Migrate from Essential MD Software Suite to Freshsales

Essential MD patient records map to Freshsales Contacts. Freshsales requires an email address as the unique identifier — patients without email require a generated placeholder or your specified rule. Primary care physician assignment maps to Contact Owner, and additional referring providers map to Account relationships on the Contact record.

Essential MD stores patient first name, last name, and suffix. These map directly to Freshsales Contact FirstName and LastName. Suffix values (Jr., Sr., III) migrate as a custom field since Freshsales does not have a native suffix field.

Essential MD phone, mobile phone, email, and address fields map to Freshsales Contact phone, mobile_number, email, and address fields respectively. Freshsales splits address into street, city, state/province, postal code, and country — Essential MD address formats are parsed and distributed to the corresponding Freshsales fields.

Essential MD stores referring physicians and external providers as separate entity records. These translate to Freshsales Accounts representing the provider organization or individual provider practice. Provider specialty, NPI number, and contact info map to custom fields on the Account record.

Essential MD appointments have appointment type (New Patient, Follow-up, Consultation), duration, outcome (Completed, No-Show, Cancelled), provider, and notes. Freshsales does not have a native appointment object — we map appointments to Events for timed visits (with start/end time from Essential MD) and Tasks for outcome-documented encounters (No-Show, Cancelled). Appointment type becomes a custom picklist field.

Essential MD clinical notes, progress notes, and consultation summaries map to Freshsales Notes attached to the Contact record. Original note date and author (provider) are preserved in custom datetime and text fields on the Note since Freshsales Notes do not expose native created date by user. Note content migrates as plain text.

Essential MD stores primary insurance carrier, policy number, group number, and subscriber relationship. These have no native Freshsales equivalent — we create custom text fields (Insurance_Carrier__c, Policy_Number__c, Group_Number__c, Subscriber_Relationship__c) on the Contact record for primary insurance. Secondary insurance maps to the same custom fields as a separate record set.

Essential MD maintains active diagnoses and problem lists associated with patient records. Freshsales has no native diagnosis or medical-problem object — we create a custom multi-select picklist (Active_Diagnoses__c) or a custom object (Medical_Diagnosis__c) with a lookup to Contact depending on your reporting needs. ICD codes map as text in a separate custom field.

Essential MD custom fields (referral source, patient status, recall date, treatment plan notes) map to Freshsales custom fields. Each custom field in Essential MD requires a corresponding Freshsales custom field created before migration. We deliver a custom-field creation plan with field type recommendations based on Essential MD's data types.

Essential MD physician and staff user accounts resolve to Freshsales user accounts by email match. Unmatched users are flagged before migration — your team either creates Freshsales accounts first or assigns those records to a fallback user. Role and permission sets in Essential MD do not translate to Freshsales profiles and must be reconfigured.

Essential MD tracks appointment outcomes over time (treatment provided, medications prescribed, referrals made). Freshsales's activity timeline supports Tasks and Events but not structured outcome fields. We map outcomes to a custom picklist field (Appointment_Outcome__c) on each migrated Activity record and preserve outcome history as a comma-separated list in a custom text field (Outcome_History__c).

Essential MD appointment reminder workflows, referral follow-up automations, and clinical task triggers do not migrate. Freshsales Workflows operate on different trigger logic (record creation, field change, form submission) and must be rebuilt. We provide a workflow requirements document based on your Essential MD automation list.