Migrate from Clinic Management Software to Zoho CRM

Direct map for most patient fields. Zoho Contact stores name, email, phone, address, and custom fields for medical data. Provider assignments in the source become custom lookup fields or related records in Zoho. Patients with inactive status route to archived contacts rather than deleted records to preserve history.

Patients marked as 'Prospect' or 'Referral Inquiry' in Clinic Management Software without an initial appointment map to Zoho Leads. Active patients with appointments route to Contacts. The split happens during migration based on the source patient status field value before creation of Zoho records.

Providers in Clinic Management Software (doctors, specialists, staff) map to Zoho Users. Resolution happens by matching provider email address to existing Zoho user accounts. Unmatched providers are flagged before migration—clinics either pre-create Zoho user accounts or providers receive invitations before the migration run.

Scheduled appointments map to Zoho Events with original start datetime, end datetime, and provider as the event owner. Visit outcomes (completed, no-show, cancelled) map to event status. Past visits without scheduled times map to Tasks with Type='Visit' and closed status. Parent contact link preserved via Zoho's WhatId field.

Insurance plans, carrier names, policy numbers, group IDs, and coverage types create a custom Insurance module in Zoho (suffix _C per Zoho convention). Each patient contact links to insurance records via lookup. Multi-plan patients (primary, secondary) create multiple insurance records linked to the same contact.

Outstanding balances and claim status migrate to Zoho Invoices where applicable. Historical billing records that don't fit Zoho's invoice model create a custom Billing_History_C module to preserve claim ID, service date, amount, and payer. Claim status (Submitted, Denied, Paid) maps to custom pick-list values.

Service codes, treatment descriptions, and clinical notes create a Treatment custom module linked to Contact records. CPT codes map to a custom varchar field. Treatment date, provider, and outcome fields preserve clinical history. This data doesn't exist in standard Zoho modules and requires custom module creation before migration.

Referral source pick-list in Clinic Management Software (physician referral, marketing campaign, walk-in, etc.) maps to a custom pick-list field on Contact (Referral_Source__c). Each source value maps 1:1 where names match; custom values require value-mapping setup in Zoho's field configuration before import.

Clinical notes and patient observations migrate as Zoho Notes attached to the Contact record. Original note creation date preserved as Note CreatedDate. Rich-text formatting in source notes converts to plain text for Zoho Notes compatibility. Large notes split by character limit if necessary.

Patient documents, consent forms, and imaging references migrate as Zoho Attachments linked to Contact records. File size limit in Zoho is 25MB per attachment; files exceeding this are flagged for clinic staff to store externally and link via URL custom field. Original file names preserved for reference.

Any custom objects in Clinic Management Software (specialty tracking, equipment logs, research records) map to Zoho custom modules using the _C naming convention. Module structure (field types, relationships) documented during discovery. Many-to-many relationships in the source require junction modules in Zoho.

Appointment reminder workflows, intake form automations, and billing triggers in Clinic Management Software do not migrate to Zoho. They must be rebuilt using Zoho Blueprint for visual workflows or Deluge scripts for conditional logic. We provide an export of workflow definitions as a rebuild reference for the clinic's Zoho admin.