Revenue analyst agent for a mid-size remote patient monitoring company on HubSpot that reconciles contracted, enrolled and billed patients without exposing PHI

What The Revenue Analyst does

A 120-person healthcare technology company sells a remote patient monitoring platform to provider groups and specialty clinics, billed per enrolled patient per month against a contracted minimum. Deals and contract terms live in HubSpot, invoices and usage charges live in the billing system, and patient enrollment and device activity live in the product database, which also holds protected health information. Nobody joins the three, so the founder cannot answer basic questions: which clinics are billed for fewer patients than they actively monitor, which are paying for minimums they no longer reach, and which renewals are quietly shrinking. The Revenue Analyst works for the founder and leadership team. It owns the account identity map that links HubSpot companies, billing customers and product tenants, the metric definitions for contracted, enrolled, active and billed patients, the plain-English answers leadership asks for during the week, and the Monday executive digest. It reads only aggregated, de-identified counts from the product side, never individual patient rows, and it escalates any number it cannot reconcile instead of estimating it. The build is maintained on the company's behalf: connectors, definitions and the identity map are kept current as contracts, billing plans and product schemas change.

Built on HubSpot

HubSpot stays the system leadership and account managers live in, and Breeze is useful for CRM-only questions and for surfacing the written-back renewal fields on company records. The core problem, though, is a join across HubSpot, billing and a product database that holds PHI, which HubSpot's native reporting and Breeze agents cannot do safely on their own. A custom AI build with read-only MCP connectors to a governed warehouse layer gives control over exactly which fields the agent can see, runs inside BAA-covered infrastructure, and keeps the identity map and metric definitions in one place. n8n handles the scheduled reconciliation, digest routing and HubSpot write-back, and Databox can display the approved metrics as a dashboard for leaders who prefer charts to chat.

What starts it

• Monday at 6am, the agent assembles and drafts the weekly executive digest for finance review before it goes to leadership
• A leader asks a revenue question in the team chat channel or the HubSpot assistant panel
• The monthly billing run closes, prompting a billed versus active patient reconciliation for every provider group
• A provider group's renewal date falls inside the next 120 days, prompting an enrollment trend check against its contracted minimum
• A new product tenant or billing customer appears with no matching HubSpot company, prompting an identity match request

What it reads

• HubSpot companies, deals, contract properties (contracted patient minimum, per-patient rate, term and renewal date) and owner assignments
• Billing system invoices, line items, usage charges, credits and customer IDs, read through a read-only API connector
• A de-identified reporting view of the product database that exposes only monthly counts of enrolled and active patients per tenant, with small counts suppressed
• A small warehouse (or a governed schema in the existing database) holding the account identity map and the metric dictionary, exposed through an MCP connector
• An approved clinical and outcomes language list maintained by the clinical team, used to check digest wording

When a person takes over

• The RevOps owner confirms any low-confidence match between a HubSpot company, a billing customer and a product tenant, especially for multi-site provider groups, because a wrong match silently moves revenue between accounts.
• The finance lead reviews every billing reconciliation finding and decides whether to issue a corrected invoice, a credit or a conversation with the account manager; the agent never changes billing records.
• The clinical or medical affairs reviewer approves any digest line or answer that references patient outcomes, readmissions or clinical effectiveness before it leaves the leadership group.
• The privacy or compliance officer is paged immediately if a query result, log entry or user question appears to contain patient-level information, and the agent stops answering on that thread until they clear it.

Rules it follows

• No protected health information enters prompts, responses or logs: the agent can only query the aggregated, de-identified product view, counts below the suppression threshold are hidden, and the AI processing and hosting environment must be covered by a signed BAA before any healthcare data source is connected.
• Clinical and outcomes claims are never generated freely: the agent reports operational counts only, and any wording about patient outcomes must come from the clinical team's approved language list and pass clinical review.
• Every number cites its definition, source systems and query date, and the agent says it cannot answer rather than estimating when sources disagree or an account is unmatched.
• All connectors are read-only against HubSpot, billing and the product view; the only writes are approved aggregate fields pushed to HubSpot after finance sign-off.
• Access is role-based: leadership sees all provider groups, account managers see their own accounts, and no one can prompt the agent into returning tenant-level data below the suppression threshold.

How you know it works

• Share of provider groups with a confirmed three-way match across HubSpot, billing and product
• Billing reconciliation items found each month and the share resolved by finance within the month
• Time from billing run close to an approved leakage and minimum shortfall report
• Leadership questions answered by the agent without a manual export, tracked weekly
• Renewals flagged for declining enrollment at least 90 days before the renewal date

From pilot to live

1. Pilot: compliance first, then 20 accountsConfirm the BAA coverage, build and test the de-identified product view, and connect read-only MCP connectors. Map the 20 largest provider groups, lock the metric dictionary with the founder and finance lead, and run the billing reconciliation in parallel with finance's existing checks to compare results.
2. Leadership use: digest and live questionsExtend the identity map to all active provider groups, start the Monday digest with finance approval and clinical review routing, and open the chat channel to the leadership team. Log every question the agent could not answer and use those gaps to add definitions or fix data, not to loosen guardrails.
3. Full rollout and ongoing maintenanceWrite approved renewal risk fields back to HubSpot for account managers, add role-based access for them, and run a monthly maintenance review covering schema changes in billing and product, new pricing plans, unmatched accounts and a quarterly privacy audit of logs and connector permissions.