athenahealth to HubSpot
Cloud EHR, practice management, revenue cycle and patient engagement platform (athenaOne) for ambulatory practices and health systems.
athenahealth data can move into HubSpot, landing mainly in Sales Hub. 0 of 6 mapped objects move directly; 3 items need manual work and 2 do not move. Plan roughly 4-8 weeks for a small move and 14-26 weeks for a large one.
Migration checklist for athenahealth
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
<10k patients, single practice
API approval can dominate the timeline.
Mid migration
10k-100k patients, several locations
Large migration
100k+ patients, multi-practice
Quotas and compliance review drive the timeline.
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 athenahealth: what you need to get in, what lands in HubSpot, and what will not.
REST (athenaOne API, practice-scoped) plus FHIR R4
Developer Portal client ID and secret, plus practice ID. The practice must authorize the app.
Practice authorization of the app, via Marketplace activation or the athenahealth implementation team.
Token endpoint: 50/min in production and 5/min in preview. Reported API caps: 100/sec and 500k/day in production, 15/sec and 50k/day in sandbox. Daily quota resets at midnight GMT.
Choose your route
How will you move the data?
No native connector was found.
- You need: Developer Portal client ID and secret, plus practice ID. The practice must authorize the app.
- Permission: Practice authorization of the app, via Marketplace activation or the athenahealth implementation team.
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.
- REST API pulls of patients, appointments and related resources
- FHIR R4 API for patient and clinical data
- Partner or middleware integrations
Limits: Token endpoint: 50/min in production and 5/min in preview. Reported API caps: 100/sec and 500k/day in production, 15/sec and 50k/day in sandbox. Daily quota resets at midnight GMT.
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: 14-26 weeks, usually phased.
Talk to a partnerWhere each object lands
In athenahealth
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Patients (demographics, contact details) | Contacts | partial | Move only the permitted enquiry and contact subset. Keep clinical content in the EHR. |
| Appointments | Meetings | partial | Appointment status (scheduled, cancelled, no-show) is commonly synced. A custom object may suit better for volume. |
| Referral sources / providers | Custom objects | manual | Mapping is a design choice. Referral-attribution syncs are offered by integrators. |
| Engagement and communication preferences | Contacts | manual | Map to consent and subscription properties. Confirm the source field before moving. |
| Departments / practice locations | Companies | manual | Optional mapping for multi-location practices. |
| Encounters, clinical documents, claims | Custom objects | no | Out of scope. Retain in the EHR. |
What to expect
Per the analyst scope note these stay in the EHR. HubSpot is not a system of record for them.
Revenue-cycle data stays in athenaOne.
A property's sensitivity cannot be toggled after creation.
Sensitive Data is unsupported in personalization tokens, chatbots and playbooks.
Production access goes through the Marketplace or partner program.
Enable Sensitive Data and sign the BAA first. Load only minimum-necessary fields.
Confirm the HubSpot data center and BAA terms before the first load.
Use only BAA-covered middleware.
Cache tokens for one hour, throttle, and use backoff on HTTP 429.
Scope extraction to what the API serves. Ask athenahealth about bulk options.
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.
API auth and rate limits are backed by athenahealth developer docs (S1). Object mapping and HubSpot sensitive-data handling rest on third-party guides and category-level knowledge. No native HubSpot connector was confirmed, and no vendor export-tool docs were reviewed.
Sources
Related migrations
Frequently asked questions
How do I migrate athenahealth to HubSpot?
1. Define the permitted data subset: enquiry data, referral source, appointments and preferences only. 2. Confirm the HubSpot tier supports Sensitive Data, then sign the BAA. 3. Register in the athenahealth Developer Portal and get client ID and secret for sandbox, then production. 4. Get practice authorization and the practice ID and department IDs for each location.
What does not move from athenahealth to HubSpot?
Clinical records, encounters, orders, e-prescribing and treatment workflows and Billing and claims history. Plan to rebuild or retire these.
How long does a athenahealth to HubSpot migration take?
Small (<10k patients, single practice): 4-8 weeks. Mid (10k-100k patients, several locations): 8-14 weeks. Large (100k+ patients, multi-practice): 14-26 weeks. These are planning estimates, not a quote.
What access do I need to export from athenahealth?
Developer Portal client ID and secret, plus practice ID. The practice must authorize the app. Practice authorization of the app, via Marketplace activation or the athenahealth implementation team.
What compliance issues apply when moving athenahealth data?
Check: Health/PHI (HIPAA), Possible minors' data and Insurance/financial data. Agree consent, retention and access rules before exporting.
Moving athenahealth into HubSpot?
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