Migrate from AeronaClinic to HubSpot

AeronaClinic patient records map directly to HubSpot Contacts. All standard fields (name, DOB, contact details, address) transfer. Medical notes, allergies, and health conditions migrate as HubSpot custom contact properties. hs_object_id stores the AeronaClinic patient ID for traceability and delta-run de-duplication.

AeronaClinic may store referring practices or multi-clinic group parent entities as separate records. These map to HubSpot Companies. Primary contact gets the Company association in HubSpot; secondary contacts get the Company association as well if the clinic is a HubSpot Company. HubSpot supports N:1 associations so multiple patients can associate to one referring practice Company.

AeronaClinic appointment records become HubSpot Tasks (for calls and tasks) and Meetings (for scheduled appointments). Appointment status, practitioner, procedure code, and type migrate as custom task properties. Original appointment timestamps are preserved on the HubSpot engagement record. Appointments attach to the correct patient Contact and the relevant Company.

AeronaClinic treatment plans with estimated or completed costs map to HubSpot Deals. Procedure description, treatment codes, and cost estimates become custom deal properties. HubSpot deal stages (Appointment Booked, Treatment In Progress, Case Completed) map from AeronaClinic treatment plan status. One deal per treatment plan, associated to the patient Contact.

HubSpot has no native insurance provider field. AeronaClinic insurance provider data migrates as a custom contact property (Insurance_Provider__c) using a text or pick-list field depending on the source value set. Insurance policy number and group number also migrate as separate custom properties.

AeronaClinic referral doctor name and referral source map to HubSpot custom contact properties (Referral_Doctor_Name__c as text, Referral_Source__c as pick-list or text). HubSpot has no native referral tracking — these custom fields preserve the referral context for reporting and outreach segmentation. The referral doctor name field enables you to track which physicians send the most patients, attribute revenue to specific referral partners, and build outreach sequences for referring doctor practices. The referral source field captures how the patient found your clinic, such as NHS recommendation, private referral, or marketing campaign, supporting attribution reporting and ROI analysis across patient acquisition channels.

AeronaClinic practitioner and clinician IDs resolve to HubSpot Users by email match. The practitioner name becomes a HubSpot User and that user is set as the Owner on migrated Contacts, Deals, and engagement records they were associated with in AeronaClinic. Unmatched practitioners are flagged for team assignment before migration.

AeronaClinic invoice and payment records (GoCardless/Stripe transaction IDs, amounts, payment status, method) have no native HubSpot equivalent. HubSpot has no invoice object. We store payment status, last transaction ID, and amount as custom fields on the Contact. Detailed payment history is preserved as a Note on the contact so the team has the full record for reference.

AeronaClinic patient portal login records and patient preferences have no HubSpot equivalent. HubSpot's member-facing tools (forms, meeting links, portal features) require separate setup. We document the source portal configuration as a reference for rebuilding patient communication preferences in HubSpot or a dedicated portal tool.

AeronaClinic clinical notes and charting records attach to HubSpot Contacts as Notes. The original note timestamp and practitioner association are preserved. Clinical notes are not structured data in AeronaClinic so they migrate as free-text Notes — your team decides whether to incorporate them into HubSpot's timeline or keep them as reference records.

AeronaClinic file attachments (treatment plan PDFs, consent forms, insurance documents) are re-uploaded to HubSpot Files and linked to the patient Contact record. File size limits apply (HubSpot default 10MB per file for attachments; larger files require alternative storage with a link stored in HubSpot). Inline images in clinical notes are downloaded and rehosted.

AeronaClinic patient ID stored as AeronaClinic_ID__c on the HubSpot Contact for traceability and delta-run de-duplication. Original create date and last modified date preserved as custom datetime properties (Original_Create_Date__c, Last_Synced_Date__c) since HubSpot's native createdate and lastmodifieddate reflect migration time rather than the source record's history.