IMPLEMENTATION & MIGRATION
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TherapyNotes CRM
HubSpot
Migrate TherapyNotes Data to HubSpot with Precision
Transition your behavioral health practice data into HubSpot's powerful CRM using our proprietary transformation layer. We move complex clinical relationships and patient histories without the risk of data loss or manual entry errors.
100%
Data Integrity
48 hrs
Avg. Migration
Unlimited
Mapping Customization
"How do we handle sensitive Patient Notes and Superbills?"
SuprSwitch's in-house engine extracts clinical documentation and maps it securely to HubSpot's private attachments or custom objects based on your HIPAA requirements.
"Can we preserve the relationship between Patients and Payer/Insurance records?"
Yes, our proprietary transformation layer maintains many-to-one relationships, ensuring every Contact in HubSpot is correctly linked to its respective Insurance Company record.
"Will our historical Appointment data be lost?"
Not at all. Our direct data extraction captures every past session and transforms it into HubSpot Meeting activities or custom timeline events.
Why SuprSwitch
Why Clinical Practices Trust SuprSwitch
Generic CSV exports fail to capture the nuances of behavioral health data. SuprSwitch provides a medical-grade migration experience.
Clinical-Grade Integrity
Our in-house engine handles the complex nested structures of TherapyNotes records that standard CSV imports simply ignore.
Zero Manual Mapping
Skip the weeks of manual cleanup; our native schema mapping automatically formats phone numbers, addresses, and clinician assignments.
Custom Field Fidelity
We replicate your specific TherapyNotes client statuses and custom tags directly into HubSpot's custom properties.
Automated Deduplication
Our proprietary transformation layer includes automated deduplication to ensure your patient database remains clean and actionable.
Trusted by 200+ sales-led teams who migrated off
Data Coverage
Full-Spectrum Data Coverage
We ensure every TherapyNotes object finds its perfect home within the HubSpot ecosystem.
Patients / Clients
All records
Patients / Clients
Contacts
💡 Maps client demographics, contact info, and status to HubSpot Contacts.
Insurance Payers
All records
Insurance Payers
Companies
💡 Transforms insurance company details into HubSpot Company records with Payer IDs.
Appointments
All records
Appointments
Meetings
💡 Converts session history and upcoming schedules into CRM Engagements.
Billing Records
All records
Billing Records
Deals
💡 Maps superbills and invoice totals into custom Deal or Revenue properties.
Contact Logs
All records
Contact Logs
Timeline Events
💡 Directly migrates non-clinical communication logs into the HubSpot Activity Feed.
Referral Sources
All records
Referral Sources
Referral Partners
💡 Preserves the link between external providers and new patient enrollments.
Under the Hood
The SuprSwitch Advantage
Our proprietary technology goes beyond simple data transfer to provide a complete transformation experience.
Proprietary Extraction
In-House EngineWe use a direct data extraction method that bypasses the limitations of standard public interfaces for faster, deeper access.
Schema Intelligence
Smart MappingOur native schema mapping automatically detects TherapyNotes field types and aligns them with HubSpot CRM standards.
Data Reconciliation
Validation LayerA multi-step verification process ensures that every record migrated from TherapyNotes matches the destination exactly.
Privacy First Architecture
Secure PipelineData is processed through our isolated transformation layer, maintaining end-to-end encryption without external hops.
100% Data Fidelity Guarantee
We verify record counts and field values in before sign-off. Any discrepancy is fixed before you go live.
30-Day Post-Migration Support
A dedicated migration engineer is available for 30 days post-launch to fix any data issues that surface after your team starts using.
SOC 2 Compliant Process
Data is encrypted in transit and at rest. We never store your credentials — OAuth tokens are used and revoked per migration.
Migration Architecture
Our Streamlined Migration Process
How we move your practice from TherapyNotes to HubSpot in four clear steps.
1
Structure Audit
We analyze your TherapyNotes database structure and identify all custom fields and client-specific tags.
Day 1
2
Schema Alignment
Our proprietary transformation layer configures the mapping between TherapyNotes objects and HubSpot Hubs.
Day 2
3
Execution Phase
The in-house engine executes the direct data extraction and pushes the records into your HubSpot portal.
Day 3
4
Verification
Final audit and validation to ensure all patient histories, associations, and notes are perfectly placed.
Day 4
Recursive relationship mapping to keep Patient-Provider-Insurance links intact.
On-the-fly data cleaning to remove formatting artifacts from TherapyNotes text fields.
Custom delta-loading allows for a final 'top-off' sync before you go live in HubSpot.
The Human Element
Beyond Automation: In-House RevOps Experts
Our proprietary engine handles 99% of the heavy lifting, but every CRM has strict platform limitations. When HubSpot restricts automated imports for complex workflows or proprietary activity history, our in-house RevOps professionals step in.
We manually rebuild the business logic that machines can't touch, ensuring your new environment is perfectly tuned and ready for your sales team on day one.
What our experts handle manually:
Complex Workflows & Automations
Automated engines cannot migrate business logic. We manually translate and rebuild your HubSpot automations natively in HubSpot.
Restricted Activity History
Some historical data types are locked by HubSpot. Our team uses creative data-structuring to ensure no context is lost.
Custom Object Architecture
When standard mapping isn't enough, we architect and deploy custom objects in HubSpot to match your exact sales motion.
Choose the Migration Plan That Fits Your Business
Whether you want complete control or expert guidance, we’ve got you covered.
Self-Service
$499
Starting price, up to 50,000 records
Access to all supported CRMs
Free Sample migrations
Real-time Preview
Migration Analytics Report
Guided Migration
$999
Starting price, varies on volume.
Everything in Self-Service +
Selective Data Migration
Expert Migration Guidance
Data Mapping Support
Data Quality Management
Custom Migration
$Talk to us
Custom quotes for complex migrations.
Everything in Guided Migration +
Complex Field Transformations
Industry-Specific Customizations
Legacy System Integration
Complex Data Filtering
FAQs
Common Questions About Migration
Security
Is the migration process HIPAA compliant?
Yes. SuprSwitch uses a proprietary transformation layer designed for clinical data, ensuring all handling meets HIPAA standards for data in transit and at rest.
Clinical
How are Clinical Notes handled during the move?
We can migrate Clinical Notes as encrypted PDF attachments or as restricted timeline events in HubSpot, depending on your preferred security configuration.
Technical
Can you migrate my custom client fields?
Absolutely. Our in-house engine is specifically designed to recognize and map custom patient fields you've created in TherapyNotes.
Data
What happens to the relationships between clients and referrals?
Our native schema mapping links Patients (Contacts) to their respective Insurance Carriers (Companies) and individual Referral Sources automatically.
Timeline
How long does a typical migration take?
While the duration depends on the volume of clinical records, most TherapyNotes to HubSpot migrations are completed within 48 to 72 hours.