Migrate from DentAdmin to HubSpot

DentAdmin patient records map directly to HubSpot contacts. First name, last name, date of birth, gender, phone, email, and address fields migrate as HubSpot native properties. Medical codes (INAMI/RIZIV) and insurance references map to HubSpot custom contact properties. Patients without an email address are flagged before migration so your team can decide whether to create contact-only records or exclude them from the CRM migration.

When a DentAdmin patient is linked to a household or employer entity, that related entity migrates as a HubSpot Company record. The primary patient contact gets linked to the company via HubSpot's primary company association. Household-level consolidation rules are applied during mapping to avoid creating duplicate company records for shared addresses.

DentAdmin insurance carrier records map to HubSpot companies with a carrier-type label applied as a custom property. Carrier-specific fields (policy number format, reimbursement rates, coverage types) migrate as HubSpot custom text or pick-list fields on the company record. Multiple patients linked to the same carrier in DentAdmin all associate to the single HubSpot company.

Past DentAdmin appointments migrate as HubSpot engagements — type 'Meeting' for completed visits, type 'Note' for administrative appointments without a patient present. Original appointment date and time, treating practitioner, and appointment status (completed, no-show, cancelled) are preserved as engagement metadata. Future appointments are not migrated as HubSpot does not manage future scheduling natively.

DentAdmin treatment records (procedure code, tooth number, materials used, notes, cost, date) map to a HubSpot custom object named 'Treatment_Record'. The custom object links to the HubSpot contact (patient) via a standard HubSpot association. Procedure codes are stored as a custom pick-list property matching the Belgian dental coding system used in DentAdmin.

DentAdmin practitioner records are matched to HubSpot users by email address. The practitioner name, specialization, and INAMI number are stored as HubSpot user properties for reference. Unmatched practitioners are flagged before migration — your team either creates HubSpot user accounts first or assigns records to a fallback owner.

Outstanding and historical invoices in DentAdmin map to HubSpot deals for financial tracking. The invoice amount becomes the deal amount, and the invoice date becomes the close date. Invoice status (paid, pending, overdue) maps to deal stage values. Invoice line items referencing treatment codes are preserved as deal name or custom fields for reconciliation.

DentAdmin patient document attachments are downloaded and re-uploaded to HubSpot Files associated with the contact record. File size limits of HubSpot apply (25MB per file). Inline X-ray images and PDF reports stored in DentAdmin are rehosted in HubSpot's file storage. Document type labels (treatment plan, consent form, insurance claim) are preserved as engagement notes.

DentAdmin's multi-site configuration maps to a HubSpot custom pick-list property named 'Practice_Site__c' on both contacts and companies. For practices requiring strict data separation between locations, a HubSpot multi-portal strategy is recommended — we deliver a separation plan as part of the migration scoping.

Belgian RZIV (now INAMI/RIZIV) procedure and insurance codes stored in DentAdmin per patient have no native HubSpot equivalent. These migrate as custom text or pick-list fields on the HubSpot contact record. Code-to-coverage mapping rules used by DentAdmin for automatic price calculation must be rebuilt as HubSpot workflow logic post-migration.

DentAdmin recall scheduling (6-month hygiene reminders, annual checkup alerts) is business logic encoded in the practice workflow, not a data object. This logic does not migrate. FlitStack exports the recall configuration as a reference document so your HubSpot admin can rebuild it using HubSpot's workflow builder with enrollment triggers based on last-appointment date.