Migrate from Clinic Management Software to HubSpot

Patient records map directly to HubSpot Contacts. We preserve the original patient ID as Source_System_ID__c, the create date as Original_Create_Date__c, and the last-modified timestamp for delta-run deduplication. Insurance and billing properties migrate as custom properties on the Contact. All standard fields such as name, email, phone, address are transferred with direct field mapping, and we retain the original identifiers to support downstream reference and data lineage.

Emergency contact name, relationship, and phone number migrate as custom properties on the primary Patient Contact record. HubSpot does not have a native emergency-contact sub-object, so we flatten this into labeled properties for clear reference by front-desk staff. The migration also includes the contact's preferred language and any designated backup contact fields, stored as additional custom text properties to accommodate diverse practice workflows.

Insurance payer, policy number, group number, and coverage details merge into custom properties on the Contact record. For practices tracking patient billing through Deals, we optionally map active insurance records to a Deal with line items representing coverage periods. Each line item captures the coverage start and end dates, insurer name, and benefit tier, enabling detailed reporting on insurance utilization within the CRM.

Provider and staff records split into two destinations: active providers who need CRM access become HubSpot Users (with their email and role mapped), and staff contact details that should appear in patient records become internal Contact records with a 'Staff' association label for filtering.

HubSpot has no native appointment object, so we create an Appointment custom object with properties for appointment date and time, provider (linked to HubSpot User), patient (linked to Contact), appointment type, status, and duration. Original scheduling timestamps and cancellation history are preserved.

Clinical note content, diagnosis codes (ICD-10), procedure codes (CPT), and treatment plan details migrate to a Medical Record custom object linked to the Contact. We redact or flag PHI fields per your data-handling preference and preserve dates of service and provider attribution.

Treatment plan headers map to a custom Treatment Plan object with start date, end date, and status. Associated revenue or billing line items map to a HubSpot Deal so the financial dimension of treatment plans is visible in pipeline reports.

Outstanding or historical billing claims map to HubSpot Deals with the amount set to the claim or invoice total, the patient Contact linked via a Deal Association, and claim status mapped to Deal stage. Original claim IDs are preserved as a custom property for reference.

Lab results and diagnostic records map to a custom Diagnostic object linked to the Contact and the Encounter (Appointment) during which they were ordered. Test name, result values, units, and reference ranges migrate as properties; flagged abnormal values get a custom boolean property.

Prescription records map to a Prescription custom object with drug name, dosage, frequency, start and end dates, and prescribing provider (linked to HubSpot User). Active vs. expired status maps to a prescription_status pick-list property. Each prescription also captures dosage unit, refill count, and pharmacy details, allowing staff to review medication history directly from the Contact record.

Any custom properties unique to the clinic's data model — such as referral source, patient preference flags, or specialty-specific fields — migrate as HubSpot custom properties with type-aware mapping (text, number, date, pick-list, or checkbox) based on the source field type.

Patient documents, consent forms, and imaging references attached to records in the clinic system are downloaded and re-uploaded to HubSpot Files, linked to the associated Contact or custom object record. File size limits and inline image handling follow HubSpot's file storage constraints.