Migrate from Visual Practice to monday CRM

Visual Practice patient records map to Monday CRM contact items on the CRM board. Name, date of birth, contact details, and insurance information become custom columns on the contact item. Primary provider assignment migrates as an Owner or Team column in Monday CRM.

Visual Practice appointments with date, time, duration, provider, and appointment type map to Monday CRM calendar-synced events or board items with date columns. Provider assignment requires email matching against Monday CRM users for proper calendar delegation. Each migrated event inherits the original patient reference and status, preserving scheduling history for audit trails. Timezone details are stored in a dedicated text column to maintain appointment timing accuracy.

Visual Practice billing records with outstanding balances, payer, and claim status map to Monday CRM deals when the Quotes/Invoices module is active. The billing amount becomes the deal amount; claim status maps to a custom column reflecting payer response. Paid entries can be archived or closed in Monday CRM.

Visual Practice insurance carrier records map to Monday CRM organization items or custom columns on contact items. Carrier name, payer ID, and contact information become organization columns. NPI numbers store as text columns for reference. Carrier type and billing address are stored in additional text columns, and NPI validation is performed against the CMS National Provider Registry during import.

Visual Practice treatment plans containing multiple procedures map to Monday CRM as a parent item with procedure steps as sub-items. Each sub-item carries the procedure name, CPT code, status, and cost. Completed procedures mark sub-items as Done in the status column.

Visual Practice provider records (name, credentials, specialty, email) map directly to Monday CRM users matched by email address. Unmatched providers are flagged and assigned to a default team. Specialty information stores as a custom column on the user profile or as a team tag.

Visual Practice clinical notes, progress notes, and consent form records migrate as Monday CRM updates on contact items or as uploaded PDF/text files attached to the contact. Original timestamps and author attribution are preserved on the update thread or file metadata.

Visual Practice custom medical fields like ICD-10 diagnosis codes, consent form status, allergy lists, and prescription history require Monday CRM custom columns created before migration. Column type (text, dropdown, date, checkbox) is selected based on source field data type. Multi-select fields such as allergies or medication lists are migrated using Monday CRM multi-select columns, with pre-configured option sets to prevent import failures.

Visual Practice file attachments (forms, imaging referrals, insurance cards) re-upload to Monday CRM Files associated with the relevant contact or organization item. File size limits per Monday CRM plan apply; larger files may require compression or alternative storage references. File naming conventions preserve the original patient ID for quick retrieval, and links are added to the contact item’s Files section for audit compliance.

Visual Practice automated appointment reminders and patient communication sequences have no direct Monday CRM equivalent. These must be rebuilt using Monday CRM's Automation rules or third-party integrations. FlitStack exports the sequence definitions as configuration documentation for rebuild reference. Each automation’s trigger conditions, action steps, and cadence are documented in a reference sheet for reconstruction in Monday CRM Automations or external platforms.

Visual Practice location records (practice name, address, phone) map to Monday CRM workspaces or as a Location column on relevant boards. Multiple locations may require separate boards or folder structures in Monday CRM. Each location can be represented as a separate workspace or as a folder within a consolidated workspace, with location-specific boards for appointments and billing, enabling localized reporting.

Visual Practice insurance claims combine patient reference, billing amount, payer, submission date, and claim status. These merge into Monday CRM deal items with custom columns for payer name, claim ID, submission date, and status. Denial reasons store as text notes on the deal item.