Migrate from DGL Practice Manager to Mailchimp

DGL patient records that contain a valid email address are mapped directly to Mailchimp audience members, using the email as the unique identifier for each member. Patients without an email address cannot be added to Mailchimp and are flagged in a separate report for your team to pursue email collection or manual entry before a future re‑migration.

DGL stores patient first and last name as separate fields. These map to Mailchimp's standard *|FNAME|* and *|LNAME|* merge tags, which FlitStack AI creates automatically when the audience is first configured. If a patient record lacks a first or last name, the corresponding merge field will be left blank, and you can manually populate it in Mailchimp after import.

The email address field from DGL patient records maps directly to the Mailchimp audience member email address, serving as the unique identifier for each contact. FlitStack AI validates each email for proper format and checks for duplicates within the DGL export before importing. Since Mailchimp requires a valid email for every audience member, any patient record missing an email address is excluded and listed in a separate report for follow‑up.

DGL patient phone numbers map to a custom Phone merge tag in Mailchimp. FlitStack AI creates this as a text‑type merge tag during audience setup. If a patient record contains both a primary phone and a mobile number, FlitStack AI concatenates them into the single Phone field using a consistent format. Any missing phone value results in a blank field that can be edited directly in Mailchimp after import.

DGL patient address components (address line 1, address line 2, city, postcode, country) map to Mailchimp's structured address merge fields. FlitStack AI splits DGL's single address record into the five required Mailchimp subfields — ADDRESS, CITY, STATE (or region), ZIP, and COUNTRY. When any subfield is missing in DGL (for example, no state or province), FlitStack leaves the corresponding Mailchimp subfield blank and flags it for manual completion in the audience.

DGL records the clinic or consultant practice that a patient is associated with, stored as a practice identifier on the patient record. FlitStack AI maps this identifier to a custom PRACTICE merge tag in Mailchimp, allowing you to segment your audience by referring practice or service line. If a patient has no assigned practice in DGL, the PRACTICE tag will be left blank and can be populated manually after import.

DGL records the referring clinician for each patient, typically stored as a clinician name or identifier on the patient record. FlitStack AI maps this field to a custom REFERRINGDR merge tag in Mailchimp, enabling you to segment contacts by referring doctor for tailored email communications. If a patient has no referring clinician listed in DGL, the REFERRINGDR tag will remain blank and can be added manually in Mailchimp after migration.

DGL appointment reminder settings—such as reminder lead time, preferred channel (email or SMS), and escalation rules—have no direct Mailchimp equivalent. FlitStack AI exports these preferences as a tagged note attached to each contact in Mailchimp. Your Mailchimp admin can then use that note to rebuild reminder automations in Mailchimp’s automation builder, configuring time‑based triggers and conditional splits based on the exported preferences.

DGL clinical notes, diagnosis records, consultation history, and clinical attachments contain protected health information. These do not migrate to Mailchimp under any circumstances — healthcare data must not be stored in marketing platforms due to GDPR and healthcare data governance requirements.

Invoices and billing records contain financial, insurer, and payment details that are considered sensitive under UK GDPR and healthcare data rules. Mailchimp does not provide an invoice or billing object, so there is no target for this data in the platform. Consequently, all invoice and billing records are excluded from the migration scope and remain stored only in DGL or your financial system for compliance and audit purposes.

DGL workflow management handles internal practice processes such as appointment follow‑up, document routing, insurer claim status checks, and internal task assignments. These processes have no direct Mailchimp equivalent, as Mailchimp’s automation builder is designed for email‑centric customer journeys rather than clinical task management. Therefore, each DGL workflow must be recreated in Mailchimp using the automation builder, or documented as a standard operating procedure for your Mailchimp admin to implement manually.

DGL's GDPR Sentinel tracks consent, data access requests, and audit trails for patient data compliance, providing a full log of who accessed or modified patient information. Mailchimp manages its own consent tracking per subscriber, handling opt‑in and opt‑out status independently. Because DGL’s compliance audit records are required for UK healthcare retention regulations, they remain stored in DGL and are not transferred to Mailchimp, ensuring you meet statutory record‑keeping obligations.