Migrate from AeronaClinic to Zoho CRM

Every AeronaClinic patient becomes a Zoho CRM Contact. We map name, date of birth, gender, address, email, and phone directly. Clinical-specific fields (NHS number, medical history summary, allergy flags) migrate to a linked custom Patient_Details__c module with a lookup to Contact.

AeronaClinic referral-source patients who have not yet had an appointment are treated as Zoho CRM Leads — no Account linkage, no clinical data. Once they convert to an appointment, the Lead converts to a Contact and a Patient_Details__c record is linked.

AeronaClinic records referring dentists, GP practices, insurance providers, and other healthcare organisations as standalone organisation records. These map directly to Zoho CRM Accounts with all standard fields preserved. Clinic-internal records and referring partners can be flagged using the Account Type picklist, setting values to 'Referring Practice', 'Insurance Provider', or 'Internal' as appropriate. This classification enables targeted reporting on referral sources and insurance partnerships within Zoho CRM.

AeronaClinic appointment slots (date, time, practitioner, duration, appointment type, status) become Zoho CRM Tasks with due dates for quick notes, or Events for calendar-linked bookings. For practices that need full appointment-grid visibility, we build a custom Appointments_C module in Zoho CRM with fields for Practitioner, Appointment_Type, Duration_Minutes, Status, and Recall_Date.

AeronaClinic treatment plans (procedure codes, stages, clinical notes, completion status) have no native Zoho CRM equivalent. We create a custom Treatment_Plans_C module with lookup to Contact, fields for Plan_Date, Procedure_Code, Stage, Clinical_Notes, and Status. Historical plans migrate with original plan dates preserved.

Clinical notes attached to AeronaClinic patient records map to Zoho CRM Notes on the Contact record. For practices with long-form clinical notes that need structured recall, we build a custom Clinical_Notes_C module with Date, Practitioner, Note_Type (SOAP, Progress, Discharge), and Note_Body fields, linked to Contact.

AeronaClinic invoices and payment history can use Zoho CRM's native Invoices module for straightforward billing, or a custom Billing_Records_C module if you need line-item treatment codes mapped to invoice line items. Payment status, amount paid, and outstanding balance are mapped field-by-field.

AeronaClinic stores insurance carrier name, policy number, group number, and coverage details per patient. These become a custom Insurance_C module linked to Contact, with fields for Carrier_Name, Policy_Number, Group_Number, Coverage_Type, and Expiry_Date. Provider networks can be modelled as separate Accounts.

AeronaClinic clinical procedure codes and fee schedules map to Zoho CRM Products — each procedure becomes a Product record with a list price. When a treatment plan is linked to a deal or invoice, the associated Products are added as line items. This also enables Zoho CRM's quote and ordering modules.

AeronaClinic practitioner and staff user accounts are resolved by email match against Zoho CRM Users. All migrated records are assigned to the matching Zoho CRM user. Unmatched practitioners are flagged before migration so the clinic can create Zoho users first.

AeronaClinic file attachments—including consent forms, ID scans, clinical images, and X-rays—are re-uploaded as Zoho CRM Attachments on the corresponding Contact or custom module record. Zoho CRM's 25 MB per-file limit applies; files exceeding this are flagged before migration and require manual handling, either by compressing the file or storing it in a linked Zoho Drive folder with the URL referenced in a custom field on the record.

AeronaClinic recall dates (next appointment reminders) map to Zoho CRM Tasks with a Due Date equal to the recall date, assigned to the Contact's owner. For multi-stage recall workflows, we build a custom Recall_Schedule_C module. The actual automated reminders must be rebuilt in Zoho CRM Blueprint or_scheduler.