NexHealth to HubSpot
Patient experience platform for dental and medical practices. It handles scheduling, forms and communications on top of EHR/PMS sync, and it also offers the Synchronizer universal EHR API.
NexHealth 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 2-4 weeks for a small move and 8-16 weeks for a large one.
Migration checklist for NexHealth
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 location
Contacts and appointments only.
Mid migration
10k-100k patients, 2-10 locations
Includes consent mapping and workflow rebuild.
Large migration
100k+ patients, 10+ locations or multiple PMS
Includes custom integration 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 NexHealth: what you need to get in, what lands in HubSpot, and what will not.
REST (Synchronizer / Universal EHR API, JSON)
Developer Portal account and API key. Requests are scoped by institution subdomain and location_id.
Choose your route
How will you move the data?
No native connector was found.
- You need: Developer Portal account and API key. Requests are scoped by institution subdomain and location_id.
- Permission: To confirm
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.
- API reads: patients, appointments, appointment types, operatories, procedures and financials
- Appointments can be filtered by updated_since for incremental pulls
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: 8-16 weeks, usually phased.
Talk to a partnerWhere each object lands
In NexHealth
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Patients | Contacts | partial | Readable via the API. Only permitted enquiry and contact fields should move. Clinical data stays in the EHR. |
| Appointments | Meetings | partial | Appointments are readable with type, provider and cancelled flags. Alternatively they could map to a custom object or Deals. The mapping is an analyst choice. |
| Appointment types | Custom objects | manual | Use as a picklist or property values. This is an analyst mapping. |
| Referral source / new-patient flag | Contacts | partial | The patients endpoint exposes a new_patient filter. Whether a referral source field exists is unconfirmed. |
| Engagement preferences / communication opt-outs | Contacts | manual | Rebuild as HubSpot subscription types and consent properties. Source field availability is unverified. |
What to expect
These stay in the EHR/PMS. The analyst scope retains them outside HubSpot.
No export endpoints were found in the docs reviewed. Rebuild them in HubSpot.
NexHealth automation does not transfer.
NexHealth sits between the PMS and other tools.
A review site lists a HubSpot CRM integration, but vendor docs are unconfirmed.
Scope permitted fields first. Confirm HubSpot's HIPAA/sensitive-data eligibility before transfer.
Refresh tokens in the script and paginate by location.
Dedupe on email, phone and the NexHealth patient id.
Review the contract terms before cutover.
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 auth are backed by NexHealth developer docs. The HubSpot connector, object mapping to HubSpot, rate limits, certifications and residency lack vendor or HubSpot docs, so those parts rest on category-level knowledge and third-party sources.
Sources
Related migrations
Frequently asked questions
How do I migrate NexHealth to HubSpot?
1. Confirm which NexHealth products are in use (scheduling, forms, messaging) and which stay live alongside the EHR. 2. Create a Developer Portal account and API key, and list the institution subdomain and location_ids. 3. Define the permitted field list and exclude clinical and treatment data. 4. Confirm a BAA and HubSpot sensitive-data settings with compliance.
What does not move from NexHealth to HubSpot?
Clinical records, treatment plans and EHR charts and Message and campaign history, forms, and scheduling workflows. Plan to rebuild or retire these.
How long does a NexHealth to HubSpot migration take?
Small (<10k patients, single location): 2-4 weeks. Mid (10k-100k patients, 2-10 locations): 4-8 weeks. Large (100k+ patients, 10+ locations or multiple PMS): 8-16 weeks. These are planning estimates, not a quote.
What access do I need to export from NexHealth?
Developer Portal account and API key. Requests are scoped by institution subdomain and location_id.
What compliance issues apply when moving NexHealth data?
Check: Health data / PHI (HIPAA), Financial/payment data and Minors (pediatric patients). Agree consent, retention and access rules before exporting.
Moving NexHealth into HubSpot?
A network of 153+ tiered HubSpot partners and 1,800+ accounts of experience. Tell us what you are moving and which hub matters most.
Talk to a partner