Migrate from Pulse Digital Clinic to Freshsales

Pulse patient records map directly to Freshsales Contacts using a one-to-one relationship where possible. The patient's full name splits into first_name and last_name fields; email and phone become standard Contact communication fields; date of birth maps to the Contact date_of_birth field for age-based segmentation. The patient's physical address transfers to the Contact address fields for geographic analysis. Critically, the original Pulse patient ID is stored as Source_System_ID__c on the Contact record to ensure traceability back to the source system and to enable accurate deduplication during delta-run synchronization without creating duplicate patient records.

Patients with no appointment in the last 18 months and no open billing are classified as Lapsed in Pulse. These route to Freshsales Lead rather than Contact so the clinic's sales team can run re-engagement sequences. Active patients always land as Contacts.

Pulse stores referring clinic or partner practice details including the clinic name, contact information, and address. These map to Freshsales Accounts with the clinic name populating the Account Name field, the website URL mapping to the Website field, and the address details transferring to the billing address section. For multi-location clinic networks, each distinct physical location creates a separate Account record with Parent Account linking established to maintain the hierarchical relationship between satellite offices and the primary clinic entity, enabling rollup reporting across all locations.

Pulse appointments with practitioner, date, time, and status map to Freshsales Tasks. The appointment date and time become the Task Due Date; status (Scheduled, Completed, Cancelled, No-Show) maps to Freshsales Task Status via value mapping. Practitioner assignment becomes Task Owner.

Active treatment plans with a defined fee map to Freshsales Deals. Deal Name is the treatment plan identifier; Deal Amount is the estimated treatment cost; Deal Stage maps from treatment status (Plan Created → Appointment Set, In Progress → Follow Up, Completed → Won). Closed or abandoned plans map to Lost.

Pulse billing records for a single patient are merged into the corresponding Freshsales Deal. If no treatment plan Deal exists, a billing Deal is created with the invoice amount, invoice number stored as Deal Name, and billing status mapped to Freshsales Deal Stage (Pending → Follow Up, Paid → Won, Overdue → Negotiation).

Pulse e-prescription records have no Freshsales native equivalent. We create a Prescription custom module in Freshsales Enterprise with fields for medication name, dosage, frequency, prescribing physician, and linked Contact. Each prescription links to the patient Contact via a lookup relationship.

Pulse campaign records (SMS or notification campaigns to patient lists) map to Freshsales Campaigns. Campaign Members are the patient Contacts who were targeted. Note that Freshsales campaign execution is separate from Pulse campaign logic — the target list migrates, the automation does not.

Pulse clinical observation notes attached to patient records are extracted and migrated as Freshsales Notes linked to the corresponding Contact record. The original note creation timestamps and the practitioner author information are preserved in the Note metadata to maintain clinical documentation provenance. Where the Pulse export format supports rich-text formatting such as bold text, bullet lists, or embedded images, that formatting is retained in the Freshsales Note body to preserve the original clinical note structure and readability for practitioners reviewing patient history.

Pulse practitioner records (name, specialization, email, phone) map to Freshsales Users. Email is the match key — if a Freshsales User with the same email exists, the practitioner record links directly. Otherwise, the practitioner is flagged for account creation before migration so all Task and Deal owners resolve correctly.

Individual payment transactions recorded under a Pulse billing record are preserved as custom fields on the corresponding Freshsales Deal to maintain a complete payment audit trail. These custom fields include Amount_Paid__c to capture the payment amount, Payment_Date__c to record when the payment was received, and Payment_Method__c to document the payment channel used such as cash, card, or online transfer. For comprehensive accounting history and audit compliance purposes, the full payment transaction log is also attached as a Note to the Deal, preserving the original payment record details that may include partial payments, refunds, or payment plan installments.

Pulse allows per-practice custom fields. Each custom field is evaluated: if it holds scalar data (text, number, date) it becomes a custom field on Contact. If it holds complex or multi-value data it becomes a field on the relevant custom module. Freshsales Enterprise is required for custom modules; lower plans receive scalar custom fields only.