CRM & project management support for healthcare organizations

Healthcare businesses run on relationships and timelines — from managing referral partner pipelines in a CRM like Salesforce Health Cloud or HubSpot, to coordinating multi-phase initiatives like EHR migrations, compliance rollouts, or new service line launches. When those systems fall behind, patient experience and revenue both suffer. A Trusty Oak EA keeps your CRM data clean and your projects moving without pulling your clinical or administrative staff off their primary responsibilities.

100+ tasks completed in this service category across our client base.

Fractional crm & project management support for healthcare providers

How Trusty Oak handles crm & project management for healthcare providers

A Trusty Oak EA assigned to CRM and project management in healthcare typically handles the operational layer that keeps everything connected — updating contact records for referral sources, payers, or partner organizations in your CRM, logging outreach activity, and flagging stale relationships that need attention. On the project side, they'll own task tracking in tools like Asana, Monday.com, or ClickUp, keeping project boards current, sending status updates to stakeholders, and making sure nothing falls through the cracks between departments. They work within the systems you already use, following your protocols and HIPAA-compliant communication standards, so you're not rebuilding workflows from scratch. Your role is to set priorities and make decisions — the EA handles the execution and follow-through. Most healthcare clients find that within the first few weeks, they stop losing track of where things stand.

What your EA takes off your plate

Before handing off CRM or project management work, spend 30 minutes documenting your naming conventions, pipeline stages, and any fields that must stay consistent — this is where most healthcare clients lose time early on, because an EA working with inconsistent data structures will surface that problem fast. The most common mistake is assuming the EA will figure out your internal terminology on their own; acronyms like PCP, ACO, or LOC mean different things in different organizations. A brief written overview of your org structure and current projects will cut the ramp-up time significantly.

Referral Source CRM Maintenance

Update and organize referral partner, payer, and provider contact records in HubSpot, Salesforce Health Cloud, or your CRM of choice — including logging calls, emails, and meeting notes.

Project Board Management for Clinical Initiatives

Build and maintain project boards in Asana or Monday.com for initiatives like credentialing timelines, compliance audits, or new service line rollouts — keeping tasks assigned, dated, and current.

Stakeholder Status Reporting

Compile and distribute weekly or biweekly project status updates to department heads, administrators, or external partners so everyone has visibility without attending another meeting.

Pipeline Tracking for Business Development

Monitor and update CRM deal or opportunity stages for outreach to health systems, employer groups, or ACO partners — flagging follow-up tasks and keeping your pipeline from going cold.

Intake and Onboarding Workflow Coordination

Track patient intake, provider onboarding, or partner contracting workflows across project management tools, ensuring each step is completed and handoffs between teams are documented.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Salesforce

ClickUp

Monday.com

HubSpot

Notion

Asana

...and many more!

Trusted by healthcare providers

Trusty Oak supports healthcare providers including Assisting Hands Home Care, Infant Feeding Care — handling everything from crm & project management to broader operational support.

What crm & project management support costs for healthcare providers

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants

~$35/hour

15 hours $525

Specialists

~$50/hour

10 hours $500

Fractional Executives

~$95/hour

5 hours $475

Your monthly budget

$1,500

Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.

Book a Discovery Call

Frequently Asked Questions

Can a Trusty Oak EA work inside our CRM without accessing protected health information?

Yes — most CRM and project management work in healthcare operates at the business relationship layer, not the clinical record layer, so PHI access is rarely required for these tasks. If your setup does involve any PHI-adjacent data, your Client Success Manager will help you define access boundaries and confirm that your EA operates within HIPAA-compliant workflows from day one.

We use an EHR-integrated CRM — can your EAs work with systems like Salesforce Health Cloud or a custom build?

Trusty Oak EAs are experienced with major CRM platforms including HubSpot, Salesforce, and Monday.com, and can learn organization-specific configurations with proper documentation and access. If your CRM is deeply integrated with your EHR, we'll assess the specific tasks during onboarding to confirm scope and set up a workflow that doesn't require clinical system access.

How does this work if we have multiple ongoing projects across different departments?

Your EA can manage multiple concurrent projects across departments as long as priorities are clearly communicated — typically through a weekly check-in or a shared project board where you flag what's most urgent. Many healthcare clients assign one EA to own the master project tracker and serve as the coordination point between teams, which reduces the back-and-forth that usually falls on a director or operations manager.

Get your CRM and projects under control

Starting at $1,000/month, a Trusty Oak EA can take over the CRM maintenance and project tracking work that's currently sitting on someone's plate who has other priorities. Your onboarding includes a Strategic Delegation Plan built around your specific workflows.