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
Personal: first name, last name, date of birth, sex, email, phone, address (street, city, state, zip)
Medicare: Medicare number, Part A effective date, Part B effective date (Extra Help status, and Medicaid info coming soon)
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)
When all of those fields are on the profile, they are sent together (including first name + last name + date of birth). If date of birth is missing, search can still run using email or phone instead.
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.
Click Yes, set up 2-way sync
AdvantaCRM generates your API key and destination URL, plus a pre-written email to HealthSherpa
Click Open in email (or Copy message) to send it to [email protected]
Send it from the same email address you use to log in to HealthSherpa Medicare — they need this to verify your account
HealthSherpa will configure the webhook on their end and confirm when it's live. From that point on, every enrollment submitted on HealthSherpa Medicare will update AdvantaCRM automatically.
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.
