Migrate from NeoDeck Holdings to monday CRM

Monday CRM has no native healthcare data model — all clinical fields require custom column design

NeoDeck Holdings stores clinical data (diagnosis codes, encounter dates, MRN, insurance member IDs) in a typed medical-record schema. Monday CRM's standard People, Companies, and Deals entities have no fields for medical record numbers, ICD-10 codes, diagnosis descriptions, insurance group numbers, or e-prescription medication fields. We map each healthcare field to a custom Monday CRM column, choosing the appropriate column type (text, number, date, dropdown, or connect-to-entity) per field. HIPAA-covered data requires a Monday CRM Enterprise plan and a signed BAA before any PHI column is created — this must be in place before migration runs.

Monday CRM API rate limits constrain bulk migration throughput on Standard plans

Monday CRM Basic and Standard plans are capped at 1,000 API calls per day. A mid-sized practice with 20,000 records (patients + encounters + claims + prescriptions) can require 50,000–80,000 API calls to ingest — at Standard-tier limits that alone spans 50–80 calendar days. Pro plan raises the daily cap to 10,000 calls, reducing that window to 5–8 days. We design the migration batch size to respect rate limits, using Monday CRM's daily complexity budget and per-minute concurrency limits (40 concurrent on Standard, 100 on Pro) to maximize throughput without triggering 429 errors. We recommend a Pro-level plan for migrations above 10,000 records.

NeoDeck Holdings billing workflows and claim-automation rules are not extractable via API

NeoDeck Holdings billing workflows — payer-specific claim scrubber rules, automatic resubmission triggers, denial-management escalation logic, and e-prescription routing rules — run inside the platform's workflow engine and are not exposed via the API. Monday CRM automations are a separate no-code workflow builder with no import mechanism from external platforms. We export the configuration of NeoDeck Holdings workflows as a reference document (step definitions, triggers, conditions, actions) so your team can rebuild them in Monday CRM's automation builder. Any logic not documented in the export must be recreated manually from business requirements.

Clinical encounters and prescription records lack a native Monday CRM entity and must use custom boards

Monday CRM ships with three core entities — People, Companies, and Deals — plus the ability to create custom boards. Clinical encounters (visit date, provider, diagnosis codes, chief complaint) and e-prescription records have no direct Monday CRM equivalent. We migrate these as items in custom boards (Encounters board and Prescriptions board) with each item linked back to the patient People record via a connecting column. This preserves the relationship, but encounter-specific filters, grouping, and reporting require custom board views rather than native CRM reports.

HIPAA compliance on Monday CRM requires Enterprise plan activation and BAA execution before PHI migration

Monday CRM's standard plans do not include a Business Associate Agreement required under HIPAA when the data includes Protected Health Information. Patient names, MRNs, insurance IDs, diagnosis codes, and prescription data constitute PHI. We cannot ingest PHI into Monday CRM columns until the Enterprise plan is active, the BAA is countersigned, and the account's compliance settings are configured. This step must complete before migration day — it is not something that can be enabled post-migration without data re-ingestion. We include BAA setup coordination as a pre-migration task in the engagement scope.