Migrate from Cliniko to Pipedrive

FlitStack AI extracts Cliniko patients via the API and creates Pipedrive People records. Standard contact fields (name, email, phone, address) map directly. Healthcare-specific fields (date of birth, referral source) migrate to custom fields on the Person object. Cliniko patient ID is preserved as a custom field for traceability.

Cliniko practitioners with active Pipedrive user accounts are matched by email. Practitioners without Pipedrive logins are flagged for admin review — decide whether to create Pipedrive users or assign their records to a fallback user. Practitioner name and ID are preserved in a custom field for audit purposes.

Cliniko appointments map to Pipedrive Activities with the appointment type stored as a custom field. Activity subject carries the appointment type label. Start and end times map to Pipedrive's start and end timestamps. Appointment status (attended, no-show, cancelled) maps to Pipedrive Activity done flag. Practitioner attribution is preserved via the assigned Pipedrive user.

Cliniko treatment notes (including SOAP notes, clinical observations, and plan details) map to Pipedrive Notes attached to the Person record. Original creation timestamps and practitioner authorship are preserved. Rich-text formatting is flattened to plain text since Pipedrive Notes does not support structured clinical templates natively.

Cliniko invoices have no direct Pipedrive equivalent since Pipedrive lacks billing and accounting features. Invoice amounts, statuses, and payment dates migrate as custom fields on the Person record. Outstanding balance and last payment date are surfaced as separate custom fields for quick reference.

Cliniko insurance provider, policy number, coverage group, and coverage details migrate to Pipedrive custom text fields on the Person record (Insurance_Provider__c, Insurance_Policy_Number__c, Insurance_Group__c, Insurance_Coverage_Details__c). Insurance type (private, Medicare, Medicaid) maps to a Pipedrive custom pick‑list field (Insurance_Type__c) with the same values preserved from Cliniko. All custom fields must be created in Pipedrive before the migration job runs.

Cliniko products and services (billing items, appointment types, inventory) map to Pipedrive Products. Product name, price, and SKU are preserved. Products are linked to Deals in Pipedrive for quote generation. Cliniko appointment type pricing is carried over as Product prices in Pipedrive.

Cliniko patient attachments (consent forms, clinical documents, intake sheets) are downloaded and re-uploaded to Pipedrive as file attachments on the Person record. File size limits apply — Pipedrive supports uploads up to 50MB per file. We flag files exceeding this limit for manual handling.

Cliniko appointment type labels (Initial Consultation, Follow-up, Telehealth, etc.) have no native Pipedrive equivalent on Activities, so we create a Pipedrive custom pick‑list field called Appointment_Type__c on the Activity object. The migration populates this field with the exact Cliniko appointment type values, preserving the original category for reporting and filtering. The custom pick‑list must be defined in Pipedrive with the same options before the migration job runs.

Cliniko SMS and email communications stored within the patient record have no Pipedrive equivalent for inbound clinical messaging. We export communication logs as a CSV attachment on the Person record for reference. Pipedrive's email sync captures future outbound emails only; historical communications remain in the CSV export.