Migrate from DGL Practice Manager to HighLevel

DGL patient records map to HighLevel Contacts. The primary name, date of birth, NHS number, and contact details transfer as standard fields plus custom fields. Each patient's primary consultant is stored as a Contact custom field referencing the staff member.

HighLevel does not provide a native NHS number attribute, so we define a text custom field named NHS_Number__c on the Contact object. During migration the DGL patient identifier is written into this field, making it available for searches, duplicate detection, and all subsequent CSV and API exports. The field is also included in custom reports and any downstream integrations that require the NHS number for patient matching.

DGL clinic and LLP practice entries are migrated to HighLevel Company records. The practice name, primary address, phone number, and website are transferred as standard Company fields. In a multi-consultant environment each consultant’s Contact record is linked to the same Company, preserving the relationship that patients belong to a single clinic while enabling each staff member to have individual contact details and appointment ownership.

DGL diary appointments become HighLevel Calendar Events with original start/end times and attendee information preserved. Appointment outcome (attended, no-show, cancelled) and clinical notes are stored as Opportunity custom fields linked to the associated Contact. Practices that track appointment revenue use Opportunities for this purpose.

DGL invoices do not map to a native HighLevel object because HighLevel has no medical billing module. We create a DGL_Invoice__c custom object with fields for invoice number, amount, insurer, status, and EDI reference. Invoice data is preserved as a searchable record rather than being collapsed into notes.

DGL's private medical insurer references (BUPA, AXA PPP, Vitality, NHS PDF references) are stored as pick-list or text custom fields on both Contact and the DGL_Invoice__c custom object. We map each insurer name to a consistent value so reporting by insurer is possible in HighLevel.

DGL clinical notes and dictated correspondence are exported as HighLevel Notes attached to the patient Contact. Original timestamps and author (consultant) are preserved. Microsoft Word documents generated in DGL are downloaded and re-uploaded as HighLevel Documents linked to the Contact.

DGL staff entries for consultants, secretaries, and practice managers are imported as HighLevel Users. The migration matches each staff record to a HighLevel User by email; if no matching User exists, a new User is provisioned with the appropriate role. This alignment ensures that appointment ownership, note authorship, and invoice attribution resolve correctly in HighLevel, and it preserves the original staff hierarchy for reporting and task assignment.

DGL referral source codes (GP referral, self-pay, insurance pre-authorisation) map to HighLevel Tags on the Contact record. Where a referral has an associated referral partner (e.g., a GP surgery), that partner is created as a HighLevel Company and linked to the Contact.

Because HighLevel lacks a native EDI billing module, DGL EDI status codes (submitted, acknowledged, paid, rejected) are stored as pick-list values in the DGL_Invoice__c custom object using the EDI_Status__c field. This preserves status strings for reconciliation against insurer remittance advices and enables HighLevel Workflows or reports referencing these codes. The migration does not replicate the live EDI connection to NHS portals or private insurers; those integrations must be rebuilt separately.

DGL's Workflow Management module defines internal practice processes (e.g., appointment reminder sequences, invoice chasing). HighLevel's Workflow Builder uses a different trigger/action model and cannot import DGL workflow definitions. We export the workflow definitions as a structured PDF for your team to rebuild in HighLevel's automation tool.

DGL's built-in reporting module generates practice performance and billing reports. HighLevel's reporting tools are CRM-centric and do not natively replicate DGL's medical billing reports. We migrate the underlying invoice, appointment, and clinical note data so you can rebuild reports in HighLevel or connect a BI tool.