Migrate from Phreesia to Mailchimp

Phreesia patient records map to Mailchimp subscribers within a designated Audience. Each patient becomes one Member record. Email address serves as the unique identifier for Mailchimp matching rules. During migration, FlitStack checks for duplicate email addresses and flags patients with missing email for separate handling. The email field also determines how Mailchimp’s built-in duplicate detection works, ensuring each patient appears only once in the Audience.

First name, last name, phone number, email, and full address fields transfer to Mailchimp's standard Merge Fields (FNAME, LNAME, PHONE, EMAIL, ADDRESS). Date of birth maps to a custom DATE Merge Field. These standard fields are automatically recognized by Mailchimp and do not require pre-creation. The DATE Merge Field for date of birth must be created before import; it enables birthday-based automations and age segmentation.

Insurance carrier name, plan type (PPO/HMO), group number, and member ID migrate to custom TEXT Merge Fields. Mailchimp requires these to be created before import. Field-level validation ensures no data exceeds the 255-character limit. If any insurance field exceeds 255 characters, FlitStack truncates to the limit and logs the record for review. Your team can then decide whether to store the value externally or adjust the format for future imports.

Phreesia clinical screening answers convert to descriptive Tags. For example, screening category 'Social Determinants' with response 'Positive' becomes tag 'SocialDeterminants_Positive'. Tags enable segment filtering for targeted campaigns. Each tag is formatted with an underscore replacing spaces and case preserved for readability. FlitStack also records the original screening question text in a Merge Field so you can reference the full context when building segmentation rules.

Communication consent flags map to Mailchimp member status (subscribed/unsubscribed) and consent-specific Tags. HIPAA consent scope migrates as a Tag for reference — actual health data transfer requires your BAA with Mailchimp. During import, FlitStack sets the member status based on the recent consent flag and adds a Tag indicating the consent type (e.g., ‘Consent_Marketing’). If a patient withdraws consent after migration, updating the status in Mailchimp automatically reflects the change.

Last appointment date, next appointment date, and provider name transfer to custom DATE and TEXT Merge Fields. Historical appointment count becomes a NUMBER Merge Field for recency-based segmentation. These Merge Fields enable you to build automations that trigger reminders based on the next appointment date, segment patients by time since last visit, and target communications by provider. FlitStack validates that date fields are in ISO 8601 format before import.

Primary care provider and location/clinic name migrate as TEXT Merge Fields. These enable geographic and provider-based segmentation in Mailchimp without rebuilding from scratch. You can also use these fields to route patients to provider-specific newsletters or location-specific events. FlitStack ensures that provider names are trimmed of extra whitespace and that clinic names match your Mailchimp Audience’s location tags.

Payment status (current, delinquent, payment plan) maps to Tags for segmentation. Mailchimp's financial data handling requires PCI-compliant processing outside the platform — payment history serves as reference data only. These tags allow you to create email campaigns for patients with outstanding balances or those on a payment plan. FlitStack does not store full payment records; only the status label is migrated. Any payment processing must occur in a PCI-compliant system.

Custom intake form configurations and question logic in Phreesia do not have a Mailchimp equivalent. Form content should be documented separately as a reference for rebuilding patient-facing intake forms on your website. FlitStack exports the form structure as a JSON file, capturing question IDs, response options, and rules. This file helps your developer recreate the form using tools like Formstack or Google Forms, keeping patient data collection consistent after migration.

Uploaded patient photos and ID documents stored in Phreesia do not transfer to Mailchimp. Mailchimp supports profile images but does not accommodate clinical documentation or ID files. If patient photos are needed for identity verification or personalized communications, store them in a separate HIPAA-compliant repository and link to them from Mailchimp using merge fields or tags. FlitStack will provide a list of patients with photos so your team can manage those files outside the migration.