Migrate from DentAdmin to HighLevel

Direct map. Every DentAdmin patient becomes a HighLevel Contact. The patient's name, date of birth, phone, email, and address fields map to the corresponding HighLevel Contact fields. Custom dental fields (insurance carrier, policy number, RIZV tier) migrate as custom fields on the Contact record. Multi-site DentAdmin accounts may produce duplicate patient names across locations — we flag these for de-duplication before the full migration runs.

Direct map by email match. Each DentAdmin provider with an email address resolves to a HighLevel User. Providers without email addresses in DentAdmin are imported as Contact records in a 'Former Provider' state — your admin reassigns them to Users manually before go-live. Provider specialty (e.g., Tandarts, Mondhygiënist) migrates as a custom pick-list field on the User record.

Each DentAdmin appointment becomes a HighLevel Task linked to the patient Contact. The task subject carries the appointment type (Controle, Behandeling, Intake), the due date reflects the original appointment date, and the task status maps from DentAdmin status (Gepland → Not Started, Voltooid → Completed, Annulatie → Cancelled). Original provider assignments resolve to the matched HighLevel User via email.

If HighLevel's calendar is active at the destination, appointments also generate Calendar Events with original start/end times preserved. This requires the HighLevel calendar to be enabled and configured before migration. The task record serves as the authoritative appointment history regardless of calendar sync status.

DentAdmin RIZV treatment codes (e.g., code numbers for specific procedures) have no native equivalent in HighLevel. We create a custom field on Contact named Treatment_Code__c to store the last-applied code and a custom object named Treatment_History__c to store the full treatment log with dates, codes, and provider assignments per patient.

Insurance carrier name, policy number, and coverage tier from DentAdmin merge into three custom fields on the Contact record: Insurance_Carrier__c, Insurance_Policy_Number__c, and Insurance_Tier__c. Patients with multiple insurance plans (e.g., mutual + hospitalisation) are stored as a comma-separated value in the primary field, with a note field for the full breakdown.

DentAdmin patient documents (clinical forms, signed consents, X-ray references) re-upload as HighLevel Files attached to the Contact record. File size limits (25 MB per file) apply — documents exceeding this threshold are flagged for splitting or manual alternative handling. Original filenames and upload dates are preserved in the file metadata.

Active treatment plans in DentAdmin map to HighLevel Opportunities. The Opportunity name carries the plan description, the estimated amount reflects the total plan value (if priced in DentAdmin), and the pipeline stage defaults to a 'Treatment Plan' stage that your admin customizes. Once the treatment is completed, the stage moves to 'Closed Won' or your equivalent — this mapping is confirmed during the sample migration review.

DentAdmin recall intervals (e.g., 6-month hygiene recall) cannot be exported. These rules must be rebuilt in HighLevel's Workflow Builder as time-based triggers — the contact tag 'Hygiene Patient' fires a workflow that schedules an outreach message 180 days after the last appointment. We document every active recall rule from DentAdmin as a rebuild reference for your HighLevel admin.

Multi-site DentAdmin accounts map each location to a HighLevel Location__c custom field on Contact for reporting segmentation. If your HighLevel setup uses sub-accounts per location (Unlimited or SaaS Pro tier), we can partition the migration by sub-account — each location's patients land in a separate HighLevel sub-account with its own pipeline and workflows.

DentAdmin billing and payment records (amounts paid, outstanding balance) have no native HighLevel equivalent. We migrate the last payment amount and outstanding balance as custom fields on the Contact for reference. Full billing history requires a separate accounting integration (e.g., Stripe or QuickBooks) that must be configured post-migration — we do not rebuild the billing model.

DentAdmin patient categories (e.g., 'Nieuwe Patiënt', 'Terugkerend', 'Factureringsprobleem') migrate as HighLevel Tags on the Contact record. Tags are applied at migration time and can trigger workflows in HighLevel — your admin decides whether to enable tag-based triggers for newly migrated tags.