Migrate from PracticeHub to Salesforce Sales Cloud

PracticeHub patient records map directly to Salesforce Contacts. Core fields (name, email, phone, address) map to standard Contact fields. Healthcare-specific fields (DOB, MRN, insurance carrier, HIPAA notes) migrate to custom fields on Contact since Salesforce has no native healthcare data model. Each Contact preserves the original PracticeHub createdate as a custom datetime field to maintain reporting continuity.

A single PracticeHub practitioner becomes two Salesforce records: a Contact (with custom credential fields: license number, NPI, specialty, credentials) and a Salesforce User record. The Contact represents the practitioner's clinical data; the User enables activity logging and record ownership. Provisioning the User is a Salesforce admin step — we deliver a practitioner-to-User mapping plan as part of the migration package and flag any unmatched practitioners before migration runs.

PracticeHub's native N:many practitioner-patient association requires a custom junction object in Salesforce with two lookups: Patient_Contact__c (to Contact representing the patient) and Practitioner_Contact__c (to Contact representing the practitioner). This object must be deployed in Salesforce before patient and practitioner Contact records migrate so foreign key relationships resolve correctly. We generate the junction records after both Contact populations are loaded.

Appointments map to Salesforce Tasks because Tasks carry a Status field (Open, Completed, Deferred) that maps cleanly to appointment states (scheduled, completed, cancelled). The appointment start datetime maps to Task.ActivityDate. Practitioner assignment maps to Task.OwnerId (resolved against the Salesforce User created from the practitioner record). Appointment type, location, and visit notes migrate as custom fields (Appointment_Type__c, Appointment_Location__c, Visit_Notes__c).

Appointments classified as clinical visits with scheduled start and end times split to Salesforce Events (which carry StartDateTime and EndDateTime natively). Administrative appointments (check-in calls, billing discussions) remain Tasks. The split is driven by an appointment-type value from PracticeHub — your team confirms which types map to Event vs. Task during the planning phase.

Treatment records have no native Salesforce equivalent. We create a Treatment_Record__c custom object with fields for Diagnosis_Code__c (ICD), Procedure_Code__c (CPT), Treatment_Date__c, Notes__c, Patient__c (lookup to Contact), Practitioner__c (lookup to Contact), and Source_Appointment__c (lookup to Task). The custom object must be deployed before treatment records load. ICD and CPT codes migrate as text fields to avoid pick-list mapping overhead.

Insurance data stored in PracticeHub maps to a custom Insurance_Record__c object with fields for Carrier_Name__c, Member_ID__c, Group_Number__c, Coverage_Type__c (value-mapped from PracticeHub pick-list), Effective_Date__c, Expiration_Date__c, and Patient__c (lookup to Contact). Active vs. inactive status maps to a custom Active__c checkbox. Insurance records are loaded after Contact records to satisfy the lookup foreign key.

Billing records and invoices from PracticeHub map to a custom Invoice__c object with Invoice_Number__c, Amount__c, Status__c (value-mapped: Paid, Pending, Overdue, Cancelled), Invoice_Date__c, Payment_Date__c, Payment_Method__c, Patient__c (lookup to Contact), and Source_Treatment__c (lookup to Treatment_Record__c). Invoice attachments are re-hosted as Salesforce Files attached to the Invoice__c record.

Compliance policies and standard operating procedures stored in PracticeHub have no Salesforce native equivalent. We attach policy documents as Salesforce Files (ContentDocument/ContentNote) and surface a custom Compliance_Documents__c multi-select on the Contact to indicate which policies a practitioner has acknowledged. This is a manual-rebuild area — we deliver a policy inventory export as a reference for your compliance team.

Files attached to patient records, practitioner profiles, appointments, and treatment records in PracticeHub re-upload to Salesforce Files. The Salesforce Files model (ContentDocument/ContentVersion) supports up to 25MB per file by default; larger files require chunked upload configuration. We map each file's parent record in PracticeHub to the corresponding Salesforce record ID after parent records are loaded.