Migrate from Lifeline Suite to HubSpot

Lifeline constituent records (patients) map to HubSpot contacts. We extract first name, last name, email, phone, and address from the EXPORT_Constituents.xlsx file. Healthcare fields (insurance type, policy number, MRN) create HubSpot custom properties. Original create dates map to a custom Created_In_Source__c datetime field for continuity.

Lifeline stores referring physicians, next-of-kin, and staff as constituents without patient flags. These map directly to HubSpot contacts. We apply a Constituent_Type__c custom property to distinguish patient vs. non-patient records in HubSpot after migration. This distinction is important for lead routing, team assignments, and segmentation strategies that depend on contact type.

Lifeline facility and organization records map to HubSpot companies. We pull facility name, address, phone, and facility type. Billing and insurance fields from Lifeline organizations surface as custom properties on the HubSpot company since HubSpot has no native billing address or payer-type field.

Lifeline EXPORT_Gifts.xlsx contains donation and payment records. These map to HubSpot deals — gift amount becomes deal amount, gift date becomes the deal create date, and gift type maps to a Deal_Type__c custom pick-list. Recurring gift commitments map as multi-step deal sequences in HubSpot.

Lifeline EXPORT_Codes.xlsx contains the reference tables for insurance types, relationship codes, gift designations, and appointment categories. These map as HubSpot custom pick-list options for the corresponding custom properties — we populate the pick-list values before importing contact and deal records.

Lifeline appointment records (where accessible via export or API) become HubSpot tasks with Type='Appointment', original appointment timestamps preserved, and owner assigned by email match against HubSpot users. We include appointment type as the task subject and outcome as a note body.

Lifeline insurance fields such as payer name, policy number, group number, and subscriber relationship have no direct HubSpot equivalent. We create Insurance_Type__c, Policy_Number__c, Group_Number__c, and Subscriber_Relationship__c as custom properties on both the contact and company records to preserve the full payer picture across the CRM.

HubSpot has no native MRN or patient ID field. We create MRN__c as a custom string property on the contact record — this field should be handled with access restrictions in HubSpot and only populated if the team has a signed HIPAA BAA with HubSpot covering PHI storage in the CRM.

Lifeline's multi-location support maps to multiple HubSpot company records, one per facility. Each location operates as a distinct operational unit with separate teams and data, so we maintain separate HubSpot company records to ensure proper segregation of contact assignments, pipeline ownership, and performance reporting across facilities. We create a Location_Code__c custom property to preserve Lifeline's internal location identifier for cross-referencing and delta-run deduplication.

Lifeline staff records matched to HubSpot users by email. We flag any Lifeline owner or staff record with no matching HubSpot email before migration — your team either creates the HubSpot user or assigns those constituent records to a fallback owner during the migration run.

Lifeline's EMR module stores clinical notes, diagnoses, prescriptions, and treatment plans. HubSpot CRM has no clinical data model and is not a HIPAA-eligible clinical system by default. Clinical records must remain in Lifeline or a dedicated EMR. We can export a reference copy as a structured file but do not import clinical notes into HubSpot.

Lifeline lab integration and diagnostic results are clinical data constructs with no HubSpot CRM equivalent. These records do not migrate. We recommend retaining lab result access in Lifeline or your lab system and linking to Lifeline patient records via the MRN rather than replicating clinical data in the CRM.

Lifeline billing records (claims, payments, adjustments) map to HubSpot deals with amount, close date, and stage reflecting payment status. Claims details (claim ID, payer, service date) become custom properties on the deal. We do not migrate full claim line-item detail — that financial structure requires a dedicated billing system, not a CRM.