Migrate from axiUm Dental to HubSpot

axiUm patient records (name, DOB, contact info, address, guarantor) map 1:1 to HubSpot contacts. The patient's primary clinic assignment from axiUm stores as a HubSpot custom property. HubSpot contact create date is set from the migration timestamp; original axiUm createdate preserved in Original_Create_Date__c custom datetime field.

axiUm patient-to-insurance is a separate related record. Insurance carrier, policy number, group number, and subscriber relationship merge into a set of HubSpot custom contact properties (Insurance_Carrier__c, Policy_Number__c, Subscriber_Relationship__c). A patient's N insurance records collapse to the primary insurance carrier stored on the contact; secondary carriers surface as a custom multi-select or note.

axiUm providers, faculty members, and students map to HubSpot users by email match. axiUm role type (Dentist, Hygienist, Resident, Student) stores as a custom HubSpot user property. Where axiUm users lack email addresses (some student accounts), they are flagged and assigned to a fallback HubSpot user or stored as a custom contact property on the patients they treated.

axiUm appointments (date, time, provider, clinic, type) map to HubSpot engagements with a meeting linked to the patient contact. If the appointment is a treatment visit with a procedure code, a HubSpot deal is also created with the procedure code as the deal name, the appointment date as close date, and the provider as deal owner.

axiUm treatment plans and completed procedures (ADA codes, tooth numbers, surface designations) map to HubSpot deals. The deal name follows the format 'Procedure: [ADA Code] - [Tooth/Surface]' for clinical specificity. Planned procedures become open HubSpot deals; completed procedures close with the visit date as the close date. Procedure notes from axiUm's clinical record store in a custom long-text field on the deal.

axiUm odontogram data (tooth status, surfaces, existing restorations) has no native HubSpot equivalent. We create a HubSpot custom object (Dental_Chart__c) with a lookup to the contact and fields for each tooth surface. The full odontogram state serializes into structured custom properties per tooth or into a long-text custom property for reference. Your dental team rebuilds chair-side visualization using HubSpot's custom object layout editor post-migration.

axiUm perio pocket measurements, bleeding on probing, and recession data map to a HubSpot custom object (Perio_Record__c) with a date-stamped record per patient per visit. Probing depths (6-point per tooth) store as structured numeric custom fields or as a serialized JSON string in a long-text field for reference. Clinical periodontal classification migrates as a custom pick-list property.

axiUm recall intervals (6-month hygiene, perio maintenance) have no direct HubSpot equivalent. We preserve recall type and next-due date as custom contact properties (Recall_Type__c, Next_Recall_Date__c). The actual automated recall reminders must be rebuilt as HubSpot workflows or Sequences post-migration using those property values as triggers.

axiUm clinical notes, medical history forms, and consent records map to HubSpot contact notes with the original note date preserved. Long-form clinical notes that exceed HubSpot's note character limits store in a custom long-text property (Clinical_Note__c). The note's author (provider/student) stores in the note association and as a custom property.

axiUm financial transactions (ADA code, amount, insurance payment, patient balance, payment date) map to HubSpot deal line items or to custom financial properties on the contact record. Outstanding balance migrates as a custom currency property (Outstanding_Balance__c). Insurance payment history stores as a custom property or as notes on the contact.

axiUm attachments and scanned consent forms, insurance cards, and treatment-plan PDFs migrate to HubSpot Files. Each file associates to the relevant patient contact. File size limits apply — HubSpot's 25MB per file is the ceiling; oversized files are flagged for manual review before the migration run.

axiUm clinic and site locations map to HubSpot companies with the clinic name, address, and phone as company properties. Provider lists per clinic store as custom company properties or as HubSpot company associations to the provider contacts. For multi-location dental organizations, each axiUm clinic site becomes its own HubSpot company record, preserving the provider-to-clinic assignment relationships for scheduling and reporting purposes.