Migrate from Quanum Practice Management to Pipedrive

Quanum patient records—name, date of birth, contact phone, email, and address fields—map directly to corresponding Pipedrive Person fields using our standard name parsing logic to split first and last name from Quanum's combined name field. The patient ID from Quanum is stored as a custom field (quanum_patient_id__c) on the Person record for traceability, audit reference, and delta-run matching during the cutover window. Primary provider assignments from Quanum are resolved by email matching to Pipedrive users, with unmatched providers stored in a custom text field (provider_name__c) for manual assignment after migration.

Quanum insurance records represent payers (Aetna, Blue Cross, etc.) linked to patient coverage. We create one Organization per unique payer name and link it to the patient Person record. Coverage type, group number, and subscriber ID migrate as custom fields on the Organization.

Quanum stores the relationship between a patient and their insurance plan (subscriber, dependent, group number). Pipedrive's Person-Organization link supports a label field where we store the relationship type. The group number and subscriber ID are custom fields on the Person record.

Quanum appointments with provider name, date/time, duration, and status map to Pipedrive Activities of type 'Appointment'. The original appointment status (Scheduled, Completed, No-Show, Cancelled) is stored in a custom activity field (appointment_status__c). Provider name becomes the assigned Pipedrive user or a custom text field.

Quanum billing accounts track outstanding balances and payment history per patient. We create a Pipedrive Deal per billing account, with the current balance as Deal value and the payment status as a custom field. The Deal is linked to the patient Person record and the payer Organization.

Individual payments applied to a Quanum billing account are too granular for Pipedrive Deals. We capture them as Notes attached to the corresponding Deal, recording payment date, amount, and payment method. This preserves the payment history without inflating Deal counts.

Quanum staff records (physicians, front desk, billers) are matched to Pipedrive users by email address. If no email match exists, the staff member is stored as a custom text field (provider_name__c) on the related Activities. Unmatched providers are flagged before migration.

Quanum allows practices to define custom properties on patient records for specialty-specific clinical flags, referral sources, or internal account codes. We create corresponding custom fields in Pipedrive via the API endpoints (POST /personFields, POST /organizationFields, POST /dealFields, POST /activityFields) before loading any data. Custom field type mapping follows Pipedrive's supported types: text, varchar, int, double, date, enum, and user. The returned field key from the API call is stored in the mapping workbook for the load phase to ensure values land in the correct destination field.

Quanum attachments (insurance cards, intake forms) exported as files are re-uploaded to Pipedrive Files and linked to the corresponding Person or Organization record. File size limits from Pipedrive apply (25MB per file). Inline images in notes are downloaded and rehosted.

Quanum visit types capture the clinical context of each appointment—New Patient, Follow-Up, Annual Wellness, Procedure, Urgent Care, and consultation types. We create corresponding custom activity types in Pipedrive via the API (POST /activityTypes) matching the Quanum taxonomy before the migration runs. Each appointment imported from Quanum references the matching activity type key, ensuring visit context renders correctly in Pipedrive's activity feed timeline and can be filtered by visit type in reports and dashboards.

Quanum's customizable PM reports on procedures performed, outstanding payment balances, denial tracking, and provider productivity have no direct Pipedrive equivalent. We export the report definitions—filter criteria, grouping logic, date ranges, and column selections—as a structured reference document. Your Pipedrive admin can rebuild these reports using Pipedrive's report builder for sales-oriented metrics, or connect a BI tool like Tableau or Power BI to Pipedrive's data warehouse for healthcare-specific reporting.

Quanum's automated billing alerts, eligibility checks, and appointment reminders are workflow constructs that do not transfer to Pipedrive. We document the automation logic in a rebuild reference so your Pipedrive admin can recreate rules using Pipedrive Automations (Growth+ plan) or an integration tool like Zapier.

Quanum's patient-facing portal configuration includes online scheduling preferences, intake form field settings, patient notification templates, and payment portal integration parameters. This portal configuration has no equivalent in Pipedrive's native feature set. We export the complete portal settings as a configuration reference document, capturing the setup parameters so your team can re-implement similar patient engagement capabilities using Pipedrive's client portal feature or a dedicated third-party patient engagement platform such as Klara, Solutionreach, or Phreesia.