Migrate from Dent-O-Soft to HubSpot

Dent-O-Soft Patient records map directly to HubSpot Contacts. Patient first name, last name, date of birth, contact phone, and email transfer as Contact properties. Original patient create date is preserved as a custom datetime field since HubSpot's CreatedDate reflects migration timestamp.

Dent-O-Soft practice or clinic name maps to HubSpot Company Name. Practice address, phone, and website transfer as Company properties. If Dent-O-Soft stores multiple practice locations, each location becomes a separate Company record with the parent organization noted in a custom field.

Treatment Plans with estimated or completed procedure values map to HubSpot Deals. The treatment plan name becomes the Deal name; total estimated cost maps to Deal Amount. Treatment stage (e.g., 'Consultation', 'In Progress', 'Completed') maps to Deal Stage via value mapping. Each patient Contact gets associated to their Deal via Contact-to-Deal association.

Dent-O-Soft treatment plan status values (e.g., 'Scheduled', 'In Treatment', 'Pending Insurance', 'Completed') map to corresponding HubSpot Deal stage pick-list values. Stage transition dates from Dent-O-Soft are preserved in custom datetime fields on the Deal record for reporting continuity. We validate that all Dent-O-Soft status values have corresponding HubSpot stage definitions before migration, and any unmapped statuses are flagged for your admin to define or map to an 'Other' stage category.

Dent-O-Soft appointment records with date, time, provider, and patient link migrate as HubSpot Meetings. Appointment type (e.g., 'Checkup', 'Procedure', 'Consultation') maps to Meeting body or a custom property. Original appointment timestamps and assigned provider (mapped to HubSpot owner by email) are preserved.

Insurance claims do not have a native HubSpot equivalent. We create an InsuranceClaim custom object with properties for claim number, status, provider, patient link, billed amount, and paid amount. Custom object requires HubSpot Enterprise; if not available, claims store as custom properties on the Contact record.

Dent-O-Soft insurance carrier or provider references map to HubSpot Companies with a custom 'Insurance Provider' property flag. This allows practices to filter HubSpot reports by insurance carrier and associate claim history with the carrier Company record. Each insurance provider Company links to patient Contacts via secondary associations, enabling your team to view all patients with a specific carrier, track total claims submitted and paid, and identify carriers with higher denial rates for targeted follow-up.

Dent-O-Soft supplier and dental laboratory records map to HubSpot Companies with a custom 'Supplier' or 'Lab' type property. Supplier contact name, email, and specialty transfer as Company properties. This enables tracking lab relationships separate from patient-facing insurance or practice Company records.

Dent-O-Soft clinical notes linked to patient records migrate as HubSpot Notes with original creation timestamp and provider attribution. Notes are attached to the Contact record and include a reference to the associated Treatment Plan via a custom property. The note body preserves the original clinical observations, treatment recommendations, and any patient-specific instructions, while the custom property linkage allows your team to filter all notes related to a specific Treatment Plan Deal for comprehensive treatment history review.

Individual payment records from Dent-O-Soft do not map to any standard HubSpot object. We create a Payment custom object linked to the Contact (patient) and the associated Deal (treatment plan), storing payment date, amount, method, and remaining balance. Requires HubSpot Enterprise for custom objects.

Dent-O-Soft provider or staff assignments on patient records resolve to HubSpot Owners by email match. Unmatched providers are flagged before migration; your team either creates HubSpot users first or assigns records to a default owner. Primary dentist per patient becomes the Contact owner in HubSpot.

Dent-O-Soft custom fields on patient records (e.g., 'Referral Source', 'Preferred Contact Method', 'Medical Alert Flags') migrate as HubSpot custom contact properties. Property types are matched (text to text, number to number, date to date) and validated before migration. Property API names follow HubSpot's camelCase convention.

Dent-O-Soft custom fields on treatment plans (e.g., 'Anesthesia Type', 'Material Used', 'Lab Case ID') migrate as HubSpot custom deal properties. We preserve the data type and validate pick-list values against HubSpot's property constraints before loading. Property API names follow HubSpot's camelCase naming convention, and any field names exceeding HubSpot's 40-character limit are truncated with a suffix to ensure compliance while maintaining readability.