Migrate from Zedmed to Zoho CRM

Zedmed patient records map directly to Zoho CRM Contacts. The patient ID (internal Zedmed identifier) is stored as Source_System_ID__c for delta-run de-duplication and traceability. Address fields from Zedmed's embedded address record split into Zoho Contact address fields. Patients without a referring doctor land in Zoho as Contacts without an Account association, resolved by your specified primary-practitioner rule.

Zedmed referring doctors, specialist correspondents, and facility records map to Zoho CRM Accounts. Account type (Specialist, GP, Hospital, Allied Health) is preserved as a custom pick-list field. Referring doctor contact details migrate as Account contact information. Multi-doctor practices consolidate referring doctor records under one Account per practice or individual per Zoho Account configuration.

Zedmed appointment records have no direct Zoho CRM equivalent — appointments are not Deals or Opportunities in Zoho CRM. Each appointment migrates as a Zoho Task with Subject = patient name + appointment type, Status = Completed (for historical) or Open (for future), Owner = mapped practitioner user, and Activity Date = appointment date. Encounter notes (consultation type, clinical notes) are stored as Task Description or attached as a text file. Appointment type (standard, procedure, telehealth) is preserved as a custom pick-list field.

Zedmed practitioner records (doctors, nurses, allied health staff) do not map to standard Zoho CRM objects. We create a Zoho Custom Module named 'Practitioners' with custom fields for AHPRA registration number, provider number (for Medicare claiming reference), specialization, and practitioner type. Each practitioner record is linked to corresponding Zoho user accounts by email match so appointment Tasks inherit the correct owner.

Zedmed billing records (Medicare claims, DVA, WorkCover, TAC, health fund claims, private invoices) have no Zoho CRM equivalent. We create custom fields on the Contact record: Claim_Status__c (custom pick-list: Pending, Submitted, Processed, Bulk Billed, DVA, WorkCover, TAC), Payment_Method__c (custom pick-list: Medicare, DVA, Health Fund, Private, WorkCover, TAC, Concession), and Invoice_Amount__c. Billing history is preserved as a linked custom module or as multiple task records per billing event.

Zedmed payer setup (health fund name, fund ID, item codes covered, bulk billing rules, derived item logic) is a configuration structure in Zedmed, not a patient-level record. We create a Zoho Custom Module named 'Payers' with custom fields for payer type (Medicare, DVA, Health Fund, WorkCover, TAC), associated item codes, and fee schedule reference. Each patient record then references the applicable payer through a lookup relationship.

Zedmed item fee schedules (MBS item codes, Medicare schedule fees, health fund schedule fees, derived item rules) store pricing logic tied to payer configuration. We create a Zoho Custom Module named 'Fee Schedules' with fields for item code, description, schedule fee, and payer reference. This preserves the Zedmed fee structure for reference, though billing automation requires Zoho Books integration for live calculation.

Zedmed custom objects — treatment plans, consent forms, care plans — have no Zoho CRM native equivalent. We create one or more Zoho Custom Modules to receive these records, mapping custom field values to corresponding Zoho fields. N:N relationships between patient and treatment plan require a Zoho lookup or junction custom module, which is delivered as part of the migration plan.

Zedmed clinical notes, attached documents, and imaging referrals migrate as Zoho CRM Attachments linked to the Contact record. Documents are downloaded from Zedmed (where accessible via export) and re-uploaded to Zoho CRM Files. Rich-text formatted notes may be exported as RTF or PDF and stored as attachments for reference-only access, as Zoho does not index attached document content in the same way Zedmed embeds clinical notes in the patient record.

Multi-location Zedmed practices (multiple clinics, each with its own Zedmed instance) may require consolidation into a single Zoho CRM org or separate Zoho sub-accounts per location. We map each Zedmed practice location to a Zoho Account with location-specific fields. If the goal is a single Zoho CRM instance with location-tagged records, we add a custom Location__c pick-list field on each record to distinguish clinic provenance.