Migrate from Zedmed to Freshsales

Zedmed patient demographics (name, DOB, address, contact details) map directly to Freshsales Contact fields. Medical reference data such as Medicare number, pension card, and health fund membership are stored as custom fields on the Contact record, preserving the original clinical identifiers for future billing and recall processes.

Patients who have a commercial inquiry — such as an allied health referral, corporate health package, or specialist co‑management request — can be created as Freshsales Leads for pipeline tracking before conversion to a Contact. The source Zedmed patient ID is preserved in a custom field to maintain traceability across systems.

Individual practitioners (GPs, specialists, allied health) are mapped to Freshsales Accounts with the practitioner’s name in Account.Name and their AHPRA registration number stored in a custom field. Multi‑practitioner groups are represented as parent‑child Account hierarchies, allowing you to roll up performance metrics at the group level while retaining individual practitioner details.

The Zedmed practice or clinic itself is mapped to a Freshsales Account record representing the organisation. Practice address, phone, and billing details are transferred to the corresponding Account fields, and practitioner Accounts are linked via custom relationship fields, enabling you to associate each practitioner with their employing clinic directly within Freshsales.

Zedmed appointment records have no direct Freshsales equivalent. We migrate each appointment as a Task with Subject set to the appointment type (e.g., 'Initial Consultation — Dr Smith'), Start Date/Time and End Date/Time preserved, and practitioner linked via the Task owner or a custom Practitioner__c field.

Zedmed appointment statuses (attended, did not attend, cancelled, rescheduled) are mapped to Freshsales Task status values using a value‑mapping table. DNAs (did not attend) are flagged with a custom DNA__c checkbox, allowing practice analytics in Freshsales to track patient no‑show rates and schedule adherence across providers.

Zedmed invoices carry item numbers, MBS fees, payer type (Medicare/DVA/WorkCover/TAC), and payment status — none of which have a standard Freshsales equivalent. We compress the key billing fields (payer, bulk-bill flag, last invoice amount, item numbers) into a structured custom field on the Contact record. Full invoice history is preserved as a PDF attachment.

Zedmed clinical letters, referral documents, and SmartForms have no Freshsales schema equivalent, so we export each document as a PDF and attach it to the relevant Contact record in Freshsales Files. The original filename and creation timestamp are retained for audit traceability, and the attached files are accessible from the Contact’s activity timeline.

Prescription and pathology result records from Zedmed are exported as structured PDFs and attached to the Contact in Freshsales. Because field‑level mapping is not possible, the attachment preserves the full clinical context, allowing the practitioner to view the document directly from the Contact record while maintaining the original document integrity.

Zedmed referrals between practitioners map to Freshsales either as Tasks on the source Contact with referral details in custom fields (referring practitioner, referral reason, urgency), or as a custom Referral object on Enterprise+ plans where the admin has pre-created the object schema.

Zedmed payer types are mapped to a Freshsales custom pick-list field (Payer_Type__c) with values representing each supported payer. The practice's specific fee schedule per payer is documented in the migration plan for rebuild in Freshsales Product Catalog or a custom fee schedule object.

Zedmed practitioner and staff accounts are matched to Freshsales users by email address. Where no email match exists, records are assigned to a fallback Freshsales user and flagged in the pre-migration owner-resolution report. Zedmed role-based clinical permissions do not translate to Freshsales profile/sharing settings.