Migrate from Advance Practice Management Suite to Odoo CRM

Advance Practice Management Suite patient records map to Odoo res.partner (type=contact). The patient's name, date of birth, address, phone, and email fields translate directly. Gender and date of birth become custom fields or standard partner fields as Odoo allows. The patient's internal ID is stored in ref for traceability.

Providers and referring physicians in Advance Practice Management Suite map to res.partner records with a partner_type indicator set to 'provider' or stored in a custom field. Their NPI (National Provider Identifier) maps to x_npi on the partner record. Provider-to-patient relationships migrate as custom fields or tags on the patient partner record.

Advance Practice Management Suite employer and organization records map to Odoo res.partner entries with type=company. Business address, phone, and industry classification migrate as company-level fields, while any custom employer attributes become custom fields (x_ prefix) on the partner record. The company's Advance Practice Management Suite identifier is stored in ref for delta-run de-duplication.

Appointments and clinical encounters from Advance Practice Management Suite do not have a direct Odoo equivalent. They migrate as mail.activity records linked to the corresponding crm.lead or res.partner, using activity_type_id values created for this migration (e.g., 'Encounter', 'Follow-up Visit'). Original appointment timestamps, duration, and provider assignment are preserved in activity field extensions.

Insurance carriers in Advance Practice Management Suite map to res.partner records (type=company, tag='Insurance Carrier') since Odoo CRM has no native payer object. Carrier-specific fields (payer ID, plan types accepted) migrate as custom fields on each carrier partner record. Claim and authorization tracking migrates as linked notes or custom fields on the patient partner record.

Referral leads and intake records from Advance Practice Management Suite map to Odoo crm.lead. The lead's source (referring provider, facility, self-referral) maps to Odoo's source_id field. Lead priority and urgency become crm.lead priority field values. The type field on crm.lead distinguishes between lead and opportunity.

Clinical notes and encounter summaries are stored as mail.message records attached to the crm.lead or res.partner in Odoo. If the note has structured data (chief complaint, diagnosis codes), it migrates as a custom field (x_chief_complaint, x_diagnosis_codes) on the linked record. Free-text notes migrate as message body content.

Patient documents (consent forms, imaging orders, clinical summaries) attach as ir.attachment records in Odoo, linked to the corresponding res.partner or crm.lead via res_model and res_id. File size limits follow Odoo's configured attachment storage. We re-upload files from the source export to Odoo's filestore.

Advance Practice Management Suite staff and provider records are resolved by email against Odoo res.users. Unmatched staff are flagged for manual Odoo user creation before migration. Role and permission sets do not migrate — Odoo's access control groups are configured separately post-migration.

Provider availability windows and scheduling blocks are an Advance Practice Management Suite scheduling construct with no Odoo CRM equivalent. Scheduling functionality lives in Odoo's Calendar module (separate from CRM). If Odoo Calendar is not active, availability data is preserved as custom fields on the provider partner record and referenced for rebuild planning.

Claims and charge records are billing constructs specific to Advance Practice Management Suite's revenue cycle model. Odoo CRM does not natively handle claims. These records do not migrate — we export a claims summary as a reference CSV and note that Odoo Accounting (if active) handles invoices and payments, not medical claims processing.

Any custom fields defined in Advance Practice Management Suite beyond the standard patient record are recreated as Odoo custom fields before migration using Odoo Studio. Fields use the x_ prefix for Studio-created fields. Each custom field must have a corresponding Odoo field created on the target model before field mapping can proceed.

Patient and encounter category labels in Advance Practice Management Suite map to Odoo res.partner.category for contact tagging and crm.tag for lead tagging. The mapping is value-by-value: each source tag gets a corresponding Odoo tag created before migration. Duplicate tag names are de-duplicated during the tag creation phase.

Authorization numbers, authorization expiration dates, and authorized visit counts stored in Advance Practice Management Suite migrate as custom fields (x_auth_number, x_auth_expiration, x_auth_visits_remaining) on the patient res.partner record. If the practice uses Odoo Field Service, these can be linked as fields on the service order.