Migrate from Gensolve Practice Manager to HighLevel

Gensolve clients (patients) map 1:1 to HighLevel contacts. The client's full name splits into First Name and Last Name on the HighLevel contact. We preserve the original Gensolve client ID as a custom field for traceability and de-duplication during delta runs. If a client record has no email address in Gensolve, the contact is created in HighLevel with an email-format placeholder flagged for manual review.

Gensolve practitioners map to HighLevel contacts representing staff members. We add a custom pick-list field (Practitioner_Role__c) set to 'Practitioner' to distinguish clinical staff from admin contacts. Practitioner IDs are stored in Source_System_ID__c for cross-referencing appointment assignments. If the practitioner also appears as a referring clinician in Gensolve, a second Company record is created in HighLevel under the Practitioners agency.

Gensolve appointments map to HighLevel Calendar appointments with Start Date/Time, End Date/Time, Duration, Status, and linked Contact preserved. The Gensolve practitioner is linked by matching practitioner Contact ID. Appointment types from Gensolve are mapped via value mapping to HighLevel appointment categories. Location notes and room assignments from Gensolve surface as a custom field (Appointment_Location__c) on the HighLevel appointment.

Gensolve invoices have no native HighLevel equivalent. We export the invoice data as a CSV file per contact and attach it to the relevant HighLevel contact record as a reference file. Invoice line items, totals, payment status, and GST/TAX amounts are all preserved in the CSV. This export does not create HighLevel invoice objects — those must be managed via a third-party accounting integration post-migration.

Gensolve clinical notes store detailed patient clinical data (subjective/objective notes, treatment plans, assessment outcomes) that has no equivalent in HighLevel's standard schema. We create a custom long-text field (Clinical_Note__c) on the Contact object and store note content with the original note date, note type, and practitioner attribution. For practices with structured clinical note templates, we create Custom Objects in HighLevel to replicate the template field structure.

Gensolve referrers (referring clinicians, GP clinics, specialist practices) map to HighLevel companies. We set the company type to 'Referrer' via a custom field (Referrer_Type__c). The referrer's contact person within the referring organisation maps as a secondary contact linked to the company. Gensolve referrer notes and specialisation details migrate to the Company description field or a custom field (Referrer_Specialisation__c).

Gensolve multi-site clinics map to separate HighLevel company records. Each clinic's name, address, phone, and site-specific notes become the corresponding fields on the Company. For agencies managing multiple Gensolve clinics under one HighLevel sub-account, clinic records help tag practitioner assignments and appointment locations. If the practice uses HighLevel sub-accounts for multi-location separation, each clinic maps to its own sub-account.

Gensolve inventory records (products, consumables, stock items) map to a HighLevel Custom Object named 'Inventory_Item__c'. We define custom fields for item name, SKU, stock level, minimum stock threshold, and supplier. This requires pre-creating the custom object in HighLevel before migration runs. If inventory is used for appointment-linked supplies, a relationship field links the inventory item to the associated appointment or contact.

Gensolve custom forms (e.g., initial assessment templates, rehabilitation progress notes) with their custom field definitions map to HighLevel Custom Objects. Each Gensolve custom form becomes a Custom Object type in HighLevel with fields matching the form's field definitions — text, number, date, pick-list, and multi-select types are all supported. Form submissions link to the relevant client contact via a lookup relationship field.

Gensolve ACC billing records are unique to the New Zealand and Australian healthcare context and have no native HighLevel equivalent. We export ACC claim data (claim number, ACC scheme, injury description, treatment dates, claim status) as a CSV and attach it to the relevant HighLevel contact record as a reference file. The ACC billing reconciliation must be completed in a dedicated billing tool post-migration. Gensolve's ACC electronic billing integration cannot be replicated in HighLevel.