Migrate from PracticeHub to Pipedrive

PracticeHub patients map directly to Pipedrive Persons. Patient name, email, phone, address, and date of birth transfer as standard Person fields. Custom clinical fields such as medical conditions, insurance carrier, and medical record number migrate as Pipedrive custom fields on the Person record, preserving all healthcare-specific patient data for continuity.

PracticeHub practitioners are staff members. Their email addresses are matched against Pipedrive user accounts by email. If a Pipedrive user does not exist, we flag it before migration — your team creates the account or assigns the records to a fallback owner.

Each PracticeHub appointment becomes a Pipedrive Deal. The appointment type (New Patient, Follow-up, Consultation) becomes the Deal name. Estimated value maps to Deal monetary amount if a fee is recorded; otherwise it lands at zero with a note field for appointment type. Appointment date becomes CloseDate. Status (Scheduled, Completed, Cancelled) maps to a Pipedrive pipeline stage.

PracticeHub appointment statuses map to Pipedrive pipeline stages by value: Scheduled maps to the first open stage, Completed maps to Won/Closed Won, and Cancelled maps to a Closed Lost stage. Each appointment type gets its own Pipedrive pipeline so stage labels match clinical workflow.

PracticeHub clinic or organisation records map to Pipedrive Organizations. Clinic name, address, domain, and phone transfer as standard Organization fields. Industry defaults to Healthcare since PracticeHub has no industry classification field, ensuring the organization record reflects the healthcare context of the source data.

PracticeHub custom fields on patient records (medical record number, insurance carrier, referral source, patient status) have no Pipedrive native equivalents. We create matching custom fields on Pipedrive Persons before migration so data lands in the correct columns rather than a generic notes field.

PracticeHub appointment notes and clinical encounter notes migrate as Pipedrive Activity Notes attached to the corresponding Deal. Original create date is preserved. If the note has an attachment, the file is downloaded and re-uploaded to Pipedrive Files linked to the Deal.

PracticeHub appointment reminders map to Pipedrive Activity Tasks on the Deal. The task subject reflects the reminder type (e.g., Appointment Reminder) and the due date reflects the original reminder datetime. Completed status is preserved if the reminder was actioned in PracticeHub, maintaining task completion history across the migration.

Referral source recorded on a patient record (e.g., Google, Partner Clinic, Word of Mouth) migrates as a Pipedrive custom pick-list field on the Person record. Value-by-value mapping is applied to preserve the exact referral source labels from PracticeHub without any truncation or re-labelling.

Insurance carrier information from PracticeHub migrates as a custom field on the Pipedrive Person record. Where the carrier name matches an existing Pipedrive Organization, we link the Person to that Organization as a secondary association, creating a useful referral network for insurance-related reporting.

Pipedrive's native CreatedDate is set at migration time, reflecting when the record entered Pipedrive. The original PracticeHub patient create date is preserved as a custom datetime field (Original_Patient_Create_Date__c equivalent) for reporting continuity on patient tenure and historical record tracking.

The last-modified timestamp from PracticeHub migrates as a custom datetime field on the Pipedrive Person record so sales teams can see record recency without relying on Pipedrive's own last-activity date, which resets after migration. This preserves the full update history from the source system.

MRN from PracticeHub has no Pipedrive native equivalent. We create a custom text field on Pipedrive Persons to store the MRN as a reference identifier. This field is marked as read-only in Pipedrive to prevent accidental editing during data entry.

PracticeHub patient date of birth maps to the Pipedrive Person birth_date field directly with no data transformation needed. The date field type is consistent across both platforms. Null values are preserved as null on the Pipedrive record, maintaining data integrity for incomplete patient records.

Appointment type (New Patient, Follow-up, Consultation, Procedure) is stored as a custom pick-list field on the Pipedrive Deal so each appointment category is distinguishable without relying on the deal name alone. Stage-based filtering on this field reproduces the clinical appointment taxonomy.

The practitioner assigned to an appointment in PracticeHub resolves to the Pipedrive user account by email match. Unmatched practitioners are flagged before migration. Deals for unmatched practitioners land under a designated fallback owner and are flagged in the migration report for manual reassignment.

PracticeHub's internal patient ID is stored as a custom field (Source_Patient_ID__c equivalent) on the Pipedrive Person record. This enables delta-run de-duplication on subsequent migrations and allows referencing the original record if reconciliation or audit is needed.

PracticeHub appointment reminders, compliance alerts, and intake workflows have no Pipedrive CRM equivalent. We export workflow definitions as a structured rebuild reference document that captures all trigger conditions and action sequences. Pipedrive Automations must be recreated manually in Pipedrive's Automation builder using the exported workflow definitions as a step-by-step guide.