Migrate from Clinic Management Software to Salesforce Sales Cloud

Patient demographics, address, and contact information are split into Account (household/organization name) and Contact (individual). The Account holds the primary family or individual record; Contact holds individual patient details. A custom Patient_Record_Type__c field distinguishes between individual patient, family head, and guarantor roles on the Salesforce side.

Each appointment becomes a Salesforce Event linked via WhatId to the Account or Contact. Appointment status (confirmed, completed, cancelled, no-show) maps to Salesforce Event Status custom field. No-show appointments are flagged as Task records for follow-up workflows. Original appointment datetime and provider assignment are preserved in custom datetime and lookup fields.

Providers who actively use Salesforce as CRM users are provisioned as Salesforce User records matched by email. Non-user providers (specialists on referral only) are stored in a Provider__c custom object with NPI number, specialty, license state, and a lookup to their associated patient Accounts. This dual-path prevents license waste while preserving referral network data.

Insurance carriers and Medicare/Medicaid payer organizations migrate as Salesforce Account records with Type = 'Payer'. Group numbers, subscriber IDs, and coverage details migrate to a custom Insurance_Coverage__c junction object between the patient Account and the payer Account. This junction structure supports N:N relationships when a patient has multiple active insurance plans.

A custom junction object is required because Salesforce has no native insurance coverage model. Fields include: Member_ID__c, Group_Number__c, Coverage_Type__c (primary/secondary/tertiary), Effective_Date__c, and Termination_Date__c. This object links the patient Account to the payer Account and preserves all coverage details from the source system.

Billing claims and outstanding balances migrate as Salesforce Opportunity records with Amount equal to the total charge. Individual line items (CPT codes, procedure fees) migrate as OpportunityLineItem records linked to a PriceBookEntry representing the procedure. Claim status maps to Opportunity Stage — 'Submitted' becomes 'Value Proposition', 'Paid' becomes 'Closed Won', 'Denied' becomes 'Closed Lost'. Salesforce CPQ is recommended for complex billing reconstruction.

Clinical notes, intake forms, and scanned documents migrate as Salesforce Files (ContentVersion) attached to the patient Account or Contact via ContentDocumentLink. Text-based notes are extracted and stored in a custom Clinical_Note__c custom object with fields for Note_Type__c, Authored_Date__c, and Body__c (long text area) to enable search and reporting on clinical content.

A Prescription__c custom object is required because Salesforce has no native prescribing model. Fields include: Medication_Name__c, Dosage__c, Frequency__c, Prescribing_Provider__c (lookup to Provider__c), Patient__c (lookup to Account/Contact), and Issued_Date__c. This preserves the prescription history and links each prescription to the provider and patient in Salesforce.

Lab results migrate as a Lab_Result__c custom object linked to the patient Account. Fields include: Test_Name__c, Result_Value__c, Unit__c, Reference_Range__c, Ordered_Date__c, and Resulted_Date__c. Flagged out-of-range results are indicated via a custom Is_Abnormal__c checkbox. This structure enables Tableau CRM dashboards on patient lab trends over time.

Outstanding patient balances migrate as custom Payment_Record__c objects linked to the patient Account. For equipment or prepaid plans stored as Salesforce Asset, those migrate to the Asset object with Status = 'Billable' and Quantity = units owed. This gives the billing team a complete ledger of patient financial responsibility visible within the CRM.

Automated recall and preventive care reminders have no Salesforce equivalent — Salesforce Tasks can be created manually but the automated scheduling logic must be rebuilt in Flow. We preserve the recall configuration data (recall type, interval, last recall date) in a custom Recall_Configuration__c object for your Salesforce admin to use as a rebuild reference when designing the Flow logic.

Multi-location practices: each clinic location migrates as a Salesforce Account with Type = 'Clinic' and BillingAddress populated from the source location record. The provider-to-location assignment migrates as a custom Provider_Location__c junction object linking Provider__c to the location Account. This supports territory-based reporting and provider scheduling visibility in Salesforce.

Referring physicians and referring organizations from the source system migrate as Salesforce Lead records initially. If the referral converts to a patient Account, the Lead converts normally. Referral-specific fields (relationship type, referral date, referral volume) are preserved in a custom Referral_Detail__c object linked to both the Lead and the resulting patient Account.

Family members and guarantors attached to a patient record map via Salesforce's native Account Contact Relationship object for standard family links. Financial guarantors who are not existing Contacts require a custom Guarantor__c object linked to the patient Account. This dual approach handles both clinical association and financial responsibility assignment without requiring custom junction objects for every relationship type.

Any source custom fields specific to a specialty — e.g., chiropractic adjustment codes, PT treatment plans, optometry prescription fields — are created as Salesforce custom fields with the __c suffix on the relevant object. FlitStack AI inventories all source custom fields during discovery and pre-creates matching Salesforce custom fields before the migration load. Data type mapping is applied: pick-lists become pick-lists, dates become dates, and text becomes text.