Migrate from Visual Practice to HubSpot

Visual Practice patients map directly to HubSpot contacts. The primary patient identifier and all demographic fields land on the contact record. A signed HubSpot BAA must be in place before any PHI moves — we coordinate BAA setup as part of the migration plan.

Visual Practice appointments map to HubSpot Meetings with original start/end timestamps preserved as Meeting start and end times. Provider name, appointment type, and status land as HubSpot custom meeting properties. Active appointments get flagged for re-confirmation post-cutover since HubSpot scheduling requires Meetings tool configuration.

Insurance provider, plan type, group number, and member ID from a patient's insurance record merge into custom contact properties on the HubSpot contact. HubSpot has no native insurance object — all insurance fields land as custom properties on the patient contact record.

Billing records (invoice number, amount, status, payment method, insurance adjustment) migrate as a HubSpot custom object linked to the Contact. We create the Billing Record custom object with all invoice and payment fields as custom properties and establish the Contact-to-Billing-Record association by patient email.

Treatment history and clinical notes from Visual Practice map to HubSpot custom contact properties. HubSpot has no native medical-records object — clinical notes, diagnosis codes, and treatment summaries land as long-text custom properties on the patient contact for reference and future reporting.

The Visual Practice practice-level record (practice name, specialty, address, NPI, tax ID) maps to a HubSpot Company record. Each location in multi-location practices creates a separate Company record in HubSpot to accurately represent the organizational structure. Provider associations and office-specific details link to the Company record as company-level custom properties, enabling staff assignment and location-based reporting within HubSpot's CRM framework.

Providers in Visual Practice resolve to HubSpot users by email match for owner assignment on migrated records. The provider's name, credentials, and specialty land as custom contact properties on the provider's contact record for referral attribution and scheduling visibility across the patient engagement workflow.

Every custom field in Visual Practice — date fields, pick-lists, multi-select lists, boolean flags — creates a corresponding HubSpot custom property of the matching type. We map Visual Practice field types to HubSpot property types (date → date, enum → picklist, multi-select → multi-checkbox) during the schema review.

Files attached to patient records or appointments in Visual Practice are downloaded and re-uploaded to HubSpot Files, then linked back to the corresponding contact or meeting record. This preserves document context within the HubSpot CRM and maintains the relationship between attachments and their source records. HubSpot's file storage limits and attachment model apply post-migration.

The original Visual Practice patient ID is stored on each HubSpot contact as a custom text property (Source_System_ID__c). This enables de-duplication on delta runs, traceability back to the source record, and reconciliation during the audit phase. Maintaining the source system identifier throughout the migration ensures data integrity and supports post-migration validation.

HubSpot's native CreatedDate and LastModifiedDate reflect the migration timestamp, not the original patient record creation date. We preserve the original Visual Practice create and update timestamps as custom datetime properties on each contact to maintain historical continuity and ensure reporting reflects the actual patient relationship timeline from the source system.

Visual Practice appointment-reminder workflows, billing-alert sequences, and patient follow-up automations do not export as migration artifacts. We deliver a JSON export of your Visual Practice workflow definitions as a rebuild reference for your HubSpot admin or a HIPAA-compliant automation tool.