Migrate from Advance Practice Management Suite to HubSpot

Patient records map directly to HubSpot contacts. Patient ID from the practice management system is stored as Source_System_ID__c for traceability. Insurance carrier and primary provider assignments migrate as custom properties on the contact. The mapping also preserves original encounter dates and patient status flags as custom datetime and picklist fields for reporting continuity.

Guarantor information migrates as a secondary contact associated to the patient contact via HubSpot's association model. Billing responsible party fields map to custom properties on both the patient and guarantor contact records. The secondary contact retains a link to the primary patient record, enabling billing workflows to reference both parties without duplication.

Providers and clinical staff resolve to HubSpot users by email match. When a provider email does not correspond to a HubSpot seat, their profile migrates as a contact record with a custom provider flag and credential properties rather than a system user.

Encounter records translate to HubSpot meetings with original start/end timestamps, provider owner, and encounter-type custom properties (procedure code, diagnosis code, visit type). Active or upcoming appointments surface as meetings linked to the patient contact. All timestamps preserve the original timezone offset to maintain accurate scheduling history in HubSpot.

Insurance carriers and payers become HubSpot company records. Plan type, subscriber ID format, and coverage details migrate as custom properties on the company record. Multiple insurance plans per patient use HubSpot's association labels. Each payer company record includes the payer ID and a link to the associated patient contacts for quick reference.

Practice locations and facilities map to HubSpot companies. NPI number, address, and facility-type properties migrate as custom fields. Multiple-location practices create multiple company records linked by a parent-company association. The parent-company hierarchy allows reporting roll-ups across all locations and simplifies filtering by region or facility type in HubSpot dashboards.

Insurance claims do not have a native HubSpot equivalent. FlitStack creates a Claims custom object with fields for claim ID, status, CPT codes, payer company link, and patient contact link. Claim history timestamps and adjustment codes preserve as custom properties.

Active diagnoses migrate as multi-select or repeated custom properties on the patient contact. ICD-10 codes and diagnosis descriptions store as structured values. Historical diagnoses that should not appear on the current timeline preserve in an archival custom property. This approach keeps the active view clean while retaining historical context.

Patient documents and attachments from the practice management system download and re-upload to HubSpot Files, linked to the corresponding contact record. File size limits apply; documents exceeding HubSpot's 25MB per-file limit are flagged for alternative storage with a link reference.

Practice-specific custom fields on patient records — such as referral source, care coordinator, or custom consent flags — map to HubSpot custom properties. Field type mapping applies: text-to-text, date-to-date, pick-list-to-pick-list with value-by-value mapping where enumerated values differ. Custom properties are created in HubSpot during the planning phase, ensuring they exist before data migration begins.

Referring provider or facility references merge into both a contact property (referring_source_description) and a company link if the referrer exists in the system. Anonymous referral sources preserve as a free-text property on the contact. This dual representation enables segmentation by referral origin and accurate attribution in marketing analytics.