Migrate from NeoDeck Holdings to Freshsales

NeoDeck patient records map to Freshsales Contacts. Patient name maps to first_name and last_name. Date of birth, address, phone, and email transfer directly. MRN (Medical Record Number) stores as a custom field (mrn__c) since Freshsales has no native medical identifier field.

NeoDeck facilities (clinics, hospitals, provider groups) map to Freshsales Accounts. The facility name becomes the Account Name, while the NPI and taxonomy code are stored as custom text fields (NPI__c, Taxonomy_Code__c). Address, phone, and website fields map directly to Freshsales Account fields. For multi‑location organizations where NeoDeck defines parent‑child facility hierarchies, we link child facilities to the parent via Freshsales' Parent Account field, preserving the original relationship structure.

NeoDeck encounter records (visit date, visit type, provider, status) have no direct Freshsales equivalent. We create a Freshsales Custom Object called Encounter linked to Contact via lookup. Visit type and status map to pick-list custom fields on the Encounter object. Original encounter timestamps and provider links are preserved.

NeoDeck providers and clinical staff are stored as separate records with a provider_role field. These migrate as Freshsales Contacts with a custom role pick-list (Provider_Role__c) set to the source role value. Providers associated with encounters link via the Encounter object's provider lookup field.

NeoMed Rx prescription records (medication_name, dosage, frequency, pharmacy, prescriber) have no Freshsales native equivalent. We create a Prescription custom object linked to the Contact (patient) via a lookup field. Medication name, dosage, and frequency map as text and pick-list custom fields. Active vs. historical status maps to a custom status field.

NeoDeck diagnosis codes stored per patient (ICD-10 descriptions or SNOMED-CT codes) migrate as a multi-select custom field (Diagnosis_Codes__c) on the Contact record. The field stores code descriptions as pick-list values. If the source stores raw code numbers, those migrate as a separate text custom field (Diagnosis_Code_Raw__c).

Patient allergy lists from NeoDeck transfer as a multi-select custom field (Allergies__c) on the Freshsales Contact. Each allergen becomes a pick-list value in Freshsales. Severity and reaction data stored as additional text and pick-list custom fields on the same Contact record.

NeoDeck billing claims (claim_id, payer_name, billed_amount, claim_status, service_date) map to Freshsales Deals with custom fields: Claim_ID__c, Payer_Name__c, Billed_Amount__c, Claim_Status__c. The Deal Amount field carries the billed_amount for pipeline reporting. Claim status pick-list values map to Freshsales deal stage values if appropriate.

NeoDeck file attachments linked to patient records (consent forms, imaging references, clinical notes as PDFs) download and re-upload to Freshsales Files attached to the corresponding Contact record. File size limits from Freshsales storage policy apply. Inline images in clinical note exports download and rehost.

Any custom fields configured in NeoDesk at the patient level — such as insurance_carrier, primary_care_physician, preferred_pharmacy — map to Freshsales custom fields on Contact. Field types are matched: pick-list to pick-list, date to date, text to text. Unrecognized field types default to text and get flagged for admin review.

Facility‑level custom properties in NeoDeck — such as facility_type, accepting_new_patients, accreditation_status, licensing_info, and ownership_structure — migrate as custom fields on the Freshsales Account record. We match field types: NeoDeck pick‑lists become Freshsales pick‑lists, date fields become date fields, and text fields become text fields. Any field type that cannot be matched directly is converted to a text field and flagged for admin review after migration.

NeoDeck staff users are matched to Freshsales agents/users by email address. Unmatched owners are flagged before migration — the team either creates Freshsales users first or assigns unowned records to a designated fallback user. Patient records and encounters carry their original owner from NeoDeck where a match is found.

NeoDeck clinical note records and general activity entries map to Freshsales Notes attached to the relevant Contact. Original timestamps and author information are preserved. Clinical note content migrates as Note body text. Tasks representing action items (follow-up required, referral sent) map to Freshsales Tasks with the appropriate status and due date.

NeoDeck insurance records per patient — including payer_name, policy_number, group_number, and coverage_type — are stored as custom fields on the Freshsales Contact: Insurance_Payer__c, Policy_Number__c, Group_Number__c, and Coverage_Type__c. The Coverage_Type__c field is created as a pick‑list with options such as HMO, PPO, Medicaid, Medicare, and self‑pay. Primary versus secondary coverage is represented by a pick‑list custom field (Insurance_Primary_Secondary__c) that lets you order multiple insurance records for reporting and billing workflows.