Healthgrades CRM to HubSpot
Healthcare CRM, consumer data platform and patient-engagement suite for health systems, sold alongside Healthgrades patient-acquisition services.
Healthgrades CRM data can move into HubSpot, landing mainly in Sales Hub. 0 of 6 mapped objects move directly; 4 items need manual work and 3 do not move. Plan roughly 4-6 weeks for a small move and 12-20 weeks for a large one.
Migration checklist for Healthgrades CRM
Three phases, specific to this system. Tick steps off as you go.
Before
0 of 5 doneDuring
0 of 5 doneAfter
0 of 5 doneWhat will it take?
No price list: cost follows volume, custom objects and how much logic must be rebuilt. Answer four quick questions for a planning range.
The three scenarios
Small migration
<50k contacts
Enquiry and preference data only.
Mid migration
50k-500k contacts
Adds referral sources and appointments.
Large migration
>500k contacts
Multi-facility health system with EHR boundary work.
What moves the number
Timeline ranges are planning estimates, not a quote. A partner confirms scope after discovery.
Access, mapping and limits
Start with how data leaves Healthgrades CRM: what you need to get in, what lands in HubSpot, and what will not.
Partner/contract-only APIs and connectors (Enterprise Data Link); no public self-serve API
Token or connector setup arranged through the Healthgrades client team under contract.
Admin on the Healthgrades tenant and a contract/client-team engagement; exact role names are not documented.
Choose your route
How will you move the data?
No native connector was found.
- You need: Token or connector setup arranged through the Healthgrades client team under contract.
- Permission: Admin on the Healthgrades tenant and a contract/client-team engagement; exact role names are not documented.
Native imports often bring over only some data, so check coverage per object in the mapping below.
Export each object, clean it, then import it into HubSpot.
- Enterprise Data Link pre-built connectors and APIs
- SFTP batch transfer (used for legacy CRM integrations)
- Vendor-assisted data feeds under contract
Limits: To confirm
Migration and sync tools can move more than a plain import. Confirm which objects each one supports before you choose.
Best when volume is high, custom objects are many or automation is heavy. That is the Large scenario: 12-20 weeks, usually phased.
Talk to a partnerWhere each object lands
In Healthgrades CRM
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Consumer/patient enquiry profiles | Contacts | partial | Permitted enquiry data only, via a vendor-assisted extract; the schema is not public. |
| Referral sources / campaign attribution | Contacts | manual | Map to custom contact properties; the source field structure is unconfirmed. |
| Appointments | Meetings | manual | Scheduling data may originate in EHR or scheduling systems; confirm the system of record. |
| Engagement preferences / opt-outs | Contacts | partial | Map to HubSpot marketing contact status and subscription types. |
| Provider/physician records | Custom objects | manual | Optional; model as a custom object if needed for referral routing. |
| Clinical/EHR data | Custom objects | no | Retain in the EHR per scope; do not migrate. |
What to expect
Not easily exportable in bulk by the provider.
Out of scope per analyst scope note; retain in the EHR.
Licensed data; reuse rights are governed by contract, which is unconfirmed.
No public export tooling or documentation was found.
Automation logic does not export.
Opt-in and opt-out states must be mapped to HubSpot subscription types.
Condition and service-line fields may be PHI.
Exclude PHI fields. Confirm a BAA and HubSpot's sensitive-data settings before loading anything.
Export suppression lists and load them first.
Start the extract request early and get the schema in writing.
Confirm which CRM version the tenant runs.
Data governance and compliance
Decide what is allowed to move before anything is exported. Tick each gate once it is agreed.
How we researched this page
How much to trust each section, and where it comes from.
Access and product facts come from vendor and partner pages. Object-level export and field mapping are not publicly documented, so the object mapping rests on category-level knowledge.
Sources
Related migrations
Frequently asked questions
How do I migrate Healthgrades CRM to HubSpot?
1. Confirm the contract terms and data-ownership rights for export with the Healthgrades client team. 2. Identify whether the tenant is on HGCRM or a legacy CRM, which decides API versus SFTP. 3. Request the data dictionary, including contact, referral source, appointment and preference fields. 4. Classify the fields as PHI, sensitive or permitted, and sign off on an allow-list.
What does not move from Healthgrades CRM to HubSpot?
Patient Experience Survey and review data, Clinical records, EHR and treatment workflows and Proprietary Healthgrades enrichment datasets. Plan to rebuild or retire these.
How long does a Healthgrades CRM to HubSpot migration take?
Small (<50k contacts): 4-6 weeks. Mid (50k-500k contacts): 8-12 weeks. Large (>500k contacts): 12-20 weeks. These are planning estimates, not a quote.
What access do I need to export from Healthgrades CRM?
Token or connector setup arranged through the Healthgrades client team under contract. Admin on the Healthgrades tenant and a contract/client-team engagement; exact role names are not documented.
What compliance issues apply when moving Healthgrades CRM data?
Check: Health (PHI/HIPAA) where clinical data is included in CRM profiles, Possible minors' data and Financial/insurance data. Agree consent, retention and access rules before exporting.
Moving Healthgrades CRM into HubSpot?
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