Migrating from HearForm moves your patient records, appointments, financial history, and clinical documentation into Suno before your go-live date. HearForm stores data in a FileMaker database and exports several separate files — this guide covers exactly what is and is not migrated, and what you need to do to prepare.
How HearForm migration works
Because HearForm stores patient contact data across multiple tables, addresses, email addresses, and phone numbers are imported in separate passes. A patient's full contact picture is assembled across multiple steps — if a patient is missing a specific contact field, it is likely that one secondary import step did not find a match for that patient, not that the entire patient is missing.
Important: Appointments deleted in HearForm are stored with the date changed to 01/01/2000. These are automatically excluded from migration and will not appear in Suno.
What we migrate
Staff
Names, email addresses, roles, titles, NPI numbers, and permission groups
Staff initials — HearForm uses initials to link appointments, invoices, and notes to providers; these must be correctly set up in Suno before migration
Patients
Demographics — name, date of birth, sex, title
Contact information — primary phone, email address, and primary address; additional addresses and phone numbers from separate HearForm tables
Patient status (
Active,Inactive)Patient type tags — VA, Private Pay, IHS, Medicaid, Pediatric, Professional Contact, VES, QTC, TNS, Prospect
Do-not-call, do-not-text, and do-not-email flags
Preferred provider and preferred clinic
Referral source, sub-referral source, and referring physician
Patient documents (eDocuments via Box)
Appointments
Date, time, duration, clinic, assigned staff, and appointment type
Appointment status and notes (Description field)
Schedule blocks (off, admin, holiday, meetings), if requested
Deleted appointments (01/01/2000 dates) are automatically excluded
Products and pricing
HearForm stores all products in a single export. We pre-process this into separate product types before importing:
Product type | What is included |
Hearing aids | Model, manufacturer, technology, retail price, cost, warranty (months), CPT code, active status |
Batteries | Description, manufacturer, retail price, cost, CPT code |
Earmolds | Description, retail price, cost, warranty (months), CPT code |
Accessories (incl. Receivers and Remotes) | Description, manufacturer, retail price, cost, CPT code |
Fees | Description, retail price, cost, CPT code |
Repairs | Description, retail price, cost, CPT code |
Services (incl. Diagnostics and Warranties) | Description, retail price, warranty duration (months), CPT code |
Dispensed devices
Manufacturer, model, style, technology, serial number, ear, and color
Purchase date, fitting date, and re-fit date
Warranty and loss and damage warranty expiry dates
Fit details — dome size, speaker size, earmold materials and type, vent size (stored as notes on the device)
Device status and battery type
Most recent active device per ear automatically flagged
Financial records
Invoices — date, clinic, provider, and balance
Invoice status — zero-balance invoices marked
Completed; outstanding invoices markedReady to BillLine items — products and services, with discounts
Write-offs (line items in HearForm containing "write off" in the name)
Payments — date, method, amount, and check or card reference number
Adjustments and refunds
Note: If your practice uses QuickBooks, financial migration data will need to be synced to QuickBooks separately after go-live. Your onboarding specialist will coordinate this.
Clinical documentation
Chart notes with original visit date, category, subject, and type
Visit detail notes linked to appointments where a matching appointment date exists
Insurance policies
Insurance company, member ID, group number, plan name, copay, and payer ID
Priority (Primary, Secondary, Tertiary, Inactive)
VA authorization records
VA authorization number, location, period, and SSN — stored as a patient note titled VA Authorization
Administrative data
Referring physicians, referral sources, and appointment types
What we do not migrate
Staff passwords — every staff member will have a new account setup in Suno
System configuration — workflow settings, custom FileMaker layouts, and report templates
Structured audiogram records — visit notes referencing audiogram results are migrated as text in chart notes
Insurance claim submission history — ERA/EOB files and clearinghouse records
Hearing aid programming data — fitting software files (e.g., Noah files)
Custom report definitions
Deleted appointments — automatically excluded (01/01/2000 dates)
Email and communication history
Before you begin
Export your data from HearForm — your onboarding specialist will provide a full list of the CSV files needed and guide you through the FileMaker export process.
Confirm staff initials are set up correctly in Suno — HearForm uses staff initials to link appointments, invoices, and notes to providers.
Confirm clinic names — HearForm uses the first word of the OfficeAssigned field to match clinics; let your specialist know your clinic names in advance.
Prepare patient documents — if you have eDocuments to transfer, confirm with your specialist how these will be moved.
Notify your team — staff will receive a Suno invite to set up their account; passwords do not transfer.
If your practice serves VA patients, confirm your VA Authorization export is included in your data export. VA auth records are matched to patients by name — confirm there are no duplicate patient names (same first and last name) in your system before migration.
Still need help?
If you have questions about what will or will not be migrated from HearForm, contact Suno Support with your clinic name and we'll be happy to help.