Migrate from Essential MD Software Suite to Salesforce Sales Cloud

Essential MD patient records map 1:1 to Salesforce Contact. The MRN (medical record number) from Essential MD stores as Source_System_ID__c on the Contact for traceability and delta-run de-duplication. Patient date of birth, address, and contact info migrate directly to standard Contact fields.

Essential MD stores insurance per patient as an embedded block (carrier name, group number, subscriber ID, relationship). These map to custom fields on a custom Insurance__c object linked to Contact via a lookup, or to custom fields on the Account — your admin chooses the schema before migration runs. Value mapping for relationship pick-list (Self, Spouse, Dependent) required.

Essential MD appointments migrate as Salesforce Events with original StartDateTime and EndDateTime preserved. The patient (ContactId) and provider (OwnerId, resolved by email match) link on the Event. Visit type and insurance-verification status become custom fields (Visit_Type__c, Insurance_Verified__c). Cancelled and no-show statuses require value mapping to Salesforce Event Status.

Licensed providers who will log into Salesforce become User records with NPI stored on a custom NPI__c field. Referring or contracted physicians who do not need Salesforce licenses migrate to a custom Provider__c object with specialty, license number, and a Contact lookup. This avoids inflating Salesforce user-seat costs while preserving the provider network.

Essential MD free-text clinical note entries become records in a custom Clinical_Note__c object linked to the Contact. Fields include Note_Date__c, Note_Type__c (SOAP, Progress, Admission), and Body__c (rich-text). Original timestamps and provider references preserved. This is a new custom object in Salesforce — your admin approves the field set before migration runs.

Diagnosis codes from Essential MD (ICD-10, SNOMED-CT) migrate to a custom Diagnosis__c object with ICD_Code__c, Description__c, Diagnosed_Date__c, and a Contact lookup. Each diagnosis record links to the patient Contact so visit history is queryable in Salesforce reports. Value mapping needed if source uses a different code standard.

Essential MD billing and claim records map to Salesforce Opportunity. Claim_Number__c (custom text field), Claim_Status__c (custom pick-list: Submitted, Paid, Denied, Pending), and Amount map directly. StageName defaults to a 'Closed Won' or custom 'Claim Paid' stage depending on status value mapping. This replaces the need for a native billing module.

Referral records in Essential MD (referring physician, source, status, date) map to a Salesforce Opportunity with Referral_Source__c, Referring_Physician__c, and Referral_Date__c custom fields. RecordTypeId assigned based on referral type so page layouts can vary per referral source. Opportunity Stage reflects referral-to-appointment conversion.

Essential MD's N:N patient-to-provider association (a patient seeing multiple providers, a provider managing multiple patients) maps to a custom Patient_Provider_Relation__c junction object with Contact__c and Provider__c lookups plus Relationship_Type__c (Primary Care, Specialist, Referring). This preserves care continuity data that a simple OwnerId on Contact cannot capture.

Essential MD file attachments (insurance cards, intake forms, lab results) re-upload to Salesforce Files. ContentVersion stores the binary; ContentDocumentLink attaches it to the relevant Contact or custom medical object. Salesforce's 25MB per-file limit enforced. We flag any file exceeding this size before migration so you can decide whether to split or exclude.

Essential MD custom fields specific to medical practice (MRN, NPI, taxonomy code, prescription history, allergy flags) require new custom fields in Salesforce. We create each as a custom __c field on the appropriate object before migration. Pick-list values require value-by-value mapping; numeric fields (NPI is 10 digits) need type-aware validation to prevent Salesforce field-length truncation.