Migrate from Essential MD Software Suite to Pipedrive

Essential MD patient records map directly to Pipedrive People. Patient name, contact information, date of birth, and address fields translate to Pipedrive's Person object fields. The patient's referring provider or emergency contact information requires custom fields in Pipedrive since the Person object does not natively support multiple contact roles.

Essential MD stores referring practices, hospital affiliations, and facility locations as separate entities. These map to Pipedrive Organizations. Organization address, phone, and website fields receive direct mappings. Multi-location practices in Essential MD require split-to-multiple-Organization handling if the source distinguishes each location as a separate record.

Essential MD appointment records (date, time, duration, provider, appointment type, status) become Pipedrive Activities of type 'meeting' or 'task' depending on the appointment classification. Original start and end timestamps are preserved. Appointment status (confirmed, completed, cancelled) translates to Pipedrive Activity done flag and a custom status field.

When Essential MD records include proposed treatment plans, pricing agreements, or outstanding balances, these map to Pipedrive Deals. Deal name derives from the patient name plus service type. The monetary value of the treatment plan becomes the Deal value. Pipeline and stage assignment defaults to a single pipeline unless the practice specifies multiple service pipelines (e.g., 'Wellness Services', 'Clinical Procedures').

Essential MD stores insurance carrier, policy number, group number, and subscriber relationship per patient. Pipedrive has no native insurance fields. These values migrate to custom fields on the Person object (e.g., Insurance_Carrier__c, Policy_Number__c) as text or varchar fields. Insurance eligibility verification logic does not migrate and must be rebuilt outside Pipedrive.

Essential MD clinical note content migrates as Pipedrive Notes attached to the corresponding Person record. Rich-text formatting is preserved where the export format supports it. Notes include original author (provider) and creation timestamp for audit continuity. Clinical decision-support content within notes does not translate to Pipedrive actionable fields.

Essential MD billing records (invoice number, amount billed, amount paid, balance due, payment date) map to a combination of Pipedrive Deal fields and custom fields. Outstanding balances become Deal value. Payment history is captured as Notes on the Deal or Person. Pipedrive does not have a native invoicing object; billing follow-up must use Deal stage progression and manual invoicing workflows.

Essential MD staff and provider records require email-based matching to Pipedrive users. If Essential MD staff have email addresses associated with their profiles, we resolve OwnerId by email match. Staff without email matches are flagged for manual Pipedrive user creation before the migration run. Provider specialty and role information becomes custom fields on the matched User record.

Essential MD file attachments (intake forms, insurance cards, consent documents) re-upload to Pipedrive Files and attach to the corresponding Person or Deal record. File size limits from the export source apply; Pipedrive accepts files up to 50MB. Documents without a clear parent record attach to the Person record as the default.

Any Essential MD custom fields added by the practice (e.g., referral source tracking, patient preference fields, clinical outcome codes) are assessed for Pipedrive field type equivalence. Text fields map to Pipedrive varchar, numeric fields to int or double, and pick-list fields to enum with the same options. Fields with no equivalent become varchar fields in Pipedrive for data preservation.