Migrate from AeronaClinic to Pipedrive

Patient demographics (name, email, phone, address) map directly to Pipedrive Person fields. Medical alert flags and patient preferences migrate as custom fields on the Person record for front-desk visibility. These custom fields ensure critical health alerts surface quickly during patient interactions.

Insurance provider name, policy number, group number, and coverage percentages have no native Pipedrive field. We create custom fields (Insurance_Provider__c, Policy_Number__c, Group_Number__c) and map values directly from AeronaClinic insurance records. These fields enable quick insurance verification during appointment scheduling and billing processes.

Clinical appointments become Pipedrive Activities linked to the Patient Person record. Appointment type maps to Activity subject, provider name becomes owner assignment, and original appointment datetime stamps are preserved on the Activity. Treatment notes attach as activity description text. for future reference and reporting.

Treatment plan details (proposed procedures, estimated costs, timeline) merge into a structured custom field set (Treatment_Plan_Status__c, Proposed_Procedures__c) and a Note attachment with the full plan text. This preserves clinical detail without overwhelming the CRM record. It ensures the information stays accessible to staff while keeping the interface clean.

Clinical notes and progress notes migrate as Pipedrive Notes attached to the Person record, preserving original entry dates and provider attribution. Notes use Pipedrive's rich-text format to maintain formatting where possible. This approach allows quick retrieval and ensures no clinical history is lost during transition.

Invoice totals and payment status migrate as custom fields on the Person record (Outstanding_Balance__c, Last_Payment_Date__c). Large outstanding balances or treatment plan costs can also generate Pipedrive Deals to track revenue follow-up. This dual representation supports both quick reference and detailed revenue tracking within Pipedrive.

Providers and clinical staff are matched by email address to existing Pipedrive users. Unmatched staff are flagged as users to invite before migration. Provider credentials and specializations become custom fields on the User record. This ensures appointments are assigned correctly and staff can be contacted without delay within Pipedrive.

Prescription details (medication name, dosage, frequency) have no Pipedrive equivalent. We create a custom long-text field (Prescriptions__c) and populate with structured text or attach a summary document. The field allows quick lookup of current medications during consultations and supports compliance with medication tracking requirements.

Referral source information (referring provider, referral date, referral reason) migrates to a custom field (Referral_Source__c) on the Person record for marketing and attribution tracking. This data helps identify effective referral channels, optimize marketing spend, and improve patient acquisition strategies over time.

Recall scheduling (hygiene appointments, annual exams) maps to a scheduled Activity with subject 'Recall: [procedure type]' and a custom field (Recall_Type__c) indicating the recall category. This enables Pipedrive automation triggers for recall outreach. Automated reminders help maintain patient engagement and improve appointment adherence rates.

Treatment consent forms, insurance cards, and clinical images attach to the Person record as Pipedrive Files. File size limits (25MB per file in Pipedrive) are enforced during migration. These attachments ensure all supporting documentation is readily accessible within the patient profile for staff review.

If AeronaClinic tracks retail products (toothbrushes, whitening kits), these map to Pipedrive Products with name, price, and unit for deal-line-item inclusion. Product data integration enables smooth quote generation, inventory tracking, and sales reporting directly within the CRM for improved efficiency.

AeronaClinic appointment statuses (Scheduled, Confirmed, Completed, No-Show, Cancelled) map to Pipedrive Activity status values via explicit value mapping. Cancelled and No-Show statuses trigger specific Pipedrive activity outcomes. This mapping ensures consistent workflow triggers and accurate reporting of patient visit outcomes across the CRM.

Multi-location practices: each clinic location becomes a Pipedrive Organization record linked to associated Patient Person records via the org_id field. This enables location-based reporting in Pipedrive. You can analyze performance metrics per site, compare provider productivity, and allocate resources more effectively across locations.