If you are part of an agency using MedicarePro together, each agent who'd like to integrate would each set it up for their own account, including the agency principal.

Syncing Contacts to HS Medicare

  1. Open a client profile in MedicarePro.

  2. Click the HealthSherpa Enroll button. When you do, MedicarePro will:

    • Create a new contact in HS Medicare if no match is found, or

    • Update the existing contact if a match is found

    • See details below

How matching works: When you click Enroll, MedicarePro decides whether to create a new contact in HS Medicare or update an existing one. It checks in this order:

  1. HealthSherpa Medicare contact ID — stored on the MedicarePro profile after the first sync. If present, MedicarePro uses it and updates the existing HealthSherpa Medicare contact.

  2. First name + last name + date of birth combo

  3. Medicare Beneficiary Identifier (MBI)

If none of those match confidently, MedicarePro will create a new contact rather than risk merging with the wrong one. This is intentional – creating a duplicate is safer than corrupting an existing profile with data from someone else. If you do end up with duplicates, you can manually merge records.

Note: Each contact is synced one at a time. Data only transfers when you click this Enroll button – it does not automatically sync.

Quoting on HealthSherpa Medicare

To hop into quote & enroll for your MedicarePro contacts, click that same Enroll button that's at the top right of the contact profile page:

You'll then see this pop-up. Click "Continue to HealthSherpa Medicare"
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This drops you into the HealthSherpa Medicare quoting session for that contact.

From there, when you proceed from the quote to enrolle the enrollment form will be pre-filled with all of the synced data, which means no duplicate dual entry.

Fields sent from MedicarePro to HS Medicare

We sync this Contact data from MedicarePro to HS Medicare:

  • Drugs

  • Pharmacies

  • Providers

  • Contact details:

    • first_name, last_name

    • address_1, address_2, city, state, zip

    • birth_date

    • sex

    • email

    • phone

    • extra_help

    • medicaid_eligible

    • medicaid_number

    • medicare_number

    • medicare_part_a_effective_date

    • medicare_part_b_effective_date

2. Setting up the sync back to MedicarePro

To sync data from HS Medicare back to MedicarePro, you'll leverage our webhook.

How to set it up

In MedicarePro

  1. Go to Settings → Integrations.

  2. Click into the HealthSherpa Medicare integration

  3. Grab the Webhook URL you see there – copy it to your clipboard

In HealthSherpa Medicare

  1. Go to the Integrations tab and in the Webhook card, click Add webhook.

  2. Paste the Webhook URL from MedicarePro into the Destination URL field.

  3. On the Authentication method dropdown, select None.

  4. Click Save webhook.

Once set up, any time an enrollment is submitted on HS Medicare, we'll send the contact's enrollment data back to MedicarePro automatically.

Data sent from HS Medicare to MedicarePro

  • For existing MedicarePro contacts:

    • We send the contact's policy record, drugs, providers, and pharmacies.

  • For contacts that don't yet exist in MedicarePro:

    • We send contact, adding the policy record, drugs, providers, pharmacies – and also the contact details.

Example

Here's an example of the policy record that's automatically created on MedicarePro when you submit on HealthSherpa Medicare:
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Setting this up as an agency

If you set this up connected to your agency account, then any connected downline agent accounts are included in the scope of this webhook.

  • Enrollments from downline accounts joined to you as captive agents send all data from the "Fields sent from HS Medicare" section above.

  • Enrollments from downline accounts joined to you as independent agents receive all policy record fields and a limited subset of contact fields.

  • See the Submission payload schema for full field details.

Note: If you're a captive agent under an agency in HealthSherpa Medicare, you'll need your agency admin to set up this webhook.

Pulling contacts from HS to MedicarePro

If you created a Contact in HS Medicare and want to sync it to MedicarePro, to avoid creating a duplicate, select the "Get updates from HealthSherpa" option seen below. This looks for a Contact in HS that matches the contact in MP, based on some combination of DOB/phone/email/MBI.

