Migrate from Core Practice to HubSpot

Core Practice patient records map 1:1 to HubSpot contacts. Patient name, date of birth, contact information, and insurance details transfer as contact properties. The patient's primary provider assigns as the HubSpot contact owner via email matching. We also preserve the original Core Practice patient ID as a custom property for traceability and future delta-sync operations.

For patients who are also practice owners or for multi-location practices, the responsible party (guarantor) maps to a HubSpot company record. This handles the dental-practice model where the practice entity may need separate representation from patient contacts. The guarantor company links to patient contacts via HubSpot's association system.

Each Core Practice location (office address, NPI number, taxonomy code) creates a HubSpot company record. Practices with multiple offices generate multiple company records linked to patient contacts via associations. The NPI and taxonomy codes store as custom properties on each company for compliance and specialty reporting.

Core Practice treatment plans become HubSpot deals. The treatment plan total value maps to deal amount. Treatment phases become deal stages within a HubSpot pipeline. Custom properties carry CDT codes, procedure descriptions, and treatment-phase status. The deal owner resolves from the provider assigned in Core Practice.

Core Practice appointments with provider, date, duration, and type map to HubSpot meetings (engagements) with original timestamps preserved. Appointment notes and clinical observations attach as HubSpot notes linked to the contact record. Each meeting engagement links to both the patient contact and the provider user in HubSpot.

Core Practice clinical notes (per-visit observations, diagnoses) migrate as HubSpot notes attached to the contact. Rich-text formatting preserves. Provider and timestamp metadata transfers for audit continuity. We map the original created date to the HubSpot note timestamp to maintain the clinical record timeline.

Insurance carrier name and policy details from Core Practice become custom contact properties in HubSpot (insuranceCarrier, policyNumber, groupNumber). HubSpot requires these custom fields created before migration. We configure field types (text, number) to match the source data format.

Current Dental Terminology codes from treatment plans migrate as a custom property on HubSpot deals (cdtCodes). Multiple codes per treatment plan stored as comma-separated values or as multiple custom properties based on your reporting needs. We recommend comma-separated for standard reporting and multi-property for advanced filtering.

Core Practice providers (dentist, hygienist, assistant) resolve by email match against HubSpot users. Unmatched providers are flagged before migration for manual resolution. Patient records owned by unmatched providers assign to a fallback HubSpot user to ensure no record lacks an owner post-migration.

Core Practice billing data — amounts billed, payments received, insurance payments, outstanding balance — migrate as deal custom properties (billedAmount, paymentReceived, insurancePayment, balanceDue). HubSpot has no native billing object, so these custom properties preserve the financial context for reporting within the deal record.

Referral source tracking in Core Practice maps to a HubSpot contact custom property (referralSource). This supports post-migration marketing attribution and referral tracking workflows. We configure pick-list options in HubSpot to match the source values for consistent filtering and reporting.

Any Core Practice custom fields beyond the standard set create HubSpot custom properties on the appropriate object (contact, company, or deal). We inventory all custom fields during discovery and create the HubSpot schema before data loads. Each property receives the correct data type and validation settings during setup.