Migrate from Dr.DENTES to HubSpot

Dr.DENTES patient records map directly to HubSpot contacts. The patient's name, date of birth, contact details, and address transfer as standard contact fields. Insurance and medical-history fields that have no HubSpot native equivalent migrate as custom properties (insurance_carrier__c, policy_group_number__c, medical_history__c).

Dr.DENTES clinic or practice name and address map to a HubSpot company record. For single-location practices this is a single company. Multi-location setups produce one HubSpot company per location, with practice address as the company address and the primary contact linked via the standard contact-company association.

Dr.DENTES treatment plans — which carry procedure names, codes, costs, and status — map to HubSpot deals. The deal name is constructed from the patient name plus plan date (e.g., 'Smith Treatment Plan 2024-03-15'). Total plan cost maps to the deal Amount field. Individual procedure codes and descriptions are concatenated into a custom text property (procedure_list__c) for reference.

Dr.DENTES insurance fields (carrier name, group number, policy ID, subscriber name, coverage percentage) have no native HubSpot equivalent. We create insurance_carrier__c, policy_group_number__c, policy_id__c, subscriber_name__c, and coverage_percentage__c as custom properties on the contact object so the data is visible in the contact record without a separate insurance object.

Dr.DENTES stores medical history as a free-text field and maintains a separate allergy flag or list. We map these to medical_history__c (long-text custom property) and allergies__c (multi-checkbox or text custom property) on the HubSpot contact. Both are labeled in the contact record header so staff see critical patient safety information without opening a sub-panel.

Dr.DENTES appointments (date, time, type, provider, duration, status) migrate as HubSpot meetings with Type='Appointment'. The appointment type is stored in the Subject field. Provider is mapped to the HubSpot meeting owner by email match against HubSpot users. Appointment status (completed, cancelled, no-show) is preserved as a custom property (appointment_status__c).

Dr.DENTES recall entries (next cleaning date, next exam date) map to HubSpot tasks with the task subject indicating the recall type (e.g., '6-Month Recall Due') and the due date set to the recall target date. Owner is assigned by email match to the primary provider or front-office staff in HubSpot.

Dr.DENTES billing disputes, insurance claim follow-ups, or scheduling issues that are tracked as support tickets migrate to HubSpot tickets. Ticket subject maps to the HubSpot subject field, original Dr.DENTES ticket status maps to HubSpot ticket status via value mapping (Open→OPEN, Pending→PENDING, Closed→CLOSED), and the contact is linked by email match.

Dr.DENTES file attachments — treatment consent forms, insurance cards, X-ray references — are downloaded and re-uploaded to HubSpot Files. They are then associated to the relevant contact or deal record. File size limits from the source and HubSpot's 250 MB per-file limit are checked before ingestion; files exceeding HubSpot limits are flagged for manual handling.

Dr.DENTES provider records (dentist name, hygienist, office manager) are matched by email address to existing HubSpot users. If no match is found, the provider name is stored in a custom property (source_provider__c) on the records they own so the association is not lost even without a full HubSpot user account.

Dr.DENTES setups that use custom procedure codes (e.g., ADA codes with descriptions) map those to a custom property (procedure_codes__c) on the HubSpot deal. The value is stored as a text concatenation of code and description for reference in reporting. If the practice uses a standardized code set across all plans, the codes can alternatively be mapped to a custom pick-list.

Dr.DENTES clinical notes attached to appointments migrate as HubSpot timeline notes on the contact record. The original note body is preserved verbatim. HubSpot's timeline note shows the provider name, date, and note content so front-office staff reviewing a contact's history can see the full clinical context without leaving HubSpot.