Migrate from NeoDeck Holdings to HubSpot

NeoDeck patient records map directly to HubSpot contacts. Standard HubSpot contact properties capture name, date-of-birth, gender, address, phone, and email directly from NeoDeck fields. The NeoDeck MRN (medical record number) is stored as Source_MRN__c custom field for traceability back to the source system after migration completes.

NeoDeck insurance carrier, policy number, group number, and subscriber relationship map to HubSpot contact custom properties (Insurance_Carrier__c, Policy_Number__c, Group_Number__c, Subscriber_Relationship__c). Insurance data is denormalized from NeoDeck's N:N patient-insurance model into contact-level properties so each HubSpot contact carries its primary insurance details on the record.

NeoDeck encounters with encounter date, chief complaint, ICD-10 codes, provider, and clinical notes map to HubSpot engagement logs. In-person visits become HubSpot meetings; telemedicine sessions become calls or meetings depending on NeoDeck session type. ICD-10 codes and assessment fields store as custom properties on the engagement log.

NeoDeck provider records with NPI, specialty, and credentials map to HubSpot users by email match. Unmatched providers are flagged with their NPI and specialty for manual review before migration commits. The NPI number stores as NPI__c custom property on the HubSpot user record for provider reference and compliance verification.

NeoDeck appointment slots with date, time, duration, provider, and patient link migrate as HubSpot meetings. Appointment status (scheduled, completed, cancelled, no-show) becomes a custom pick-list field on the meeting record. Cancelled and no-show records retain the original timestamp for reporting continuity.

NeoDeck billing claims (claim ID, service date, total charge, payer, status) map to HubSpot deals. Claim amount becomes deal amount; payer name becomes a custom property. The NeoDeck claim status (submitted, pending, denied, paid) maps to a custom pick-list field on the deal record.

NeoDeck payments applied to claims merge into the corresponding HubSpot deal as a note or deal property update. Payment date, amount, payment method, and ERA reference number store in the deal's custom properties. Multiple payments against one claim aggregate into the deal's closed amount.

NeoMed Rx prescriptions (medication name, dosage, frequency, route, prescriber, pharmacy, refill count) require a HubSpot Enterprise custom object named Prescription linked to the contact. The prescription date maps to Prescription_Date__c; refill status becomes a custom pick-list. This object is Enterprise-only on HubSpot.

Clinical Vault stores HIE payload references and external clinical record pointers that have no native HubSpot equivalent. We preserve the complete HIE reference URL, document ID, and issuing facility name as custom contact properties (HIE_Reference_URL__c, HIE_Document_ID__c, HIE_Facility__c) for provider access at the point of care after migration.

NeoDeck custom intake questionnaires, specialty forms, and structured clinical data tables map to HubSpot Enterprise custom objects. Each form becomes its own custom object type linked to the contact. Form field types (text, date, pick-list, number) translate to HubSpot field types; the mapping plan lists every custom object before schema creation.

NeoDeck attachments on patient records including lab results, imaging reports, and consent forms re-upload to HubSpot Files and attach to the contact record. File size limits of 25MB per file in HubSpot apply; larger clinical documents exceeding this threshold are flagged during migration for splitting into smaller files or external linking.

NeoDeck facility or clinic locations with name, address, NPI, and specialty map to HubSpot company records. Each distinct clinic location becomes its own company record in HubSpot. Multi-location practices receive multiple HubSpot company records with Location__c custom property for location-based segmentation and reporting across the organization.