Migrate from Clinic Management Software to Nutshell

Direct 1:1 map. Clinic patient records become Nutshell Person records. First name, last name, email, phone, address, and contact preferences transfer directly. Clinic-specific fields (date of birth, insurance ID) migrate to custom fields on the Person record. Original create date preserved as a custom datetime field.

Clinic insurance carrier and plan details do not have a Nutshell equivalent. Carrier name, plan type, member ID, group number, and copay information become text custom fields on the Nutshell Person record. These are reference fields only — Nutshell has no eligibility verification or claims module.

Insurance eligibility status from clinic records (verified, pending, denied, expired) maps to a custom pick-list field on the Nutshell Person record. Verification timestamps and payer responses are stored as custom datetime and text fields respectively. This information requires manual updates post-migration.

Clinic appointments convert to Nutshell Tasks (for appointment-type activities) or Events (for scheduled meetings). Appointment type, provider name, location, and status are stored as custom fields on the activity record. Provider assignments map to the Task or Event owner. Nutshell has no native scheduling calendar — appointments are activity history, not calendar events.

Clinical notes and encounter summaries from clinic records transfer as Nutshell Notes attached to the corresponding Person record. Original creation timestamp and author are preserved. Note content is imported as plain text. Rich formatting, images, and attachments are handled separately.

Allergy lists and medical conditions from clinic records have no Nutshell native equivalent. These are stored as multi-select custom fields or text custom fields on the Nutshell Person record. Lists of allergies and conditions are comma-separated in a single text field or as multiple single-select custom fields depending on clinic data structure.

Clinic providers and staff members become Nutshell Person records with a custom role field (e.g., Provider, Nurse, Front Desk). Provider credentials, specialties, and licensure information cannot be fully represented in Nutshell — these are stored as custom text fields for reference. Nutshell's owner field handles user assignment for activity tracking.

Patient billing status, outstanding balance, last payment date, and payment plan information from clinic records maps to custom fields on the Nutshell Person record. Nutshell has no invoicing or payment processing. These fields are reference-only for collections tracking. Revenue cycle data requires a separate billing system post-migration.

Direct 1:1 map. Clinic organization or parent company records become Nutshell Company records. Company name, address, phone, website, and industry transfer directly. Multi-location clinic organizations may require parent-company and branch structure mapping in Nutshell's Company hierarchy. Referral sources and affiliated providers link to the Company record for pipeline reporting.

Referral source tracking from clinic records (physician referral, self-referral, marketing campaign) maps to a custom pick-list field on the Nutshell Person record. Referral physician or organization information maps to a custom field linked to the referring Nutshell Person or Company record. This enables referral pipeline reporting post-migration.

Pre-registered or prospective patients in clinic software become Nutshell Lead records. Name, contact information, referral source, and interest type transfer directly. Lead status from clinic (inquiry, scheduled, no-show) maps to Nutshell Lead status values. Conversion to Person record happens manually post-migration or through Nutshell's standard lead conversion flow.

Patient documents, consent forms, ID scans, and attached files from clinic records re-upload to Nutshell as Files attached to the corresponding Person record. File size limits per Nutshell apply. Inline images in clinical notes are downloaded and re-hosted. Documents requiring HIPAA compliance review should be flagged before attachment.