eClinicalWorks to HubSpot
Cloud EHR and practice management platform with scheduling, billing and patient engagement (healow).
eClinicalWorks data can move into HubSpot, landing mainly in Sales Hub. 0 of 5 mapped objects move directly; 3 items need manual work and 2 do not move. Plan roughly 3-5 weeks for a small move and 9-16 weeks for a large one.
Migration checklist for eClinicalWorks
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 contacts
Single practice.
Mid migration
10k-100k contacts
Bulk export with consent mapping.
Large migration
>100k, multi-practice
Per-practice activation and governance review.
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 eClinicalWorks: what you need to get in, what lands in HubSpot, and what will not.
FHIR R4 REST (SMART on FHIR, Bulk Data $export); separate healow patient APIs
Developer app registration (client ID); per-practice authorization/activation; public key upload for backend services
The practice must authorize or activate the app (App Activation Code); bulk export needs practice-defined patient groups
Choose your route
How will you move the data?
No native connector was found.
- You need: Developer app registration (client ID); per-practice authorization/activation; public key upload for backend services
- Permission: The practice must authorize or activate the app (App Activation Code); bulk export needs practice-defined patient groups
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.
- FHIR R4 read/search
- Bulk FHIR Group $export (NDJSON)
- Contracted FHIR write APIs (inbound only)
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: 9-16 weeks, usually phased.
Talk to a partnerWhere each object lands
In eClinicalWorks
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Patient demographics (enquiry/contact data) | Contacts | partial | The Patient FHIR resource is readable; transfer only the permitted non-clinical fields. |
| Appointments | Meetings | partial | Appointment data is reachable through the healow scheduling APIs or the Open API; mapping to HubSpot is an analyst assumption. |
| Referral sources | Contacts | manual | Not shown as a FHIR resource in the sources reviewed; likely a custom property mapped from a report extract. Unverified. |
| Engagement/communication preferences | Contacts | manual | Rebuild as consent/subscription properties; the source field is unverified. |
| Clinical records (encounters, conditions, meds, labs) | Custom objects | no | Per scope, retain in the EHR; do not migrate. |
What to expect
They stay in the EHR per scope, and HubSpot has no equivalent workflow.
HubSpot's BAA does not cover these services.
Only non-clinical enquiry data should move.
PHI may only be stored in sensitive properties.
HubSpot has no native eCW ID.
Enable Sensitive Data and the BAA, use sensitive properties, and keep PHI out of reports and personalization tokens.
Confirm the subscription tier and BAA before any load.
Start the practice authorization early.
Filter with _type and group scope, and drop clinical fields at staging.
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 access and HubSpot sensitive-data rules are sourced, mostly from third-party guides plus one eCW page. No eCW doc on CSV export or a native HubSpot connector was found, and there is no object-level mapping from eCW docs. Those parts are category-level analysis.
Sources
Related migrations
Frequently asked questions
How do I migrate eClinicalWorks to HubSpot?
1. Confirm the permitted-data scope with the compliance/privacy officer. 2. Register a developer app on the eCW developer portal and request practice activation. 3. Confirm HubSpot Enterprise with Sensitive Data and the BAA enabled. 4. Define a practice patient Group limited to enquiry/marketing-eligible patients.
What does not move from eClinicalWorks to HubSpot?
Clinical records, treatment workflows, e-prescribing and billing/claims logic and Reporting Analytics and Data Sets containing PHI. Plan to rebuild or retire these.
How long does a eClinicalWorks to HubSpot migration take?
Small (<10k contacts): 3-5 weeks. Mid (10k-100k contacts): 5-9 weeks. Large (>100k, multi-practice): 9-16 weeks. These are planning estimates, not a quote.
What access do I need to export from eClinicalWorks?
Developer app registration (client ID); per-practice authorization/activation; public key upload for backend services The practice must authorize or activate the app (App Activation Code); bulk export needs practice-defined patient groups
What compliance issues apply when moving eClinicalWorks data?
Check: Health/PHI (HIPAA) and Possible minors' data. Agree consent, retention and access rules before exporting.
Moving eClinicalWorks into HubSpot?
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