Migrate from PracticeHub to HubSpot

PracticeHub patient records map directly to HubSpot contacts. Name, email, phone, address, and date-of-birth fields translate on a one-to-one basis. Patients without email receive a placeholder email record flagged for manual enrichment later. HubSpot's contact properties capture all standard patient demographic fields without requiring custom field creation.

Appointment type determines the HubSpot engagement type: in-person appointment → HubSpot Meeting; phone appointment → HubSpot Call; written consultation → HubSpot Email; clinical note → HubSpot Note. Original start and end timestamps, practitioner, and clinic link are preserved as custom properties on each engagement record.

PracticeHub appointment statuses (Scheduled, Completed, Cancelled, No-Show) have no native HubSpot equivalent because HubSpot deal stages model revenue pipeline stages, not clinical appointment lifecycle values. We create a custom pick-list field (e.g., Appointment_Status__c) on the contact record and map each status value individually.

Appointment type values such as New Patient Exam, Follow-Up, Procedure, and Vaccination map to a custom pick-list field (Appointment_Type__c) on the HubSpot engagement record. This approach preserves the clinical context of each activity without conflating it with HubSpot's deal-stage model for revenue tracking.

PracticeHub practitioners with a verifiable email address map to HubSpot user accounts via email match. Practitioners without HubSpot user accounts are stored as a custom field (Originating_Practitioner__c) on the contact record for reference. Their specialization and credentials migrate as additional custom properties.

PracticeHub clinic records (name, address, phone, operating hours) map to HubSpot company records. Multi-location practices create one HubSpot company per location. HubSpot's company phone, address, and domain fields capture clinic contact details; operating hours are stored as custom text properties.

The link between a patient and their primary clinic in PracticeHub maps to HubSpot's native contact-company association mechanism. If a patient has visited multiple clinic locations, all relevant associations are created as secondary HubSpot company links using the multiple-associations feature built into the HubSpot CRM platform.

PracticeHub's record of which practitioner has treated which patient has no direct HubSpot equivalent. We create a custom text or contact field (Primary_Practitioner__c) on the HubSpot contact and store the practitioner reference. Historical practitioner associations are captured as engagement-level practitioner fields on past appointment records.

PracticeHub invoices (amount, date, status, line items) map to a HubSpot custom object for billing if HubSpot Enterprise is in use. On lower tiers, invoice amounts and payment status migrate as custom fields on the contact record. Invoice line items become custom properties within the custom object.

Any custom fields defined on PracticeHub patient records such as insurance carrier, referral source, or treatment notes are reviewed for type compatibility. Single-select values map to HubSpot pick-lists, multi-select values map to HubSpot multi-checkbox properties, and text and number fields map directly without transformation.

Patient documents and attached files in PracticeHub re-upload to HubSpot Files and are associated with the contact record. PDF and image files are supported. HubSpot's file storage limits apply per plan; files exceeding size limits are flagged for manual re-upload.