Migrate from Advance Practice Management Suite to HighLevel

AdvancePM patient records map directly to HighLevel Contacts. Every demographic field (name, DOB, phone, email, address) transfers to the corresponding HighLevel Contact property. The patient's original create date and last-modified date are preserved as custom properties since HighLevel's built-in createdAt timestamp reflects the migration date, not the original record creation.

AdvancePM stores HIPAA consent status, insurance carrier, group number, and referral source as custom fields on the patient record. These become HighLevel Contact custom properties created via the Locations API before migration runs. Pick-list values map value-by-value; text fields map as-is. HIPAA consent flag is particularly important — HighLevel charges for its HIPAA-compliant Enterprise tier, so this field must be flagged for your team to evaluate that upgrade.

AdvancePM's practice or clinic record (business name, address, tax ID, NPI) maps to a HighLevel Company record. If your AdvancePM setup stores referring physicians or partner organizations as separate entities, those also map to Companies. Multiple locations in AdvancePM create multiple Company records in HighLevel, linked via the primary Contact's address.

AdvancePM appointments (visit date, provider, visit type, status: completed/cancelled/no-show) convert into HighLevel Tasks linked to the Contact. The appointment date becomes the Task due date, the provider becomes the assigned user (matched by email), and the visit type maps to a custom Task category property. Past completed visits migrate as closed Tasks; upcoming appointments become open Tasks.

AdvancePM billing records (invoice number, amount, status: paid/pending/denied, payer) do not have a direct HighLevel equivalent. For practices with fewer than 5,000 billing records, we create a Billing custom object with invoice details linked to the Contact. For high-volume billing suites, we map records to a custom object and surface them as a related list on the Contact — your HighLevel admin configures the display layout.

AdvancePM timesheet entries (staff member, date, hours, billable/non-billable flag) convert into HighLevel Tasks with a custom 'Hours_Logged__c' number field and a billable flag. The staff member resolves to the matching HighLevel user by email. Timesheets are preserved as historical records; they do not create HighLevel's native timesheets feature which is not available in all plan tiers.

AdvancePM file attachments (intake forms, signed consents, lab results, imaging orders) re-upload to HighLevel as file attachments on the Contact record. Files download from AdvancePM's document storage, then upload to HighLevel's file system linked to the patient Contact. PDF and image formats are supported; file size limits apply per HighLevel's storage configuration.

AdvancePM staff records (name, role, credentials, email) resolve to HighLevel user invitations by email match. We export the staff list and generate an invitation-ready roster for your HighLevel admin to process — HighLevel requires manual user provisioning, so this step surfaces unmapped staff before migration commits. Roles map to HighLevel's role tiers (Admin, Manager, Staff) based on AdvancePM permission levels.

Insurance carrier, policy number, group number, and subscriber relationship stored on the AdvancePM patient record become a custom 'Insurance_Info__c' object linked to the Contact. This preserves the full payer picture without cluttering the primary Contact properties. HighLevel's CRM does not have a native insurance object, so a custom object is created and linked via a relationship field.

AdvancePM reporting dashboards and saved report configurations cannot migrate to HighLevel because HighLevel's reporting model is fundamentally different. The underlying data (contacts, tasks, opportunities) migrates in full, so you can rebuild reports in HighLevel using the same records. We provide a data dictionary of every migrated field so your admin can reconstruct reports accurately.

AdvancePM task assignment rules, compliance checklists, and appointment reminders do not migrate to HighLevel's Workflow Builder — the logic structures are incompatible. We export your AdvancePM automation definitions as a reference document (workflow triggers, conditions, and actions listed in plain language) to guide your HighLevel admin when rebuilding in the Workflow Builder.