Migrate from Advance Practice Management Suite to Nutshell

Advance Practice Management Suite patient records map directly to Nutshell People. The patient's first name, last name, email, phone, and address fields transfer as-is. Custom fields on the patient record (specialty codes, referring provider, insurance tier) migrate as Nutshell custom fields on the Person object. Original create dates are preserved in a custom datetime field since Nutshell's system-created date reflects migration time.

Advance Practice Management Suite stores the practice or employer group name, address, phone, and taxonomy code. These map to Nutshell Company fields: name, address, phone, and website. Taxonomy and specialty codes migrate as Nutshell custom fields on the Company record. Parent-child practice relationships (if the group has satellite locations) map to Nutshell's parent company field.

Referral sources tracked as lead records in Advance Practice Management Suite — referring physician, hospital, insurance group — map to Nutshell Leads. Fields include name, organization, contact info, and source attribution. Status and rating values are mapped via value_mapping to match Nutshell's lead status pick-list options.

Advance Practice Management Suite billing cases and service agreements contain an amount, payer, status, and open/closed date. These translate to Nutshell Deals: name from case description, amount from billed total, stage from status (open=b Qualitative In Progress, closed_paid=Closed Won, denied=Closed Lost), close date from last activity date. Pipeline mapping is determined by case type — evaluation cases route to one pipeline, service agreements to another.

Appointments and clinical encounters carry a date, duration, type, provider, and patient link. Each maps to a Nutshell Activity: appointments with a duration become Events with start/end times; encounter types without a time block become Tasks with the description in the subject. Provider and patient links are preserved via association to the relevant Nutshell Person record.

Advance Practice Management Suite insurance records contain payer name, policy number, group number, and coverage tier. Since Nutshell has no native payer object, these fields migrate as custom text fields on the related Nutshell Company (employer group) or Person (patient) record. Multi-plan patients may require a custom field group to store all active payer associations.

Advance Practice Management Suite patient records frequently contain specialty codes, condition flags, or referral tags unique to the practice. These map to Nutshell custom fields on the Person object. We create the custom field definition in Nutshell before migration and populate values during the load phase. Required-field enforcement is disabled until migration completes to avoid rejection of records with missing legacy values.

Clinical notes attached to a patient record migrate as Nutshell Notes linked to the corresponding Person. Rich-text formatting is preserved where the source export format supports it. Note metadata (author, created date) is stored in the Note record. Note that Nutshell Notes support plain text and basic HTML; highly formatted SOAP notes may require manual review post-migration.

Documents attached to patient records — consent forms, imaging referrals, claim documents — are downloaded from Advance Practice Management Suite and re-uploaded to the corresponding Nutshell Person or Deal record as file attachments. File size limits and format compatibility are checked during the sample migration phase. Files exceeding Nutshell's attachment size limit are flagged for manual download reference.

Providers and staff users in Advance Practice Management Suite are matched to Nutshell users by email address. Unmatched users are flagged before migration — your team either creates the Nutshell account first or assigns records to a fallback owner. Provider name and credentials are preserved in a custom field on the user record for reference.

Appointment reminders, recall sequences, billing triggers, and payer-rule automations in Advance Practice Management Suite have no equivalent in Nutshell. These must be rebuilt manually in Nutshell's sequence and task-automation tools post-migration. We export the Advance Practice Management Suite workflow definitions as a structured reference document to assist your team during the rebuild phase.

Healthcare practice reports — claim denial rates, payer mix, provider productivity — do not map to Nutshell's sales reporting framework. The underlying data migrates; reports and dashboards must be rebuilt manually using Nutshell's built-in reporting tools or a connected BI tool. Claims and billing data preserved in Nutshell custom fields can be used to construct basic payer-level reports post-migration.