Migrate from Denticon to HubSpot

Denticon patient records map 1:1 to HubSpot contacts. The Denticon PATID migrates as Source_System_ID__c for traceability. Multi-location patients (same patient seen at multiple OIDs) collapse to a single HubSpot contact with Denticon_Locations__c listing each office they visited. Marketing consent flags from Denticon's patient-communication preferences migrate to HubSpot's subscription type properties.

Denticon stores an organization-level record for the dental practice itself. This migrates as a HubSpot Company record representing the practice organization. In a single-location migration this is the primary company. In multi-location setups each OID becomes a separate Company record, optionally linked via HubSpot's company hierarchy feature if the Denticon PGID model supports it.

Denticon appointments with procedure codes map to HubSpot engagements. Single-procedure appointments become HubSpot Tasks with type='Call' or 'Email'. Multi-procedure appointments (e.g., new-patient exam + cleaning + X-rays) split into multiple engagement records, all linked to the same Contact. Appointment status (scheduled, completed, cancelled) maps to HubSpot engagement completion state.

Denticon treatment plans (procedure codes, tooth surfaces, diagnosis notes) have no native HubSpot equivalent. HubSpot Enterprise custom objects handle this as Treatment_Plan__c with a lookup to Contact. Each treatment plan record includes plan date, proposed procedures, estimated cost, and status. Plans link to the corresponding HubSpot appointment engagements.

Denticon provider records (dentists, hygienists, office staff) map to HubSpot contacts with a Provider_Role__c custom property distinguishing role type. Provider email and phone become standard contact properties. The primary location association maps to the Provider_Location__c property pointing to the corresponding HubSpot Company or team.

Denticon tracks referral sources (patient referrals, provider referrals, external practice referrals) in a dedicated object. HubSpot has no native referral object — incoming referrals are stored as Referral_Source__c and Referral_Date__c custom properties on the patient Contact. Referral provider details (name, practice) stored as text properties if present in Denticon.

Denticon insurance carrier, plan type, subscriber ID, and coverage percentages map to custom properties on the patient Contact (Insurance_Carrier__c, Insurance_Member_ID__c, Coverage_Percent__c). RCM status (claim filed, pending, paid) maps to a Deal-level custom property because HubSpot has no native claims model. Actual claim-payment workflows must run in Denticon or a dedicated RCM tool.

Denticon clinical notes and tooth-chart data (per-tooth conditions, surfaces treated, AI-opportunity flags from XVWeb) cannot represent as HubSpot engagements alone. We create Clinical_Note__c as a HubSpot Enterprise custom object with a Contact lookup. Tooth-chart data is serialized as a long-text Tooth_Chart_Data__c field — the structured per-tooth breakdown is preserved but readable only as formatted text until a custom reporting view is built.

Each Denticon OID (Office ID) becomes a HubSpot Team representing that location's staff access scope, paired with a Company record representing the physical office. If the Denticon PGID supports parent-child office hierarchies, HubSpot's company hierarchy (Parent Company field) replicates the structure. Multi-OID migrations to a single HubSpot portal require careful ownership routing to avoid contact overlap.

Major procedure types (comprehensive exam, root canal, crown prep) that represent significant patient commitment or revenue map to HubSpot Deals with the corresponding procedure as the deal name and the estimated fee as the deal amount. Routine hygiene visits (prophy) typically remain as engagement records only — the deal creation threshold is configurable based on the practice's pipeline reporting needs.