Troubleshooting

My integration didn't connect, why?

  • Make sure you connected using the steps described above.

  • Clear cache & cookies for medicareproapp.com and medicareprocrm.com

  • Disconnect the integration in MedicarePro, then Connect it again. (Note: if you do this, MedicarePro generates a new Webhook URL. To keep the sync back to MedicarePro working, go to the Integrations tab in HS Medicare, delete your existing MedicarePro webhook, then add the new URL.)

My contacts aren't syncing, why?

  • Make sure you connected using the steps described above.

  • If you have multiple HealthSherpa Medicare accounts, make sure you integrated while being logged into the right one.

  • If you're using MedicarePro with your agency, make sure that you are the user/agent assigned to the contact in MedicarePro.

  • Clear cache & cookies for medicareproapp.com and medicareprocrm.com

  • Disconnect the integration in MedicarePro, then Connect it again. (Note: if you do this, MedicarePro generates a new Webhook URL and API key that you'll need to send us if you want the sync back to MedicarePro to work.)

  • Make sure the contact is assigned to you in HealthSherpa Medicare, too. HealthSherpa only accepts updates from the agent the contact is assigned to. If it was reassigned to someone else in HealthSherpa, updates from MedicarePro are rejected.

I'm seeing duplicate contacts in MedicarePro – how do I fix them?

This can happen when MedicarePro can't confidently match an incoming contact to an existing one (see "How matching works" above). When in doubt, MedicarePro creates a duplicate rather than risk merging the wrong profiles. To clean these up, use MedicarePro's profile merge function.

My drugs, pharmacies, or providers aren't transferring over

We're able to transfer drugs, pharmacies, and providers that come from a Connecture-powered data source. If you added them directly via the MedicarePro platform, they are Connecture-powered and will transfer. If you imported them into MedicarePro from a Connecture-powered source, they will transfer. If you imported them into MedicarePro from a source other than Connecture, they will not transfer. But, for any that don't transfer, we will create a Notes record on the Contact profile in HealthSherpa, with the Drug/Pharmacy/Provider details, so that you still have some record of it on the HealthSherpa side. Each time you click Enroll, the drugs, pharmacies, and providers in HealthSherpa Medicare are replaced with what's in MedicarePro.

Updates to a contact fail, even though it synced before

When you click Enroll in MedicarePro, the drug, pharmacy, and provider lists in HealthSherpa Medicare are replaced with the ones in MedicarePro. To keep them, add them in MedicarePro before syncing.

My enrollment didn't sync back to MedicarePro

  • Check that a webhook with your MedicarePro Webhook URL is listed on the Integrations tab. If you're a captive agent, you won't see it; your agency's Primary Admin sets it up.

  • Only enrollments submitted through HealthSherpa Medicare are sent. Manually added enrollments aren't.

  • If MedicarePro doesn't accept the delivery, we retry three times over about an hour and then stop. You won't get a notification, so contact us if an enrollment is missing.

  • If you're an independent agent joined to an agency, your agency's webhook receives only limited contact details, not drugs, pharmacies, or providers. Add your own webhook to get the full data.

FAQ

Can I edit the information that gets sent back to MedicarePro?

Once the data arrives in MedicarePro, you can edit or add to it there like any other record. You can't choose which fields HealthSherpa Medicare sends, and editing an enrollment in HealthSherpa after it's submitted won't send an update.

Does this integration backfill?

No, the integration works from the moment you set it up, going forward. So after you integrate, as you sync contacts, they'll come over to HS Medicare, and as you enroll contacts, they'll be synced back to MedicarePro. Enrollments submitted before you added the webhook won't be sent, and neither will enrollments you add manually.

If you have additional questions, email medicare-integrations@healthsherpa.com

Questions?

You can chat with the AI bot anytime (in the bottom-right corner),
email medicare-agents@healthsherpa.com, or call (855) 521-4984.

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