Kareo to HubSpot
Kareo was a cloud practice management, billing and EHR product for independent practices. It is now branded Tebra, and the PatientPop side supplies patient acquisition and engagement tools.
Kareo data can move into HubSpot, landing mainly in Sales Hub. 1 of 6 mapped objects move directly (Patients (demographics, contact details)); 3 items need manual work and 2 do not move. Plan roughly 1-3 weeks for a small move and 8-16 weeks for a large one.
Migration checklist for Kareo
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
<5k patients
Report export and CSV import.
Mid migration
5k-50k patients
Includes appointment history and the consent rebuild.
Large migration
50k+ patients or multi-practice
SOAP API extraction and compliance 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 Kareo: what you need to get in, what lands in HubSpot, and what will not.
SOAP/XML Practice Management API (the former Kareo Integration API). A separate REST patient-access clinical API also exists.
A CustomerKey generated by a practice System Administrator, plus a Tebra user authorised for each operation.
Practice System Administrator, to generate the key and grant permissions. Bulk clinical export is also an admin function.
Endpoint-specific rate limits and filters apply, but I found no sourced numbers.
Choose your route
How will you move the data?
No native connector was found.
- You need: A CustomerKey generated by a practice System Administrator, plus a Tebra user authorised for each operation.
- Permission: Practice System Administrator, to generate the key and grant permissions. Bulk clinical export is also an admin function.
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.
- Reports > Patients > Patient Demographics Export to Excel/CSV
- Bulk Export Patient Data (XML Summary of Care files plus patient documents), run one-time or recurring
- SOAP API (GetPatients, appointments, encounters, charges, payments and more)
- Per-patient HL7 health surveillance export
Limits: Endpoint-specific rate limits and filters apply, but I found no sourced numbers.
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: 8-16 weeks, usually phased.
Talk to a partnerWhere each object lands
In Kareo
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 | yes | Only permitted non-clinical fields should move. The demographics export is a flat file, and the SOAP API exposes patients with an external ID field. |
| Appointments | Meetings | partial | The SOAP API exposes appointments, and AppointmentID links to encounters. Move history as Meetings or custom properties, and avoid clinical reasons for visits. |
| Referral sources / marketing source | Contacts | manual | I found no documented referral-source export, so confirm it is in the demographics report or the API and map it to a contact property. |
| Communication/engagement preferences | Contacts | manual | Not documented as an export field. Verify it and rebuild it as HubSpot subscription and consent properties. |
| Practices/providers/locations | Custom objects | manual | The API exposes providers and locations. Use a custom object or property only if the reporting needs it. |
| Encounters, charges, payments, transactions | Custom objects | no | Billing and clinical data stays in Tebra by scope. The API exposes it if a minimal reference is needed. |
What to expect
These stay in the EHR by scope. HubSpot is not an EHR, and the export produces XML Summary of Care files.
Kept in Tebra under the retain-clinical scope. They would be PHI-adjacent in HubSpot.
The export is a customisable report, and the field set must be reviewed against the sensitive-data scope.
No documented consent field export was found.
Access is administrator-gated.
Allow-list fields, exclude clinical data, and check HubSpot's HIPAA position and any BAA before loading.
Prefer report exports for small volumes, or build a SOAP client for larger ones.
Do not rely on it. Use the report export or the SOAP API.
Confirm which Tebra products and practices are in scope.
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.
Kareo is now part of Tebra. Export paths and the SOAP API are documented by Tebra and its help centre, but I found no HubSpot-side connector docs and no sourced details on rate limits, residency or certifications. Object-to-HubSpot mapping is therefore an analyst judgement, so the status is partial.
Sources
Related migrations
Frequently asked questions
How do I migrate Kareo to HubSpot?
1. Confirm the account is on Tebra PM, Tebra EHR or PatientPop, and which practices are in scope. 2. Get sign-off on the permitted enquiry fields and on retaining the EHR. 3. Ask a System Administrator to run the demographics export or request a CustomerKey. 4. Check the HubSpot HIPAA/BAA position and sensitive-data settings.
What data can move from Kareo to HubSpot?
These objects move directly: Patients (demographics, contact details). Check the mapping table for partial and manual items.
What does not move from Kareo to HubSpot?
Clinical notes, summaries of care and patient documents and Claims, billing and payment ledgers. Plan to rebuild or retire these.
How long does a Kareo to HubSpot migration take?
Small (<5k patients): 1-3 weeks. Mid (5k-50k patients): 3-8 weeks. Large (50k+ patients or multi-practice): 8-16 weeks. These are planning estimates, not a quote.
What access do I need to export from Kareo?
A CustomerKey generated by a practice System Administrator, plus a Tebra user authorised for each operation. Practice System Administrator, to generate the key and grant permissions. Bulk clinical export is also an admin function.
What compliance issues apply when moving Kareo data?
Check: Health data (PHI under HIPAA), Possible minors' data and Financial/insurance data. Agree consent, retention and access rules before exporting.
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