Migrate from PracticeHub to monday CRM

PracticeHub patient records map to Monday CRM person items stored on a dedicated Contacts board. The person's name, email, phone, and address fields migrate as direct column values. Patient notes migrate as text columns on the item. Original patient IDs are preserved in a custom ID column for traceability.

Each appointment becomes a Monday item on a Calendar board with date columns for start and end times. The practitioner name maps to an Owner column so the correct Monday team member is assigned. Appointment status (confirmed, completed, cancelled) maps to a Status column with value-mapping to Monday status labels.

PracticeHub practitioners are matched to Monday CRM workspace members by email address. This enables owner assignment on migrated items. If a practitioner has no Monday account, their records are assigned to a designated fallback owner and flagged for manual reassignment.

Invoice records map to Monday CRM deal items. The invoice amount migrates to a Number column formatted as currency, and the invoice date maps to a Date column. Open invoices become open deal items; paid invoices map to Closed Won status.

Custom fields defined on PracticeHub patient records require corresponding custom columns created in Monday CRM for each board that displays patient information. We generate custom columns matching the original field type: text fields become text columns, numeric fields become number columns, date fields become date columns, and picklist fields become dropdown columns requiring value-by-value mapping to Monday's available options.

Free-text notes attached to patient records are extracted and migrated as Text columns on the corresponding Monday person item. Rich-text formatting including HTML markup is simplified to plain text during migration since Monday text columns do not support full HTML rendering or complex formatting structures.

Automated appointment reminders configured in PracticeHub cannot be directly transferred because Monday CRM lacks clinical appointment triggers within its automation system. We extract the existing reminder configuration rules and produce a detailed reference document that your team uses to rebuild equivalent automations using Monday's date-based or status-change trigger options.

Clinic-level settings stored in PracticeHub including operating hours, physical location details, and defined service types have no direct equivalent object in Monday CRM's workspace architecture. These configuration details must be documented during the migration audit and manually entered into Monday workspace administration settings post-migration.

Payment transaction status and amount paid fields map to additional columns attached to the deal item representing each invoice. Full accounting ledger entries and detailed payment history records do not migrate; only the current state summary fields representing the present balance status of each invoice are transferred.

Files and documents attached to patient records including images, PDFs, and other supporting documents are downloaded from PracticeHub and re-uploaded to the corresponding Monday person item's Files column. File size limits apply based on your plan: Standard accounts receive 20GB storage capacity while Pro accounts receive 100GB storage capacity.

When PracticeHub organizes patient records into distinct service lines or practitioner groups, these organizational groupings translate to separate Monday boards or board groups within the workspace. Each resulting group or board receives its own dedicated column set and owner assignments based on the source service line definition and associated team members.

PracticeHub's API enforces a 1 request per second rate limit that requires extraction to run in staged batches scheduled across multiple hours rather than in a single continuous operation. We coordinate extraction timing to occur during off-peak operational periods to minimize performance impact on the live PracticeHub system and ensure all final record states are captured in the delta window before cutover.