Migrate from Zedmed to HubSpot

Appointment reminder and billing automations do not migrate

Zedmed appointment reminders, Medicare bulk billing rules, derived item logic, and Tyro claiming integrations are platform-level automations that have no direct equivalent in HubSpot's native functionality. We export the reminder configuration—including timing schedules, communication channels, and message templates—as a structured reference document. This document serves as the blueprint for rebuilding appointment reminder workflows in HubSpot's workflow automation tools. Medicare claiming logic and bulk billing rules require complete redesign from scratch using HubSpot's workflow tools, or these processes must continue to be handled outside the CRM in a separate billing system.

Clinical notes lose RTF formatting and mergefields on import

Zedmed clinical notes and letter templates are stored in RTF format with mergefields that dynamically insert patient name, appointment date, and clinical data when the document is generated. HubSpot Notes accept only plain text and basic HTML markup—rich-text formatting including fonts, styles, tables, and embedded images are completely stripped during import, and all mergefield syntax is lost. We preserve the complete plain-text content of every clinical note along with original timestamps and authorship information, attaching each note to the corresponding appointment deal in HubSpot. However, the original document layout, styling, and dynamic mergefield behavior cannot be replicated in HubSpot's note system.

Multi-payer appointments collapse to one primary payer per deal

Zedmed appointments frequently have multiple active payers simultaneously—for example, a patient may have Medicare as the primary payer for standard consultations while also having a private health fund that covers certain procedure item codes, each with different associated fees and billing rules. HubSpot's deal model supports only a single payer value per deal, with no native multi-payer support. We map the primary payer to a custom pick-list property on the deal and store all secondary and tertiary payers as JSON-encoded data in a long-text custom field. Your practice must manually determine the correct billing sequence and payer priority after migration, reviewing each multi-payer appointment to establish which payer should be billed first.

Medicare item codes, MBS fees, and derived items require custom field mapping

Zedmed maintains a comprehensive billing record for each appointment, including Medicare item codes that correspond to specific MBS scheduled fees, bulk billing indicators that determine whether Medicare or the patient is billed, derived item configurations that specify additional item codes triggered by certain procedures, and private fee level designations (P1/P2/P3) that control gap payment calculations. HubSpot provides no native billing fields whatsoever—none of these Medicare or private fee values exist as standard deal properties. All of these billing attributes require the creation of custom properties on the HubSpot deal object. Practices that use Zedmed's full billing model should conduct planning sessions to determine which item codes and fee fields need to be surfaced in HubSpot pipeline reports and dashboards versus which should remain as reference-only data stored in the CRM but not actively displayed.

Zedmed has no documented public API — export method determines migration approach

The Zedmed knowledge base and documentation reference manual focus on exports and file downloads rather than providing a public REST API or bulk data extraction endpoint. The appropriate data extraction method depends entirely on the practice's Zedmed deployment model. If the practice subscribes to Zedmed Cloud, data extraction must rely on the export tools available within the cloud platform interface. If the practice runs Zedmed on-premise with direct database access, we may be able to perform a database-level export that produces a cleaner, more complete dataset. We assess the available export methods during the discovery phase to determine whether API-based extraction, database export, or file-based export is feasible and which approach will yield the most complete and accurate data for HubSpot import.