Migrate from Quanum Practice Management to HubSpot

Every Quanum patient record maps to a HubSpot Contact. We translate patient demographics (name, DOB, SSN, address) into standard HubSpot Contact properties. Insurance fields (carrier, member ID, group number) and medical record number become custom properties on the Contact. Original patient create date is preserved in Original_Create_Date__c because HubSpot's built-in createdate field reflects the migration timestamp.

When a Quanum patient record contains a referring physician name or facility name, we create a corresponding HubSpot Company record (the referring practice or facility) and associate the patient Contact to it. If the referring physician name is present without an organization, we create a Company named after the physician as a placeholder for your admin to finalize.

Quanum appointment records map to HubSpot Events with the original appointment start and end datetime preserved. Event subject is constructed from appointment type + provider name. The associated patient Contact is linked via the event's CRM object associations. Appointment status (completed, no-show, cancelled) maps to HubSpot's engagement property.

HubSpot does not have a native lab order object. We create a HubSpot custom object (Enterprise tier required) named Lab_Order__c with fields for test code (CPT), test name, ordered date, result status, and result value. Each Lab_Order__c record is associated to the patient Contact who the order belongs to. The custom object schema is created before migration data is loaded.

Insurance data from Quanum (carrier name, member ID, group number, subscriber name, relationship, copay amount) is split across Contact-level custom properties for patient insurance and Company-level custom properties when the insurance carrier is also tracked as a billing entity. ICD-10 diagnosis codes and CPT procedure codes migrate as multi-select custom properties on the Contact.

Outstanding or historical billing claims from Quanum map to HubSpot Deals. Claim amount becomes the Deal amount. Claim status (submitted, pending, paid, denied) maps to a custom pick-list field Claim_Status__c on the Deal. Dates of service map to the Deal's close date or a custom field Service_Date__c. Paid claims may be archived as closed-won Deals; denied claims as closed-lost with a denial reason custom field.

Quanum exports Continuity of Care Documents (CCDAs) as structured XML/HTML files. HubSpot does not have a clinical document storage model. We re-upload CCDAs as Files attached to the corresponding patient Contact record. Key clinical data points from the CCDA (active medications, allergies, problem list) are extracted and mapped to custom properties on the Contact for segmentation and outreach use.

QRDA 1 files contain quality reporting data for MIPS/MACRA attestation. HubSpot has no native quality reporting construct. We extract the quality measure scores and map them as custom properties on the relevant Deal for reference. The QRDA 1 XML file is stored as an attachment on the Contact for audit purposes.

Quanum provider and staff records are matched to HubSpot users by email address. If a provider email exists in Quanum, we match it to an existing HubSpot user and assign their patient records to that owner. Unmatched providers are flagged before migration — your team can create HubSpot users first or assign their records to a fallback owner.

Clinical notes and general office notes attached to a patient record in Quanum migrate as HubSpot Notes on the corresponding Contact. Original note timestamps and note author (provider/staff) are preserved. Rich-text formatting is converted to HubSpot's note format. Notes without an associated patient are attached to the nearest relevant Contact or Company based on context fields in the Access export.

Quanum appointment reminder rules, insurance verification triggers, and billing notification workflows have no HubSpot equivalent and do not migrate. We export your workflow definitions as a written reference document so your HubSpot admin can rebuild equivalent automation logic in HubSpot's workflow builder. Lab order routing and clinical decision-support rules cannot be expressed in HubSpot's automation model.