Migrate from Zedmed to HighLevel

Zedmed patient records map directly to HighLevel contacts. Patient name, date of birth, address, phone, email, and Medicare/DVA card details migrate as standard contact fields. Original patient create date is preserved as a custom field since HighLevel's CreatedDate reflects migration time.

Zedmed appointments with date, time, duration, practitioner, and appointment type map to HighLevel calendar events. Appointment status (attended, DNA, cancelled) is stored as a custom field on the event. Recurring appointments require grouping logic based on recurrence pattern in Zedmed.

Zedmed practitioner records merge into HighLevel contacts (for individual referrers) or companies (for medical centres/pathology labs). Practitioner specialties and provider numbers are stored as custom fields for identification in correspondence. We also map referral source tags to enable targeted communication workflows and track referral volume per practitioner.

Zedmed payer setup (Medicare, DVA, health fund name, fund number, member ID pattern) becomes contact-level custom fields in HighLevel. Each payer type has its own field group so front-desk staff see payer details alongside contact information. These fields are configured as picklists where applicable, enabling quick selection during patient check-in and supporting reporting on payer mix.

MBS item numbers and associated fees from Zedmed fee schedules are too granular for contact-level storage. We export fee schedule structure as a reference CSV and note in the migration plan which items are most commonly billed per patient type. Rebuild in HighLevel requires a separate product/service catalog approach.

Zedmed billing claims and invoices have no direct HighLevel equivalent. We map claim status, amount, billing date, and payer as custom fields on a Claim custom object linked to contacts. Claim line items map to opportunity products if the practice wants pipeline-style tracking of billed services.

Zedmed encounter clinical notes are exported as document attachments on the contact record. Encounter date, type (standard, care plan, mental health), and practitioner are stored as custom fields for filtering and reporting without opening the document. We also include encounter status flags such as completed or pending to help staff track documentation completeness.

Zedmed SmartForms capture custom clinical data (e.g., wound assessments, asthma action plans). Each SmartForm field becomes a HighLevel custom field of matching type (text, number, date, dropdown). Form layout and conditional logic cannot migrate and must be rebuilt in HighLevel's form builder.

Zedmed SMS reminder rules (timing, message templates, confirmation requests) have no equivalent in HighLevel's workflow model. We export the reminder schedule as a configuration reference document for rebuilding in HighLevel's Workflow Builder post-migration. The reference includes sample trigger conditions and template placeholders to guide the recreation of automated reminders in HighLevel.

Zedmed patient documents (referrals, pathology results, imaging) are downloaded and re-uploaded as contact attachments in HighLevel. File size limits apply — documents over HighLevel's attachment size threshold are flagged for manual re-upload. We also verify file integrity after upload and log any upload failures for follow-up action.

Zedmed multi-location practices can structure HighLevel using sub-accounts (full data isolation per clinic) or a single sub-account with location tags (shared view with segmentation). The choice affects reporting scope and requires practice manager input before migration. We provide a decision matrix that outlines pros and cons of each model to facilitate stakeholder discussions.

Incoming pathology results received via HealthLink are stored as contact attachments in HighLevel with the result date and sending provider as metadata. Results are not parsed into structured fields — they remain as downloadable documents. We also include a metadata tag indicating the result type for easier filtering and future integration possibilities.