Migrate from Advance Practice Management Suite to monday CRM

Audit Advance Practice Management Suite data model and identify migration scope

We connect via scoped read access to your Advance Practice Management Suite API and export a full data inventory: patient records, appointments, encounters, billing claims, payments, insurance coverage, providers, and custom fields. We identify null rates, duplicate records, and data quality issues before designing the monday.com board structure. This audit produces a data dictionary mapping every source field to its destination column type in Monday CRM.

Design monday.com board architecture and custom column configurations

Based on the data audit, we design the monday.com workspace: a Contacts board for patients and providers, a Scheduling board for appointments, a Billing board for claims and payments, and optional boards for locations and insurance carriers. We create custom columns for all source fields that have no direct Monday CRM equivalent (NPI, CPT codes, insurance group numbers, guarantor relationships). Column types are selected (text, number, date, dropdown, relation) before migration begins.

Map providers to monday.com Team Members and Contacts board

Clinical providers with NPI numbers migrate to a dedicated Providers contacts board. Administrative staff are provisioned as monday.com Team Members with appropriate seat assignments. We resolve provider IDs in appointment and claim records to their corresponding Monday CRM contact or user references before migrating linked records. This step ensures appointment items and claim deals have valid provider links when created.

Migrate patient contacts with insurance coverage columns first

Patient records are the first major migration target because claims and appointments link to them via monday.com relation columns. We migrate patient demographics, guarantor information, and insurance coverage data. Insurance carriers that do not yet exist in Monday CRM are created on-the-fly or pre-seeded in an Insurance Carriers board. Patients without email addresses are flagged for manual completion; the migration does not block on missing emails.

Migrate appointments to scheduling board with provider and patient relation links

Historical and future appointments migrate as board items on the Scheduling board. Each appointment item links to the corresponding patient contact and provider contact via monday.com relation columns. Appointment status (Scheduled, Completed, Cancelled, No-Show) maps to monday.com status column values. We preserve appointment type, location, and duration as separate columns. Future appointments land in the appropriate board group for each provider or location.

Run delta-pickup window and validate migration before go-live

After the primary migration batch completes, we open a delta-pickup window (typically 24–48 hours) capturing any new appointments, claims, or patient records created in Advance Practice Management Suite during cutover. A field-level diff compares source record counts against monday.com record counts. Insurance carrier linking, provider relations, and claim amounts are spot-checked. One-click rollback is available if reconciliation reveals data integrity issues. After validation, we deliver the final migration report and archive the source connection.