Case study
How Bryant Works helped Trellis Health build a reliable HubSpot foundation for eligibility, enrollment, payments, and growth.
The Challenge
Trellis Health needed a CRM that could support the complexity of its subscription-based primary care model.
As a healthcare company selling to employers, Trellis needed a way to manage employer eligibility rosters, market to eligible individuals, recruit them into care, verify eligibility, and track each person’s movement from eligible prospect to enrolled member.
Before working with Bryant Works, much of that work lived in spreadsheets.
The process was manageable while the company was still early in its growth, but it was not sustainable. Trellis needed better visibility into who was eligible, who had enrolled, who had disenrolled, who was no longer eligible, and who had paid in a given month.
They needed a system that could do more than store contact records. They needed a structured, trackable, auditable foundation that could help them scale.
The Solution
Trellis evaluated several CRM options and ultimately chose HubSpot because it offered strong flexibility and capability within their budget.
The challenge was that while some members of the Trellis team had used HubSpot before, they had not configured or built a full system inside it. They needed a partner who could translate their operational needs into a practical HubSpot architecture.
Bryant Works helped Trellis map the flow of eligible members through the system, including:
Employer eligibility roster management
Web form intake
Eligibility matching logic
Conversion from eligible person to enrolled member
Follow-up paths when eligibility could not be immediately verified
Enrollment and disenrollment tracking
Payment tracking
Reporting visibility
Task reminders and follow-up workflows
The work was not just about implementing HubSpot. It was about designing the operating logic behind how Trellis would manage and grow its member enrollment process.
Jay specifically noted that Bryant Works helped them understand “what are the things that we need to do” and “what’s the structure in which we could do that feasibly.”
That structure became the foundation for a more reliable, scalable process.
The Results
The impact for Trellis was a major shift from manual tracking to operational confidence.
Before Bryant Works, Trellis did not have reliable insight into key questions like:
How many eligible members were converting each month?
How many people were disenrolling?
Why members were leaving?
Which members were no longer eligible?
Who had paid in a given month?
Which follow-ups still needed to happen?
After the HubSpot implementation, Trellis had a system with better tracking, auditability, reporting, and reliability.
Jay described the change as moving from not trusting their data to being “relatively confident in it,” which made “a world of difference.”
The team also moved from remembering to update spreadsheet cells manually to using defined flows, sequences, and task reminders. That meant important follow-ups were less likely to fall through the cracks.
The clearest results included:
Greater confidence in data
Better visibility into member status
More reliable enrollment and disenrollment tracking
Improved reporting and segmentation
Reduced manual effort
Stronger follow-up processes
A more auditable system
A foundation capable of supporting significantly more members
One of the biggest outcomes was scalability. Jay shared that Trellis now has systems in place that could support growth from roughly 1,000 members toward 10,000 members.
Looking Ahead
With the core HubSpot foundation in place, Trellis is now looking toward the next phase: deeper automation.
The next opportunity is to build automations on top of the defined workflows so Trellis can manage significantly more members without needing to add more staff to the enrollment process.
Jay described a future where welcome emails, follow-ups, medical record system integrations, and trigger-based campaigns can work together more seamlessly.
The broader opportunity is especially important in healthcare, where Jay noted the industry is shifting from a reactive patient model toward more relationship-based care.
That is exactly where a strong CRM foundation matters.
For Trellis, HubSpot is no longer just a place to store information. It is becoming the system that can help manage the relationship between the company, its employer partners, and its members over time.
Conclusion
Trellis Health came to Bryant Works needing more than a CRM setup.
They needed a practical, scalable system that could support a complex healthcare enrollment model while giving their team better visibility, reliability, and confidence in their data.
Bryant Works helped Trellis move away from spreadsheet-based tracking and into a structured HubSpot foundation built around eligibility, enrollment, payment tracking, follow-up, and reporting.
The result is a system that gives Trellis the operational confidence to grow.
For a healthcare company building a more relationship-driven model of care, that foundation is not just helpful.
It is essential.
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