Migrate from My Practice Now to Pipedrive

My Practice Now client records map directly to Pipedrive People. Fields like first name, last name, email, phone, address, and date of birth carry over as-is. Clients without an associated organization link land as standalone Person records. Owner resolution maps My Practice Now practitioner IDs to Pipedrive users by email match.

My Practice Now appointments map to Pipedrive Activities with type='Meeting' or type='Call' depending on the appointment format. The appointment duration, status (completed/cancelled/no-show), and service type are stored as custom fields on the Activity since Pipedrive Activities have no native duration or service-type fields. Original start time and end time are preserved as the Activity's start and end timestamps.

My Practice Now appointment statuses (Scheduled, Completed, Cancelled, No-show, Rescheduled) have no direct Pipedrive Activity equivalent. We create a custom pick-list field Appointment_Status__c on Pipedrive Activities to preserve the full status history. Cancelled appointments migrate as completed activities with status Cancelled for audit trail continuity.

Pipedrive has no native invoice object. We create a custom Invoice object in Pipedrive and migrate invoice header fields (invoice number, issue date, due date, total amount, status) as custom fields. Invoice line items are stored as a JSON-encoded custom field or a related custom Line_Item object depending on the number of line items per invoice.

Invoice line items from My Practice Now (service description, quantity, unit price, tax, total) are encoded as a custom text field on the custom Invoice object. For invoices with complex multi-line structures, we create a related Line_Item custom object linked by a foreign key to the Invoice record, preserving service descriptions and amounts.

My Practice Now payments are associated with invoices. When a client has an active or completed service deal in Pipedrive, the payment amount is recorded as a custom field Payment_Received__c on the linked Deal. For standalone payments not tied to a deal, we create a custom Payment record linked to the Person. Payment method (credit card, cash, insurance) maps to a custom pick-list field.

My Practice Now custom intake fields vary by practice — common examples include Insurance Provider, Referral Source, Emergency Contact, Diagnosis Codes, and Treatment Notes. We map each custom field to a Pipedrive custom field on the Person object using the same field type (text, pick-list, date, number). Pipedrive's 25-field per object limit may require grouping non-critical fields or using a custom Intake_Details__c text field for less-used data.

My Practice Now service types (Initial Consultation, Follow-up, Telehealth, Group Session, etc.) map to a custom pick-list field Service_Type__c on Pipedrive Activities. We create the pick-list values in Pipedrive matching the source service types before migration. Any service types not yet configured are flagged for admin review before the full run.

Client notes from My Practice Now migrate as Pipedrive Notes attached to the corresponding Person record. The note body preserves the original content, creation timestamp, and the creating practitioner (mapped to a Pipedrive user by email). Rich-text formatting is simplified to plain text during migration to ensure compatibility with Pipedrive's Note model.

Insurance claim status (Submitted, Approved, Denied, Pending) and insurance carrier information have no native Pipedrive equivalent. We create a custom Insurance_Claim__c custom field on the Person record and a related Insurance_Details__c section for carrier, policy number, and claim status. Claim amounts can be linked to invoice records for financial reporting.

My Practice Now file attachments (intake forms, signed consent documents, insurance cards) are re-uploaded to Pipedrive as Files attached to the corresponding Person record. File size limits in Pipedrive (default 25MB per file) are enforced during migration; files exceeding this threshold are flagged for manual re-upload. Inline images in documents are extracted and hosted separately.

My Practice Now practitioner and staff records map to Pipedrive Users. Resolution is by email match — each My Practice Now user with a valid email address is mapped to the corresponding Pipedrive user account. Users in My Practice Now without Pipedrive accounts are flagged before migration; they must be invited to Pipedrive or their records assigned to a fallback owner.

My Practice Now recurring appointments (weekly, biweekly, monthly series) are expanded into individual Pipedrive Activity records. A custom field Recurring_Series_ID__c links all activities belonging to the same series, preserving the recurrence pattern as a reference. Individual activity records maintain their own start/end times and status.

My Practice Now billing plans and subscription tiers map to a custom pick-list field Billing_Plan__c on the Person record. If My Practice Now tracks subscription status (Active, Paused, Cancelled), a separate Subscription_Status__c pick-list field captures this. Any pro-rated billing amounts map to custom currency fields for financial reconciliation.

My Practice Now waitlist entries and prospective clients without a confirmed appointment are mapped to Pipedrive Leads. Lead fields (name, email, phone, source) are populated from the My Practice Now waitlist record. A custom field Original_Status__c preserves the waitlist or prospect status from My Practice Now for future segmentation.