Migrate from Dent-O-Soft to HighLevel

Direct map. Dent-O-Soft patients become HighLevel Contacts. First name, last name, date of birth, phone, and address migrate as standard Contact fields. Original patient ID preserved as Source_System_ID__c custom field for traceability and delta-run de-duplication. Additionally, the original patient creation date is saved as a custom datetime field to retain the original timeline for reporting and audit purposes.

Dent-O-Soft stores insurance carrier, group number, subscriber ID, and eligibility status per patient. These map to a HighLevel Insurance Record Custom Object with lookup to Contact. Each insurance field requires a custom field on the custom object matching the source carrier, group number, subscriber ID, and eligibility datetime.

Each Dent-O-Soft appointment (date, time, provider, operatory, procedure code) creates a HighLevel Opportunity for pipeline tracking and a Calendar Event for scheduling. The Opportunity captures the treatment value; the Calendar Event captures the scheduled slot. ADA CDT procedure codes migrate as a custom pick-list field on the Opportunity.

Dent-O-Soft treatment plans list proposed procedures, estimated costs, and completion status per patient. We map these to a Treatment Plan Custom Object with a Contact lookup, procedure description, estimated amount, status pick-list, and start/end date fields. Completed procedures update the status to 'Completed' to maintain historical accuracy.

Clinical notes, tooth chart annotations, and clinical observations from Dent-O-Soft migrate as a Clinical Note Custom Object. Each note links to a Contact and includes a custom rich-text field for clinical content, provider name, treatment date, and procedure code. HIPAA sensitivity requires this data to be stored as encrypted custom fields rather than standard notes.

Dent-O-Soft patient ledger entries (charges, payments, adjustments, insurance payments) migrate as a Patient Ledger Custom Object with a Contact lookup, transaction type pick-list, amount, date, and description. This preserves the financial history but does not integrate with HighLevel's native payment processing — reconciliation is for record preservation only.

Submitted claims, status (pending, accepted, denied), and payment details map to an Insurance Claim Custom Object with a Contact lookup, claim ID, submission date, carrier, billed amount, paid amount, and status pick-list. This provides claim tracking within HighLevel but does not replicate electronic claims submission.

Dent-O-Soft providers (dentists, hygienists, assistants) resolve to HighLevel Users by email match. If a provider has no HighLevel user account, their name and ID are stored on treatment records as custom fields for reference. Provider schedules map to HighLevel calendar availability for appointment booking.

Dent-O-Soft recall programs (6-month hygiene, annual exam) merge into HighLevel Opportunities labeled by recall type, with a Workflow trigger set to the recall date. The Opportunity Stage tracks whether the recall appointment has been scheduled, completed, or missed. This replaces the recall list with an actionable pipeline.

Referral source tracking (insurance network, marketing campaign, existing patient referral) migrates as a Contact tag for segmentation and a custom pick-list field (Referral_Source__c) for reporting. Multiple referral sources per patient collapse to a primary source tag plus a secondary tag.

Treatment consent forms, insurance cards, and clinical images attached to Dent-O-Soft patient records re-upload to HighLevel Files linked to the Contact record. File size limits apply (HighLevel supports up to 25MB per file). Inline images in clinical notes are extracted and attached separately.