When Automation Isn’t an Option: A Manual CRM Migration Success Story

The Process

1. Field Mapping & Cleaning	Audited legacy CRM data—identified inconsistencies and missing information
2. Custom Field Setup	Created new intake-compatible fields in HubSpot to map existing data correctly
3. Manual Data Transfer	Manually entered and formatted 3,000+ contact records (names, contact info, dates) into HubSpot
4. Quality Control	Verified each record for accuracy, completeness, and format consistency
5. Handoff & Training	Delivered a compliant, well-segmented CRM and walked the team through setup

Tools Used

• HubSpot CRM – Where all contact records were entered, customized, and structured

• Spreadsheets (Excel/Google Sheets) – Used for initial staging, cleanup, and field mapping

• Manual QA process – Thorough checks for typos, missing fields, and formatting issues

• Secure file transfer – Ensured encrypted sharing and safe storage of sensitive data throughout the project

Results

3,000+ records migrated	All entries transferred and verified
HIPAA compliance maintained	Upheld throughout the project
Standardized data formatting	Consistent across all contact and intake fields
Immediate usability	CRM ready for outreach, referrals, and scheduling

---

✅ Overview

A multi-location healthcare provider needed to transition from an outdated local CRM to HubSpot to improve patient intake, outreach, and billing operations. But with over 3,000 records — including sensitive patient data — HIPAA compliance meant automation was off the table.

They needed a manual CRM migration strategy that prioritized accuracy, HIPAA compliance, and a smooth transition into HubSpot. That’s where Brilliant Data Solutions came in.

🔍 The Challenge

• The legacy CRM contained inconsistent, outdated, and incomplete records

• Over 3,000 records needed to be manually reviewed, cleaned, and transferred

• Automation tools were prohibited by HIPAA compliance and privacy policies

• Custom intake and contact fields had to be rebuilt inside HubSpot

• Client requested a tight turnaround without compromising accuracy or security

🛠️ Our Solution

We implemented a hands-on, security-first migration workflow tailored for healthcare:

1. Field Mapping & Cleaning: Audited legacy CRM data to identify inconsistencies, duplicates, and missing info

2. Custom Field Setup in HubSpot: Recreated all necessary intake-compatible fields, custom tags, and dropdowns

3. Manual Data Transfer: Manually entered and formatted 3,200+ patient records (contact info, dates, intake tags, etc.)

4. Quality Control: Verified each entry for completeness, formatting consistency, and HIPAA-safe handling

5. Secure Handoff + Training: Delivered a compliant, ready-to-use CRM — and trained the team for confident usage

📊 The Results

• ✅ 3,200+ patient records manually entered and verified

• 🧾 Data formatting standardized across all contact points

• 🔐 HIPAA compliance upheld throughout the project

• ⚡ Project completed in just 12 business days

• 💼 Client now uses HubSpot seamlessly for outreach, scheduling, and referrals

📌 Why This Matters

Healthcare providers can’t afford data mistakes. Whether it’s compliance, confidentiality, or clean formatting, our manual process ensures accuracy where automation can’t.

From private clinics to multi-site facilities, Brilliant Data Solutions delivers precision, structure, and peace of mind.

👩🏽‍💻 Need a Secure, Manual CRM Migration?

We specialize in manual CRM transfers for industries that require strict data handling — like healthcare, education, legal, and financial institutions.

If automation isn’t an option, we ensure your data moves securely — and flawlessly.

INTERESTED? LET'S TALK

CONTACT US

 LOOKING TO SEE WHAT ALL WE OFFER? CLICK HERE TO REVIEW ALL SERVICES