Migrate from AeronaClinic to HighLevel

AeronaClinic patient records map to HighLevel Contacts. Patient name, date of birth, contact details, and address fields transfer directly. HighLevel stores these as native Contact fields (firstName, lastName, email, phone, address).

Patient address data splits two ways: personal address fields land on the Contact record, while clinic or practice address associated with a patient (e.g., for referral tracking) maps to a Company record. Your team decides which addresses become Company records during mapping. This split ensures patient home addresses stay with the Contact while clinic locations are properly categorized in the Companies object for reporting and territory management.

AeronaClinic appointments do not have a direct HighLevel equivalent — HighLevel has a Calendar tool for scheduling but not a native Appointment object. We create a Custom Object in HighLevel named 'Appointment' with fields for date, time, duration, provider, patient link, and status. This integrates with HighLevel's Workflow triggers for appointment-based automation.

Treatment plans (procedure codes, descriptions, costs, completion status) migrate as a Custom Object in HighLevel linked to the Contact record. Each line item becomes a Custom Object record associated with the patient Contact. HighLevel's Custom Object API supports relationship fields that connect TreatmentPlan records to Contacts.

Clinical encounter notes migrate as a Custom Object linked to the Contact. HighLevel's Custom Objects support long-text fields for note body, date, provider, and encounter type. Original note timestamps are preserved. Note: HIPAA/BIPA compliance considerations on clinical data must be addressed destination-side in HighLevel's access controls.

AeronaClinic billing records (outstanding amounts, payment history) transform into HighLevel Opportunity records with custom fields for invoice number, amount billed, amount paid, and balance. HighLevel's Opportunities track deal value and stage — billing records use stage='Closed Won' with custom fields for financial line items.

Patient insurance details (provider, policy number, group number, coverage type) migrate as custom fields on the Contact record in HighLevel. These are informational fields — HighLevel has no native insurance object, so structured fields are created (Insurance_Provider__c, Policy_Number__c, Group_Number__c).

Referral source tracking (how the patient found the clinic) maps to a custom field on Contact (Referral_Source__c) plus a HighLevel Tag for segmentation. Tags enable workflow triggers based on referral origin in HighLevel's automation engine. This dual approach allows both reporting on referral performance and automated follow-up sequences based on how each patient was acquired.

AeronaClinic's Patient Portal login records (email, consent status, e-signature completions) have no direct HighLevel equivalent. Portal consent records are preserved as custom fields on the Contact for audit reference. The Patient Portal itself — including online booking widgets, treatment plan review pages, e-signature intake forms, and 24/7 patient access — is an AeronaClinic feature that must be replaced with HighLevel's form and intake workflow capabilities.

AeronaClinic's recall system (automated patient reminders for hygiene appointments, follow-ups, and preventive care recalls) has no direct HighLevel equivalent and cannot be exported. These automations require rebuilding as HighLevel Workflows using the Appointment Custom Object date fields as triggers, combined with HighLevel's SMS, email, and task action steps. FlitStack exports recall schedules (reminder intervals, recall types, patient cohorts) as a reference document for your HighLevel admin to use during rebuild.