Migrate from Dental-Exec to HubSpot

Dental-Exec patient records map directly to HubSpot contacts. The original patient_id is preserved as Source_System_ID__c for traceability and delta-run de-duplication. Insurance and employer fields require HubSpot custom properties since no native equivalent exists. All standard contact properties such as name, email, phone, and address are transferred as-is, ensuring immediate usability in HubSpot’s native tools and reports.

Dental-Exec employer and insurance_provider data can create a related Company record in HubSpot representing the employer or insurance plan. Many patients share the same employer or plan, so we deduplicate by name and link contacts to the canonical company record.

Dental-Exec appointment records convert to HubSpot engagement logs — calls for check-in and recall appointments, meetings for scheduled procedures. The appointment_type field maps as a custom label on the engagement; treating provider resolves to the HubSpot owner by email match.

Treatment plans migrate as HubSpot deals. The treatment_description becomes the deal name, estimated_amount and actual_amount map to deal amount fields, and billing_status becomes a custom pick-list property on the deal. Procedure_code is stored as a custom text property. The deal’s original create date is preserved as a custom datetime field to maintain historical context for reporting on treatment acceptance and revenue timing.

Dental-Exec pipelines (if configured) map to HubSpot deal pipelines. Each pipeline requires a named HubSpot pipeline; stage values map value-by-value to HubSpot deal stage names. Billing_status__c stage values are mapped as custom pick-list options per pipeline. If a pipeline in Dental-Exec contains custom stages beyond the standard open/closed states, those stages are recreated as HubSpot deal stages with the same labels and order to preserve workflow continuity.

Dental-Exec prescription records (rx_number, medication, dosage, frequency, prescriber, date_prescribed) map to HubSpot tickets. Medication details are stored as custom text and pick-list properties on the ticket; the prescribing doctor resolves to the ticket owner by email match. Each ticket also inherits the associated patient contact, allowing staff to view prescription history directly within the contact’s timeline for rapid reference during appointments.

Dental-Exec doctors and assistants are matched to HubSpot owners by email address. Unmatched practitioners are flagged before migration; their records fall back to the practice admin owner. Practices should ensure all practitioners have HubSpot user accounts before the migration runs.

Every Dental-Exec custom field without a HubSpot native equivalent — insurance_provider, insurance_policy_number, rx_number, procedure_code — requires a HubSpot custom property. We create these during schema setup and document the full property list before data lands. Custom properties on Enterprise tiers support the full field breadth.

Dental-Exec appointment-to-patient links are preserved by associating each engagement log to the corresponding HubSpot contact record. HubSpot's association model links engagements to contacts natively, maintaining the full patient timeline in the contact record. If an appointment is linked to multiple patients (e.g., family members seen together), each link is represented as a separate association on the engagement record, preserving the complete relationship graph.

HubSpot has no native insurance_provider or insurance_policy_number field. We create Insurance_Provider__c, Insurance_Policy_Number__c, Group_Number__c, and Subscriber_ID__c as custom properties on the contact. Employer__c maps to a custom property on both Contact and the related Company record. These custom fields are marked as required where applicable, and are included in HubSpot’s default contact views so staff can see insurance details at a glance without navigating away from the record.