Migrate from Advance Practice Management Suite to Freshsales

Advance Practice Management Suite patient records map to Freshsales Contacts. The primary insurance carrier on the patient record becomes the Contact's primary AccountId lookup. Social security numbers, if stored, migrate as a masked custom field (SSN_Last4__c) rather than the full value. Patient status (active, inactive, deceased) maps to a custom pick-list field (Patient_Status__c) on the Contact.

Freshsales has no native appointment scheduling grid. Appointment records migrate as Freshsales Tasks (for to-do style items) or Events (for time-blocked activities), with a custom activity-type pick-list distinguishing follow-up, procedure, consultation, and other appointment categories. Original appointment date, time, duration, provider, and location are preserved as custom fields on the activity record.

Freshsales has no native procedure object. On Enterprise plans, FlitStack's migration engineer creates a custom Procedure_Module with fields for procedure code (CPT), diagnosis code (ICD), description, cost, authorization number, provider, and date performed. The procedure record links to the patient Contact via a custom lookup relationship. Non-Enterprise setups receive procedures as a custom multi-line text field on the Contact for reference.

Insurance carriers map directly to Freshsales Accounts. The carrier name becomes Account Name, address maps to billing address fields, and phone maps to phone. Group ID, member ID, and payer ID are stored as custom fields on the Account (Insurance_Group_ID__c, Insurance_Member_ID__c, Payer_ID__c). Carrier-to-patient relationships are preserved via Contact.AccountId.

Advance Practice Management Suite invoices become Freshsales Deals. Invoice number maps to Deal Name, total amount maps to Deal Amount, and invoice date maps to Close Date. Billing status (paid, pending, denied, appeal) maps to a custom pick-list field (Billing_Status__c) on the Deal. Outstanding balance becomes a custom currency field (Outstanding_Balance__c). The Deal is linked to the patient Contact and the primary insurance carrier Account.

Referring physicians and providers map to Freshsales Contacts with a custom pick-list field (Contact_Type__c) set to 'Referring Provider'. Provider name, specialty, phone, and email map to the standard Contact fields. NPI number and state license number are stored as custom text fields (NPI__c, State_License__c). The referring provider Contact is associated to the patient Contact via a custom lookup or the patient's Referring_Provider__c field.

Documents attached to patient records (consent forms, insurance cards, clinical documents) re-upload to Freshsales Files and are linked to the patient Contact record. File size limits per Freshsales apply — documents over the default limit are flagged for manual handling. Inline images in notes are downloaded and rehosted.

Clinical notes and patient annotations migrate as Freshsales Notes linked to the Contact record. Original note date and author are preserved in custom datetime and text fields on the Note. Rich-text formatting is maintained where the source format is compatible.

Insurance eligibility verification results and coverage status checks have no native Freshsales equivalent. These details are stored as custom fields on the insurance carrier Account record, including Eligibility_Status__c for current eligibility standing, Eligibility_Effective_Date__c for the coverage start date, and Eligibility_Termination_Date__c for when coverage expires.

Staff members assigned as patient owners in Advance Practice Management Suite are resolved by email match against Freshsales users. Unmatched owners are flagged before migration — the team either creates Freshsales users for them or assigns records to a fallback owner. No record lands in Freshsales without an assigned user.