Migrate from Cliniko to HighLevel

Cliniko patients map directly to HighLevel contacts. Patient ID is stored as Source_System_ID__c for traceability and delta-run de-duplication. All standard demographic fields (name, email, phone, address) map directly. The Patient ID field enables accurate record matching during incremental migration runs and prevents duplicate contact creation when the same patient record is encountered multiple times across different migration passes.

Healthcare-specific patient attributes — insurance provider, health fund membership number, NDIS plan number, referral source, and emergency contact — have no equivalent in HighLevel's standard Contact fields. We create a Cliniko Patient Profile custom object with these fields and link it to the Contact record via a lookup relationship.

Cliniko practitioners are staff (employees of the practice) or external (referring clinicians). Staff practitioners are mapped to HighLevel User accounts so they can own records and trigger workflows. External practitioners are mapped to Contact records and linked as referring clinicians to patients.

Cliniko appointments map to HighLevel Tasks with Type='Appointment'. Original start time, end time, and status (Arrived, Did Not Attend, Cancelled, Completed) are preserved as task custom fields. The associated patient maps to the Task's ContactId lookup. Practitioner maps to the Task owner.

Cliniko appointment types (Initial Consultation, Follow-up, Group Session, Telehealth) map to a custom pick-list field on the Task object. For practices using HighLevel pipelines to track patient journey stages, appointment types can alternatively map to pipeline stage names. We determine the right approach based on your HighLevel setup during the sample migration phase.

Cliniko treatment notes are unstructured or template-based clinical records attached to a patient. We migrate them as HighLevel Notes linked to the Contact record, preserving the original creation timestamp, author (practitioner), and note body. Rich-text formatting is retained where the source data supports it.

HighLevel has no native invoicing object. We create a Cliniko Invoice custom object in HighLevel with fields for invoice number, date, total amount, GST/tax amount, payment status (Paid, Partially Paid, Overdue, Cancelled), and line items. The invoice is linked to the Contact record.

Invoice line items (service description, quantity, unit price, tax) map to a separate custom object linked to the Cliniko Invoice custom object. This preserves the full financial record even though HighLevel lacks native billing. The line item custom object maintains the granular detail of each service rendered, including treatment codes, description, quantity, unit price, and applicable taxes. This structure mirrors Cliniko's invoice line item architecture and enables accurate financial reporting and reconciliation in HighLevel.

Cliniko products and services (used in appointments and invoices) have no HighLevel equivalent. We create a Cliniko Service custom object with name, description, price, and category, then link it to appointments via a lookup relationship. This custom object preserves the complete service catalog including treatment types, session rates, equipment fees, and product items. Linking services to appointments enables tracking which specific services were delivered to each patient and supports accurate billing and service reporting in HighLevel.

Cliniko file attachments on patient records (consent forms, imaging, referral letters) are downloaded and re-uploaded to the HighLevel Contact as a File attachment. File size limits are respected; inline images in notes are extracted and stored separately. All attachments maintain their original file names and storage format during transfer. The migration process handles common healthcare file types including PDF, JPEG, PNG, and DICOM formats, ensuring clinical documentation remains accessible and properly organized within each patient's HighLevel contact record.

Cliniko insurance provider profiles (health fund name, provider number, claim eligibility) do not map to any standard HighLevel object. We create a custom Insurance Provider object and link it to the Contact record, preserving the full eligibility and claims history where available.

Cliniko multi-location setups require either mapping each location to a separate HighLevel Sub-Account (recommended for multi-brand or multi-entity practices) or using a Location custom pick-list field on the Contact record (recommended for single-entity practices with location reporting needs). We document both options and configure based on your HighLevel plan tier.