Migrate from The Clinic Place to HubSpot

The Clinic Place patient records map to HubSpot Contacts. The patient's first name, last name, email, phone, and address fields map directly. Medical identifiers (patient ID, insurance member ID) require new HubSpot custom contact properties created before migration. The original Clinic Place patient ID is preserved as a custom Source_System_ID__c property for traceability and delta-run de-duplication.

Insurance carrier name, plan type, group number, and member ID from The Clinic Place have no native HubSpot equivalent. FlitStack creates HubSpot custom contact properties — Insurance_Carrier__c, Insurance_Plan_Type__c, Insurance_Group_Number__c, Insurance_Member_ID__c — during setup. Value mapping applies if The Clinic Place uses a controlled vocabulary for insurance carriers.

Each Clinic Place appointment (scheduled visit, procedure, follow-up) maps to a HubSpot Meeting activity record. Appointment date, start time, end time, provider, and status (confirmed, cancelled, no-show) are preserved. Cancelled and no-show appointments migrate with status metadata rather than being excluded, so reporting reflects full scheduling history. The meeting owner resolves by provider email match against HubSpot users.

Clinical notes attached to patient records in The Clinic Place migrate as HubSpot Notes on the corresponding Contact. Original note timestamps, author (provider) assignments, and note-type labels (progress note, intake form, treatment plan) are preserved. Notes with rich-text formatting are decoded and written to HubSpot Notes body fields. FlitStack flags notes exceeding HubSpot's 131,072-character limit before migration.

Clinic Place invoices with line items, amounts, payment status, and payment dates do not map to a single HubSpot object. FlitStack flattens invoice data: the invoice total maps to Deal amount, invoice status (paid, pending, overdue) maps to a custom deal property Invoice_Status__c, and individual line items with descriptions and quantities become a custom multi-value text property Invoice_Line_Items__c. Full invoice PDF files attach to the HubSpot Deal as a Salesforce Files-style attachment.

Payment transactions in The Clinic Place (date, amount, payment method, reference number) migrate as HubSpot Tasks with Type='Payment' on the corresponding Deal/Contact. Original payment dates, amounts, and method metadata are preserved in the task description. This preserves billing history for financial reconciliation without requiring a native HubSpot payment object.

Referring physician name, referring clinic, and referral date stored in The Clinic Place have no HubSpot native equivalent. These fields migrate as HubSpot custom contact properties — Referring_Physician__c, Referring_Clinic__c, Referral_Date__c — created during the HubSpot schema setup phase. Referral attribution supports HubSpot reporting on patient acquisition channels.

Files and charts attached to patient records in The Clinic Place are downloaded and re-uploaded as HubSpot Files associated with the corresponding Contact. File size limits apply — files exceeding 25 MB are flagged and split or compressed before re-upload. Original file names and upload timestamps are preserved in HubSpot's file metadata.

Each clinic location in The Clinic Place (branch name, address, phone, operating hours) maps to a HubSpot Company record. Multi-location practices generate multiple Company records, one per location. HubSpot's parent-company hierarchy models branch networks if The Clinic Place stores a parent-clinic relationship. Company records serve as the grouping structure for reporting on appointment volume and billing by location.

Providers and staff in The Clinic Place are not standalone CRM objects in HubSpot — they resolve to HubSpot User accounts by email match. FlitStack cross-references The Clinic Place staff email list against existing HubSpot users before migration. Staff without HubSpot accounts are flagged for team assignment before the migration run commits, so no record lands without an owner.

CPT codes, treatment codes, and diagnosis codes stored in The Clinic Place patient or visit record require new HubSpot custom properties. These are created as text or multi-select pick-list fields depending on whether The Clinic Place uses a controlled code vocabulary. Multi-select mapping applies if multiple codes are stored comma-separated in the source field.

The Clinic Place appointment reminder workflows, patient follow-up sequences, and billing-triggered notifications do not migrate to HubSpot. These are automation constructs with no data-layer equivalent. FlitStack exports workflow definitions as a written reference document your team uses to rebuild equivalent sequences in HubSpot's workflow builder. Rebuild typically takes 1–3 days for a standard medical practice.