Migrate from Clinic Management Software to Pipedrive

Patient demographics including name, date of birth, contact information, and address fields map directly to Pipedrive Person standard fields. The primary clinic or practice location associates to the corresponding Organization record. The medical record number (MRN) is preserved as a custom text field on the Person for reference, reconciliation with source records, and audit trail. Patient identifiers and external system IDs are stored in custom fields to support downstream integrations.

Practice name, address, phone, and billing contact become the primary Organization record in Pipedrive. Multi-location practices generate one Organization per location. Provider/staff records do not map to Pipedrive users — they are stored as custom fields on Person or Organization unless they are also patient-facing contacts.

Each scheduled appointment becomes a Pipedrive Activity of type 'Meeting' or 'Call' linked to the Person record. Original appointment start/end times, provider assignment (stored as custom field), duration, and visit type are preserved. Cancellation reason and no-show flag migrate as custom fields on the Activity.

Active treatment plans become Pipedrive Deals with a 'Treatment' pipeline stage. Plan details (procedure codes, estimated duration, goals) migrate as custom fields on the Deal. Completed treatment plans are archived as closed Deals with outcome data preserved in custom fields.

Clinical note content including progress notes, assessment text, and provider observations migrates as Pipedrive Notes attached to the corresponding Person record. The original note creation date and author information (provider name and credentials) are preserved in the Note metadata fields. Any content flagged as potentially containing protected health information is held in a staging review queue before being attached in Pipedrive to ensure HIPAA compliance alignment.

Pipedrive does not provide a native insurance or payer object, so insurance data is stored as custom fields on the Person record. Fields including the insurance carrier name, policy number, group number, and coverage type migrate as custom text or pick-list fields. The relationship between primary and secondary payers is handled with a custom pick-list field. Policy effective and termination dates are preserved as custom date fields where available.

Active medication records including drug name, dosage amount, frequency, and route of administration migrate as a custom multi-select or text area field on the Person record. Historical prescription data including past medications and discontinued drugs are preserved in a separate custom text field to maintain a complete medication history. Pipedrive workflow automations can be configured post-migration to trigger reminders or tasks based on medication field values, supporting patient adherence programs.

Outstanding patient balances and current invoice status migrate as custom fields on the associated Deal record. The total amount paid-to-date, last payment date, and payment method are preserved as custom fields to maintain a complete financial history within Pipedrive. Pipedrive's native Deal Amount field can represent total patient responsibility or estimated treatment cost, while detailed billing line items and adjustment codes live in additional custom fields on the Deal.

If the provider is also a patient (has records in the system), they map to a Person with a custom 'Is Provider' flag. Non-patient staff who will use Pipedrive are created as Pipedrive Users and matched by email. Clinical role (MD, NP, etc.) migrates as a custom pick-list on Person.

Pipedrive does not support custom objects — all clinical data that does not fit Person/Organization/Deal/Activity maps to custom fields on Person or Deal. We map each distinct data type to a named custom field, preserving data type (date, number, text, pick-list) to maintain query and reporting capability in Pipedrive.

Patient documents attached to records in the source system are downloaded and re-uploaded as file attachments to the corresponding Person record in Pipedrive. File size limits apply — files exceeding Pipedrive's attachment limit are flagged for alternative storage with a link stored in a custom field.

Pipedrive has no relationship-object model. Family member relationships are stored as a custom text or multi-select field on Person listing related Person IDs. Relationship type (spouse, parent, child, guarantor) is a separate custom pick-list field. This enables filtering but requires manual reference to connect related Person records.