Migrate from Pulse Digital Clinic to HubSpot

Pulse patient records map 1:1 to HubSpot contacts. Each patient becomes a contact with their full name split into firstname and lastname properties, email and phone preserved as standard HubSpot contact properties, and the original Pulse patient ID stored as Source_Patient_ID__c for traceability.

Pulse clinic or practice name maps to a HubSpot company record. Physical address fields (street, city, state, postal code, country) map to HubSpot's address properties on the company. Multi-location clinics generate one HubSpot company per location with shared or unique owner assignments.

HubSpot has no native appointment object. We create a Clinic Visit custom object with properties for appointment date and time, provider name, visit type (consultation, follow-up, procedure), visit status (scheduled, completed, cancelled, no-show), encounter notes, and linked contact ID. The custom object is associated to the contact by email or patient ID match.

Pulse billing records map to HubSpot deals with custom fields for invoice number, total amount, amount paid, outstanding balance, billing date, due date, and payment status. The deal is associated to the patient contact and the clinic company. Historical paid invoices can be imported as closed-won deals with the close date set to the payment date.

Pulse provider records are resolved to HubSpot owners by email address. If a provider has no HubSpot user account, their records are assigned to a fallback owner or a dedicated provider team in HubSpot; the original provider name is preserved as a custom property on each record for reporting continuity.

Short clinical notes attach to the contact as HubSpot notes with the original timestamp and provider as owner. Detailed records with structured fields (diagnosis code, treatment plan, ICD codes) migrate to a Clinical Record custom object with custom properties for each structured field, associated to the patient contact.

Each prescription record migrates as a Prescription custom object with medication name, dosage, frequency, duration, prescribing provider, and date prescribed as custom properties. The prescription is associated to the patient contact. For low-volume practices, prescriptions are attached as notes instead.

E-prescribing event logs map to the same Prescription custom object, with the original e-prescribe timestamp preserved as a custom datetime field and the prescribing provider as owner. Prescription status (sent, filled, cancelled) stored as a custom pick-list property, allowing staff to filter prescriptions by status directly within the HubSpot contact record.

Pulse campaign records import as HubSpot campaigns with custom properties tracking campaign name, campaign type, target audience description, start and end dates, and a flag indicating whether the campaign was active or archived. Active Pulse campaigns require rebuilding as HubSpot workflow-triggered sequences.

Patient file attachments from Pulse (lab reports, consent forms, imaging references) are downloaded and re-uploaded as HubSpot Files associated to the patient contact record. File size limits for HubSpot file uploads apply; files exceeding the limit are noted for manual upload post-migration.

Pulse chat and messaging logs attach to the patient contact as HubSpot engagement notes with the original timestamp and the front-desk user or provider as owner. Each message thread is represented as a single engagement note entry with the full message text preserved.

HubSpot's lifecycle_stage property models marketing leads rather than clinical patient states. We create a custom pick-list property Patient_Status__c on contacts with values mapping from Pulse patient states (Active, Inactive, Discharged, New Lead, referred-out) to maintain clinical status reporting after migration.