CASE STUDY • HIGHLEVEL • SYSTEMS MIGRATION
Migrating a 20-year functional medicine practice onto one platform — with HIPAA compliance handled.
How a functional medicine doctor moved off Infusionsoft, WordPress, and Practice Better to consolidate 10,000+ patient records, launch an online lab store, and run compliant patient texting — with signed BAAs and PHI kept off non-compliant surfaces.
PROJECT SNAPSHOT
CLIENT TYPE
Functional medicine doctor — practice, labs + course program
INDUSTRY
Healthcare & clinical education
ENGAGEMENT
Full migration
TIMELINE
18 Month Operator Retainer
TOOLS
HighLevel
Stripe
Airtable
SKILLS
CRM Architecture
Custom Objects
Compliant Intake
Subscription Billing
INTEGRATIONS
Stripe Payments
A2P 10DLC SMS
MIGRATED FROM
Infusionsoft
WordPress
Practice Better
- THE PROBLEM
What was broken and what they needed.
He's a functional medicine doctor running three arms of one business: clinical services, a direct-to-consumer lab-ordering service, and an online training course program. All of it was scattered across systems that didn't connect — Infusionsoft ran email marketing, WordPress hosted the site, and Practice Better managed patients. Payments were collected manually through Zelle.
His hard requirement was compliance. He handles patient data, so every tool in the stack has to protect privacy and meet strict medical rules. On top of that, he sold eBooks and health products through a store, and his own data showed patients answered texts far faster than email — so messaging had to be both central and compliant.
He needed one secure platform that could carry the clinical practice, the product sales, and the course library together, without his team switching between three tools that were never built to talk to each other.
The solution: I migrated the entire practice into HighLevel with a signed BAA in place, retired the legacy platforms, cleared A2P 10DLC carrier text-compliance, and built a dedicated Airtable clinical tracker to manage patient lab statuses — keeping PHI on surfaces configured to carry it.
- THE SYSTEM
How it all connects
- the build
Key highlights from the build
01
Compliance picked the platform, not preference.
Compliance set the requirements; features came second.
See the logic +Close −
The practice was attached to Infusionsoft, but it was dated and wasn't built to carry highly regulated patient data.
The deciding factor wasn't new features — it was finding one tool that could hold the website, courses, product store, and patient messaging securely, under a BAA, in one place.
02
10,000+ records and their workflows, migrated without losing the logic.
A migration that size usually drops data or breaks automations. This one didn't.
See the logic +Close −
His old system held over 10,000 patient records and years of built-up automations — onboarding sequences, tags, and upsell logic. Moving a setup that size is risky; data and workflow logic both get dropped.
I carried over every patient file with its original tags and communication preferences intact, and rebuilt the automation logic so the sequences kept running on the new platform.
03
A2P 10DLC compliance, so texting scaled without getting flagged.
Patients answered texts faster, so SMS had to be bulletproof.
See the logic +Close −
Patients replied to texts much faster than email, which made SMS central to daily operations. But carriers block business numbers that text at volume without registration.
I configured full A2P 10DLC clearance, building mandatory opt-in tags and automated opt-out rails directly into every workflow.
04
Clinical lab tracking lived in Airtable, on purpose, not by default.
A CRM runs relationships; it doesn't run lab workflows.
See the logic +Close −
A CRM is great for messaging and relationships, but it isn't built to track complex medical lab workflows. I built a separate clinical dashboard in Airtable as the backend operations system.
The moment a patient's lab status changes, the record updates automatically — so the lab assistant can see the full history and guide the patient through their results.
05
Lead magnets wired into funnels so signups onboard themselves.
Manual routing kills team efficiency, so the funnel does it instead.
See the logic +Close −
Routing leads by hand slows the whole team down. I transferred his lead magnets and website, then wired the intake funnels straight into the CRM.
A new signup now kicks off its own onboarding sequence without anyone touching a button.
- THE LIFECYCLE
How the client moves through it.
- the SHIFT
What actually changed for the business.
THE DOCTOR
One compliant system, not three
Practice, labs, courses, and messaging in one place, on a platform that can carry patient data — instead of a dated stack that was never built for it.
FOR THE LAB ASSISTANT
The patient's lab picture, at a glance
No more piecing together what someone ordered. The status change builds the record, and the coaching log keeps the history in one place.
FOR THE PATIENTS
Texts they asked for, easy to stop
Every message has consent behind it, identifies the practice, and honors STOP instantly — the line between a system that scales and one that gets flagged.
READY TO WORK?
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