Migrate from Phreesia to HubSpot

Phreesia patient records map to HubSpot contacts. All standard patient demographics (name, DOB, phone, email, address) migrate as direct field mappings. The original Phreesia patient ID is stored as Source_Phreesia_ID__c on the HubSpot contact for traceability and delta-run de-duplication during cutover.

Phreesia appointments translate to HubSpot deals using a custom appointment-stage pipeline. Phreesia appointment status (Pending, Confirmed, Completed, Cancelled) maps to HubSpot deal stage values. Each appointment generates one deal so appointment-level reporting is available in HubSpot's deal analytics from day one.

Phreesia intake form responses are patient-associated records. Standard form fields migrate as direct HubSpot contact properties. Custom intake fields unique to the Phreesia organization are created as HubSpot custom contact properties before the migration runs — FlitStack audits Phreesia's form field configuration during discovery.

Phreesia consent records have no direct HubSpot equivalent. We create a custom consent object (Consent_via_Phreesia__c) with properties for consent type, consent version, and signed-date. Signed-date migrates as a date property so consent expiry workflows can be rebuilt in HubSpot. This setup also preserves the original consent version string for audit trail continuity, enabling compliance teams to reference the exact form used at signing.

Phreesia clinical screenings (health-risk scores, SDOH data, clinical screening results) have no standard HubSpot equivalent. Screening type migrates as a single-select custom property (Clinical_Screening_Type__c); results migrate as a multi-select (Clinical_Screening_Results__c) so HubSpot lists can segment patients by screening outcome. Historical timestamps for each screening are stored as a custom datetime property, allowing longitudinal reporting on patient health trends over time.

Phreesia insurance data stored on patient records maps to HubSpot custom contact properties: Insurance_Payer__c (text), Insurance_Member_ID__c (text), Insurance_Group_Number__c (text), Subscriber_Relationship__c (single-select). These properties enable HubSpot reporting on payer mix and insurance coverage without a separate revenue cycle module. If your practice needs to track secondary insurance or coordination-of-benefits details, additional custom properties can be added during planning to capture those fields as well.

Phreesia payment records map to HubSpot custom properties on the contact: Last_Payment_Amount__c (currency), Last_Payment_Date__c (date), Payment_Status__c (single-select: Collected, Pending, Failed). Full payment history requires a custom payment-history association object if the practice needs transaction-level reporting. Each property is populated with the most recent transaction data, and older entries are retained as a linked custom object for audit purposes.

Phreesia organizations with multiple locations map to separate HubSpot company records — one company per Phreesia location. The Phreesia location ID is stored as Source_Phreesia_Location_ID__c on the HubSpot company for reconciliation. Practices using Phreesia for multi-location scheduling preserve this structure in HubSpot's company record hierarchy.

Phreesia appointment providers are resolved by email match against HubSpot users. Unmatched providers are flagged before migration — the practice either invites them to HubSpot first or assigns their appointments to a fallback owner. No deal lands in HubSpot without an owner.

Every Phreesia organization's intake forms generate different custom fields. FlitStack audits Phreesia's form field configuration during discovery, creates matching HubSpot custom contact properties, and maps each field value during migration. No custom Phreesia intake field is silently dropped — all fields are accounted for in the mapping plan before the migration runs.

Phreesia notes attached to patient records or appointments migrate as HubSpot engagement notes with the original timestamp and owner preserved. Clinical notes that were entered in Phreesia's structured intake format retain their formatted structure as note body text on the associated HubSpot contact.

Phreesia staff records and appointment owners resolve to HubSpot users by email match. Phreesia's role-based access model does not map to HubSpot's team or permission sets — staff permission structures must be reconfigured in HubSpot's access controls post-migration. We recommend documenting current Phreesia roles and their intended HubSpot equivalents before cutover to streamline the permission rebuild.