Migrate from Dentrix to HighLevel

Every Dentrix patient becomes one HighLevel contact through direct field mapping. Name, email, phone, address, birthdate, and insurance details transfer to matching HighLevel contact fields. A Dental_Patient__c custom field flag is added to each migrated record to distinguish dental patients from general CRM leads and marketing contacts, enabling the practice to apply dental-specific workflows and segmentation.

Dentrix providers with login credentials who need visibility in HighLevel pipelines are provisioned as HighLevel users and assigned as opportunity owners for migrated patient contacts. Providers who are also patients within Dentrix receive both a user account and a contact record tagged with a Provider_Role__c custom field to differentiate their dual role within the CRM system.

Dentrix appointment records migrate as HighLevel tasks or calendar events, keyed by patient contact lookup. Note: Dentrix appointments include chair, operatory, and provider-chair-time context that has no HighLevel equivalent — this scheduling nuance is lost and must be reconstructed in HighLevel calendar if needed.

Dentrix stores insurance carrier information as patient-level attributes, but HighLevel lacks a native insurance object. We resolve this by creating custom text fields—Insurance_Carrier__c, Insurance_Group__c, and Insurance_Member_ID__c—on the Contact record. Practices carrying secondary insurance receive additional corresponding custom fields to capture dual coverage details accurately.

Current Dental Terminology codes from treatment history have no HighLevel native equivalent. We store CDT_Codes__c as a long-text custom field or a series of custom text fields. Practices with per-code tracking create one custom field per code — this requires planning with the practice admin before migration.

Dentrix clinical progress notes are free-text clinical records. They migrate into a HighLevel custom text field (Clinical_Notes__c) or generic Note attached to the contact. HighLevel does not index clinical note content for search, so semantic retrieval is limited — this is a known limitation disclosed to the practice.

Active and historical treatment plans have no HighLevel equivalent. They migrate as Treatment_Plan__c long-text fields on the contact. Multi-procedure treatment plans with status tracking (proposed, accepted, completed) require additional custom fields to replicate — planned with the practice before migration.

Dentrix recall dates (6-month hygiene, annual exam) map to a Recall_Date__c custom field on the contact. This field can drive HighLevel workflow triggers for automated recall outreach — replacing the recall management function Dentrix provides natively. Requires rebuild of recall logic in HighLevel workflows.

Dentrix stores X-ray file paths and intraoral photos in a local or network file path. HighLevel has no dental imaging viewer and no native file attachment object equivalent to Dentrix Document Center. Externalized image URLs migrate if hosted on an accessible URL — otherwise flagged for manual post-migration re-upload to HighLevel's file storage or an external host.

Dentrix ledger entries (payments, insurance adjustments, outstanding balances) do not map to a HighLevel object. We summarize the latest outstanding balance into a custom numeric field (Outstanding_Balance__c) on the contact. Full ledger history requires a separate financial records export for reference — not a CRM function.

Dentrix records referring provider details including the referring dentist name, their practice, and contact information. These fields migrate into three corresponding HighLevel custom text fields—Referring_Dentist__c, Referring_Practice__c, and Referring_Contact__c—attached to the patient contact record. The practice can then leverage these fields for referral source reporting, tracking which referring providers generate the most patient volume.

Dentrix medical alerts (allergies, conditions, medications) are critical for clinical safety. We migrate these as Medical_Alerts__c and Medical_History__c custom long-text fields on the contact. HighLevel does not enforce alert display — the practice admin must configure a contact view or workflow to surface these during patient outreach.