Migrate from Clinic Management Software to Freshsales

Patient records in Clinic Management Software map to Freshsales Contacts linked to an Account representing the clinic location or parent organization. Patient demographics (name, DOB, address) map to Contact standard fields. The clinic entity maps to an Account with the clinic name and address.

Appointment records map to Freshsales Sales Activities. Provider visits with a duration map to Events (with start/end time, type=Meeting). Shorter check-in or follow-up tasks map to Tasks. The original appointment date and assigned provider (owner) are preserved. Note that Freshsales does not have a native scheduling calendar — appointment reminders require Freshsales Workflows or a third-party scheduling integration.

Insurance carrier data from Clinic Management Software maps to a Freshsales Account record for the payer organization plus a custom text or pick-list field on the Contact for the specific policy number and group ID. Multiple insurance plans per patient require Contact custom fields or a separate custom object for plan details.

Outstanding balances, billed amounts, and payment history map to Freshsales Deals with custom fields for invoice number, amount billed, amount paid, payment date, and denial status. Each patient encounter with a billing record becomes a Deal linked to the Contact. Freshsales has no native billing module — payment reconciliation and claims management require external billing tools or custom objects.

Treatment plan records with diagnoses, procedures, and duration map to a Freshsales custom object (Treatment_Plan__c) with custom fields for diagnosis code (ICD-10), procedure codes (CPT), start date, end date, and status. The custom object links to the Contact record via a lookup relationship.

Providers and staff in Clinic Management Software resolve to Freshsales User records by email address. Each provider becomes a Freshsales user who can own Contacts, Accounts, and Deals. If the source system has staff without email addresses, they are flagged for manual user creation in Freshsales before migration.

Referring physician records map to Freshsales Contacts (type=Referrer) linked to an Account for their practice. If the clinic uses Freshsales Territory Management for referral tracking, the referring physician Account is assigned to the appropriate territory based on specialty or geography.

Lab results and diagnostic records with values and dates map to a custom object (Lab_Result__c) linked to the Contact, with fields for test name, result value, unit, reference range, and date. If the lab data is unstructured, it migrates as a Freshsales Note attached to the Contact with the original result text preserved.

Patient documents such as consent forms, imaging referrals, and insurance cards stored as attachments in Clinic Management Software are downloaded and re-uploaded to Freshsales Files attached to the corresponding Contact or Account record. File size limits per the Freshsales plan apply — files over 25MB per plan default require chunked upload handling.

Any custom field in Clinic Management Software that does not map to a standard Freshsales field is created as a custom field on the appropriate object (Contact, Account, or Deal) before migration. Custom field names and types must match the source — text fields map to text, pick-lists map to pick-lists, date fields map to dates. The field mapping plan is delivered before data migration commits.

Clinic Management Software workflows for appointment reminders, billing rules, insurance verification, and treatment-plan task generation do not migrate. Freshsales Workflows (available on Growth and higher) must be rebuilt manually post-migration. We export a machine-readable summary of the source workflow logic to assist the rebuild.

Reports and dashboards in Clinic Management Software do not migrate. The data underlying them — patient records, appointments, billing transactions — does migrate to Freshsales. Freshsales Curated Reports and Custom Reports must be rebuilt to surface clinical KPIs (patient volume, no-show rate, revenue per provider) that the source dashboards tracked.