This integration syncs contact data between AdvantaCRM and HealthSherpa Medicare in both directions, and lets you launch a pre-filled quoting session on HealthSherpa Medicare from any AdvantaCRM contact.
Part 1: Connect your accounts
In AdvantaCRM, click your avatar menu in the bottom left, then Integrations
Find HealthSherpa Medicare and click Connect
Sign in to HealthSherpa if prompted
Part 2: Send a profile to HealthSherpa Medicare
Open a profile in AdvantaCRM and click Launch in the upper-right corner.
You'll land in a HealthSherpa quoting session for that client, with the quoting info pre-filled.
What we send
When you Launch a profile to HealthSherpa Medicare, AdvantaCRM sends:
Personal
First name, last name
Date of birth
Phone, email
Primary address
Street (address line 1 and 2), city, state, ZIP
Mailing address
Street, unit number, city, state, ZIP
Medicare / Medicaid / Extra Help
Medicare number
Part A effective date, Part B effective date
Medicaid number
Extra Help status
Authorized representative
Name, relationship, phone, email
Address, city, state, ZIP
NOTE: At this time, we are unable to send Providers, Pharmacies, and Medications
How matching works - When you Launch HealthSherpa from a profile, AdvantaCRM decides whether to create a new contact in HealthSherpa Medicare or update an existing one. It checks in this order:
HealthSherpa Medicare contact ID — Stored on the client after the first successful sync. If present, AdvantaCRM uses that ID and updates the existing HealthSherpa contact.
Demographic search — If no contact ID is stored yet, AdvantaCRM asks HealthSherpa to search using the client’s name plus at least one other identifier:
Name: first name and/or last name (from the CRM profile)
Plus one of: date of birth, email, or phone (from the CRM profile)
AdvantaCRM searches one identifier at a time instead of combining all fields. It tries them in order—name + phone, then name + email, then name + date of birth (skipping any not on the profile)—and stops at the first match.
Searching one field at a time prevents mismatches when AdvantaCRM has more details than the HealthSherpa contact (say, a DOB that HealthSherpa doesn't have yet). At least one identifier besides name is required, so if only phone is available, it searches name + phone.
Medicare Beneficiary Identifier (MBI) — If the demographic search does not return a match and the client has a Medicare number on file, AdvantaCRM runs a separate search using the MBI only.
Create new contact — If none of the steps above find a contact, AdvantaCRM creates a new HealthSherpa contact and saves the new contact ID on the client for future launches.
If a search finds a match, AdvantaCRM links that HealthSherpa contact to the CRM client and updates it with the latest profile data. If nothing matches, it creates a new contact rather than guessing—a duplicate is safer than attaching the wrong person’s data to an existing HealthSherpa profile. If duplicates appear, you can reconcile them in HealthSherpa (for example by merging contacts).
Part 3: Sync enrollment data back to AdvantaCRM
Right after you connect your HealthSherpa account, AdvantaCRM will prompt you to set up 2-way sync. This is what enables enrollments submitted on HealthSherpa to flow back into AdvantaCRM automatically — creating or updating the matching client each time.
Step 1 — Generate your webhook details
When you connect HealthSherpa, AdvantaCRM offers to Enable 2-way sync. Click Generate API key.
Important — your API key is shown only once. After you close the next screen, you won't be able to see the key again; you'd have to revoke it and generate a new one. So keep that screen open until you've pasted the key into HealthSherpa.
Step 2 — Add the webhook in HealthSherpa
AdvantaCRM shows you a Destination URL and an API key, each with a Copy button.
In HealthSherpa, open your webhook settings and add a new webhook:
Set the authentication method to API Key.
Paste in the Destination URL from AdvantaCRM.
Paste in the API key from AdvantaCRM.
Back in AdvantaCRM, click Done.
That's it — from this point on, every enrollment submitted on HealthSherpa Medicare updates AdvantaCRM automatically.
Need HealthSherpa's side in detail? See their webhook setup guide.
Managing your keys later
You can view, add, or revoke webhook keys anytime from Settings → Integrations → API Keys. If you ever lose a key or need to rotate it, revoke the old one there and generate a new one. (If you clicked Not now during setup, you can also start 2-way sync again from Settings → Integrations → Manage on the HealthSherpa Medicare integration.)
Setting up webhooks later
If you clicked Not now during initial setup, you can come back to it anytime. Go to Settings → Integrations, click Manage on the HealthSherpa Medicare integration, and click Set up 2-way sync.
What HealthSherpa Sends Back
For existing AdvantaCRM profiles:
They send the profiles policy record, drugs, providers, and pharmacies.
For profiles that don't yet exist in AdvantaCRM:
They send the profile information, adding the policy record, drugs, providers, pharmacies – and also the contact details.
