Migrate from Dentrix to HubSpot

Dentrix patient maps 1:1 to HubSpot Contact. Standard name, email, phone, and address fields move to HubSpot built-in contact properties. Dental-specific fields (patient ID, birth date, medical alerts) migrate to HubSpot custom properties created before migration. We also preserve the original patient create date as a custom datetime property, and we map the provider who originally created the record to a custom owner field for audit traceability.

Dentrix family members and responsible-party relationships have no native HubSpot equivalent. We create separate HubSpot Contacts for each family member and link them using a custom Household_ID__c property. The primary guarantor becomes the primary contact; others inherit the group link.

Dentrix practice or office entity maps to HubSpot Company. Practice name, address, phone, and website move to standard Company fields. Multi-location practices create one Company per location in HubSpot. Each Company record also stores the practice's time zone and a custom property for the location ID, enabling filtered views by office. This supports multi-location reporting without additional custom filters.

HubSpot has no native insurance object. We migrate carrier name, plan name, group number, subscriber ID, subscriber relationship, and coverage percentage as custom contact properties. Each property is created in HubSpot before the migration mapping is finalized. We also add a custom pick‑list for subscriber relationship (Self, Spouse, Child, Other) and a number field for coverage percentage, with validation rules to match Dentrix values.

Dentrix appointment records include date, time, provider, procedure, type, status, and notes. We map appointment date and provider to HubSpot Task (TaskWhoId links to contact, TaskWhatId links to deal or company). Procedure codes and appointment types migrate as HubSpot custom properties on the task.

Treatment history — CDT codes, tooth numbers, description, date, provider, fee, and status — maps to HubSpot custom properties on the Contact. For practices with extensive treatment history, we create a custom Treatment_History__c text block or link related custom objects.

Dentrix documents (treatment forms, insurance EOBs, lab cases) are exported from the Dentrix file store, uploaded to HubSpot Files, and linked back to the contact record via a custom Documents__c URL property. Original filenames and create timestamps are preserved as HubSpot file metadata.

Dentrix Dexis imaging (X-rays, photos, CBCT scans) has no native equivalent in HubSpot. We export the image files, upload them to HubSpot Files, and link them by URL property to the contact. Clinical imaging metadata (caries detection results, tooth measurements) cannot migrate as HubSpot has no imaging object.

Internal Dentrix providers who need HubSpot login access become HubSpot Users. External referring doctors with no HubSpot login requirement become HubSpot Contacts with a custom Provider_Type__c = 'Referral' property. Email match determines whether a provider maps to User or Contact.

External referring practices and specialist offices map to HubSpot Companies with a custom Practice_Type__c = 'Referral' property. Referring doctor names attach as Contacts linked to that Company. We also create a custom property on each referral Company to record the referral source and the date of the first referral, enabling you to track referral volume over time and attribute new patients to specific referring partners.

Dentrix insurance carrier records can optionally map to HubSpot Companies for reporting and filtering by insurance provider. Carrier name maps to Company Name; contact details map to standard address and phone fields. Not required for standard migration but useful for insurance reporting dashboards.

Outstanding balances and billing status have no direct HubSpot equivalent. We map outstanding balance to a custom Currency field on the Contact and billing status to a custom pick-list. Claims history maps to custom text or note records attached to the contact.