Migrate from Dental-Exec to HighLevel

Dental-Exec patient records map directly to HighLevel contacts. The patient's name, phone, email, address, and date of birth transfer as standard contact fields. Insurance information maps to custom fields on the contact record. The original Dental-Exec patient ID is preserved as a custom field for traceability.

Dental-Exec appointments map to HighLevel calendar appointments with the original date, time, provider, and status preserved. Appointment type requires a custom pick-list in HighLevel since Dental-Exec uses procedure-based appointment categories. Patient link transfers via contact lookup. If your practice uses appointment resources such as operatory or room, FlitStack can store those as custom fields on the appointment record for reference after migration.

Dental-Exec treatment plans and procedure records map to a HighLevel custom object linked to the Contact record. Each procedure record captures the treatment type, date, provider, tooth/surface involved, and completion status. The custom object relationship field links treatment history to the patient contact.

Dental-Exec insurance information (provider name, plan type, group number, member ID, coverage percentages) maps to custom fields on the Contact record. Primary and secondary insurance both migrate with their respective details. FlitStack preserves original insurance effective dates as custom date fields.

Dental-Exec provider and staff records map to HighLevel users. Resolution happens by email match—each Dental-Exec provider with a valid email address resolves to the corresponding HighLevel user account. Providers without HighLevel accounts are flagged for assignment to a fallback user before migration.

Dental-Exec recall and re-care dates migrate as custom date fields on the Contact record (e.g., last_cleaning_date, next_recall_date). HighLevel workflows can be configured post-migration to trigger recall reminders based on these dates. The recall interval logic must be rebuilt as workflow conditions.

Dental-Exec clinical notes and general notes migrate as HighLevel notes attached to the Contact record. Original create dates and provider attribution are preserved. Rich-text formatting in notes may require normalization depending on the source export format. FlitStack converts basic HTML tags to plain text where possible, and any unsupported formatting is logged for manual review before final loading.

Dental-Exec file attachments (treatment consent forms, insurance cards, imaging referrals) re-upload to HighLevel Files and attach to the corresponding Contact record. File size limits apply—Dental-Exec files exceeding HighLevel's size threshold are flagged for manual re-upload. FlitStack can compress or split large files to meet HighLevel's 25 MB per-file limit, and maintains a manifest of all uploaded files for verification.

Dental-Exec insurance claims migrate as a custom object linked to the Contact record, capturing claim ID, status, submitted date, amount, and payer. The claim-to-treatment linkage is preserved via the treatment custom object relationship. Claim history is informational—billing must be managed outside HighLevel.

Dental-Exec tags and labels transfer as HighLevel tags on the Contact record. All tags present at the time of migration export are applied. Note: HighLevel does not preserve tag application timestamps—only the final state of tags migrates. If your workflow relies on tag history, FlitStack can export a Tag_History custom object with the original application date and user for later analysis.

Dental-Exec custom fields specific to a practice (e.g., referral source, preferred contact method, treatment coordinator notes) migrate to HighLevel custom fields on Contact or to a custom object depending on whether they are single-value or multi-record fields. Each custom field requires type mapping (text, number, pick-list, date).