PSMA Connect is a group purchasing organization (GPO) that works with medical facilities to access contracted pricing on equipment and supplies.
Case Study
How PSMA Connect streamlines complex membership management with Ontraport
27k
facilities managed in one database
3
custom member portals managed in one platform
$30k
saved annually by switching from Salesforce and portal software
Case Study
How PSMA Connect streamlines complex membership management with Ontraport
27k
facilities managed in one database
3
custom member portals managed in one platform
$30k
saved annually by switching from Salesforce and portal software
Company
publicNorth Carolina, United States
Industry
Health and medicine
Key features used
CRM
Custom objects
Dynamic CMS
Membership
Custom objects
Dynamic CMS
Membership
Introduction
PSMA Connect had been managing three custom-built member portals in Salesforce for over a decade, but the system had become expensive, fragile and difficult to maintain. With tens of thousands of facilities and members to manage, they needed a platform that could handle a complex data structure, support custom portals, and automated member engagement — without the cost and overhead of ongoing development.
After migrating to Ontraport, PSMA Connect rebuilt their portals, streamlined member management, and automated follow-up within months, all at a fraction of the cost of Salesforce.
Ontraport has been a more feature-rich and user-friendly experience over Salesforce, and their support team is extremely helpful by comparison as well!
Membership and Systems Management at PSMA Connect
The Challenges
The Challenges
Complex member management
PSMA Connect works with more than 27,000 facilities, and each has multiple purchasing managers. They also have three membership portals. The team needed a reliable way to accurately relate members to facilities and portals, ensure proper access, and keep data clean and organized at scale.
Custom member portals disconnected from workflows
Over the years, PSMA Connect’s Salesforce portals had been built and maintained by multiple developers. This led to a fragile system that required constant fixes, lacked native automation and workflow connections, and became increasingly expensive to maintain.
Manual membership follow-up
After a member signed up, they received an initial welcome email — but follow-up stopped there. Any additional communication required manual list building, limiting outreach to infrequent, one-off email blasts instead of ongoing engagement.
Disconnected scheduling process
New members were contacted manually to schedule introductory calls using Calendly. Tracking call status and follow-up required switching between Salesforce and Calendly, creating unnecessary complexity and manual work for the team.
The Solutions
The Solutions
Clean organization of member and facility data
PSMA Connect migrated their data from Salesforce to Ontraport, organizing members, facilities and relationships using custom objects designed to support a complex membership structure.
Automated member enrollment operations
With their custom CRM fully configured, PSMA Connect now has an automated enrollment process that ensures new member data is stored accurately and that new members receive the correct login details and portal access from day one.
Rebuilt custom member portals
Within a few months, PSMA Connect recreated all three member portals in Ontraport. Each portal gives members access to available discounts and relevant resources, all connected directly to their member records.
Automated, personalized member follow-up
With the portals fully connected to Ontraport’s automation engine, PSMA Connect now sends a series of follow-up emails after a member enrolls. The team plans to further segment and personalize their messages based on membership type, signup date and other criteria.
Results
Results
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27,000 facilities and 5,000 members managed in an organized, custom database
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3 custom member portals built within 3 months
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$30k saved annually by switching from Salesforce and portal software to Ontraport
Ontraport allowed us to migrate our membership portals to be a lot more directly integrated with our CRM, saving us a lot of time and enabling us to use automations that tie directly into the website to help improve productivity.
Membership and Systems Management at PSMA Connect
Looking Ahead
Looking Ahead
PSMA Connect has built a strong foundation to support its robust membership communities. Next, the team plans to continue expanding automation to streamline internal workflows and deliver more consistent, timely communication with members.
They also plan to move new member onboarding calls from Calendly to Ontraport’s built-in scheduling system. This shift will allow members to self-schedule through branded booking pages, receive automated reminders and experience seamless follow-up — all managed within Ontraport.
Leading companies scale with Ontraport
Leading companies scale with Ontraport
Customers from all kinds of industries, all over the world, succeed with Ontraport. Join them.
Dale Beaumont
Founder and CEO
Features
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