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. Advanta opens a health check first. After you verify the HealthSherpa profile and review any health information differences, select Launch HealthSherpa to open the quoting session.
What we send
When you Launch a profile to HealthSherpa Medicare, AdvantaCRM sends:
Personal
First name, last name
Date of birth
Sex, when available
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: Medications, providers, and pharmacies are not sent automatically with the contact profile. Use the health check below to review them and add them in HealthSherpa.
How matching works — Before launching, Advanta checks for a HealthSherpa contact in this order. You verify a possible match or choose to create a profile before any new link is saved:
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.
Medicare number and demographic search — If no contact ID is saved, Advanta first searches by Medicare number when available. If that finds nothing, it searches 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.
Possible match — Compare the HealthSherpa profile with Advanta. Select Link Profile only when you are confident it is the same person; otherwise select Not [name] and search again.
No profile found — Review the details shown in the dialog, then select Create Profile to create and link a HealthSherpa contact. A failed search does not count as no match.
When Advanta finds a linked HealthSherpa profile, you can launch it right away. To review medications, providers, pharmacies, and any differences first, click Compare Profiles. The detailed comparison opens only when you choose it.
Verify the right profile
If Advanta finds a possible HealthSherpa profile, compare the identifying details. Select Link Profile only when you are confident it is the same person. Select Not [name] if it is not, then search again. If no profile is found, review the Advanta details before selecting Create Profile.
Health check before launching HealthSherpa
After you link or create the HealthSherpa profile, Advanta compares medications, providers, and pharmacies in both systems. The progress bar summarizes the results:
Green — Match: The item is in both systems.
Orange — Add to HealthSherpa: The item is in Advanta but missing from HealthSherpa.
Blue — Add to Advanta: The item is in HealthSherpa but missing from Advanta.
Purple — Decide: Similar items or differing details need your review.
Add information to Advanta
For items found only in HealthSherpa, select Add or choose several items and select Add [number] to Advanta. Only the selected items are saved. You can expand the matching items to review what both systems already have.
Add information to HealthSherpa
Items found only in Advanta require action in HealthSherpa. Use Copy [number] Medications for Rx Assist and finish selecting those medications in HealthSherpa. Use Copy NPI to find a provider there. Find and add pharmacies in HealthSherpa manually. Copying details does not save them to HealthSherpa.
Once you copy medications (or providers) you can add them to the profile in there respective spots. Below is an example of how to use the Rx Assist feature:
Resolve medication differences
When medication names look alike, select Same Medication to pair them or Keep Both if they are separate. Advanta remembers that decision for the pair on future launches.
If dosage, directions, quantity, or fill interval differ, choose the correct value shown.
Choosing the HealthSherpa value updates that detail in Advanta.
Choosing the Advanta value keeps it in Advanta; make any needed HealthSherpa change manually. If several details differ, review each one.
Select Launch HealthSherpa when you are ready. You can launch even when items still need to be added manually in HealthSherpa.
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.
