Migrate from Quanum Practice Management to Freshsales

Quanum patients have demographics (name, DOB, address, phone), insurance policies, and encounter history. We split these: core demographics map to Freshsales Contact, and the practice or employer associated with the patient maps to Freshsales Account. Multiple insurance policies per patient create one Account per payer or are stored as custom fields on the Contact.

Quanum providers are the physicians and specialists associated with a practice. We map them to Freshsales Users (so they can own records) and optionally create Contact records for provider directories. Email addresses from Quanum provider records are matched against Freshsales users by email for owner resolution.

Quanum appointments carry patient, provider, date/time, duration, and appointment type. We convert these to Freshsales Events (for calendar-facing appointments) or Tasks (for follow-up items). Original timestamps, provider as event owner, and appointment type as a custom field are preserved. Each migrated appointment retains its original date, start time, duration, and status, ensuring scheduling continuity across the migration.

Quanum insurance records (payer name, policy number, group number, subscriber relationship, coverage dates) have no direct Freshsales equivalent. We create a custom module called Insurance_Policy linked to the Contact via lookup field. This preserves the full insurance picture without bloating the contact record.

Quanum claims track CPT codes, diagnosis codes, billed amount, paid amount, payer, status, and submission date. We create a custom Claim__c module linked to Contact and Account, storing all billing fields as custom properties. For practices tracking revenue through deals, claim amounts can also generate Freshsales Deals with custom fields for payer and status.

Quanum encounter notes, diagnoses, and treatment data cannot map cleanly to a sales CRM. We export clinical note summaries as Freshsales Notes attached to the Contact record and store ICD codes as custom fields (Diagnosis_Codes__c) for reference. This preserves audit-readiness without forcing clinical data into a field structure it doesn't fit.

Quanum eligibility checks return coverage status, copay, deductible, and effective dates per payer. We map these as custom fields on the Contact: Insurance_Status__c, Copay__c, Deductible__c, Coverage_Effective__c. These four fields capture the complete eligibility picture per payer and drive outreach workflows in Freshsales. Active or elapsed status values trigger targeted patient communications.

Quanum stores scanned insurance cards, intake forms, and clinical documents per patient. We re-upload these as Freshsales Files attached to the corresponding Contact record. File size limits apply (Freshsales Growth: 2GB/user storage; Pro: 5GB/user; Enterprise: 100GB/user). Inline images in notes are downloaded and rehosted.

Quanum allows custom fields per patient record. Each custom property is enumerated from the Access export and created as a matching Freshsales custom field on Contact. Field type mapping: text → text, date → date, number → number, picklist → pick-list.

Quanum front-office users are mapped to Freshsales users by email match. Unmatched users are flagged before migration — the practice either creates Freshsales accounts for them or assigns their records to a fallback user. This prevents records landing without an owner.