Migrate from Henry Schein One to Freshsales

Patient demographics including name, date of birth, address, phone number, and email map directly to Freshsales Contact fields. The patient's primary dental provider is matched to the Contact's Owner field via email resolution. Each patient chart in Henry Schein One generates exactly one Contact record in Freshsales, preserving the complete demographic profile.

The financially-responsible party for each patient maps to a Freshsales Account record. When the responsible party is an individual person, the Account stores that individual as the account name with type set to 'Customer'. Insurance plan holders who are not the patient themselves become separate Account records for accurate coverage tracking.

Insurance carrier name, plan type, group number, member ID, and coverage percentages migrate as custom fields on the Account record. Freshsales has no native insurance object, so all insurance data lives in custom fields or as linked custom object records. For dual-coverage patients, primary and secondary plans require careful field placement to avoid data overlap.

Proposed and completed dental procedures map to a Freshsales Deal with custom fields capturing procedure codes (CDT codes), treating provider, and treatment date. Long-form treatment notes and clinical observations attach as Freshsales Notes with the original timestamp and provider attribution fully preserved for audit continuity.

Historical appointments map to Freshsales Events with start and end time, assigned provider as the event assignee, and patient contact link. Automated reminders attached to future appointments do not migrate since Freshsales Workflows must be rebuilt. Past appointments become read-only historical records in Freshsales for reference purposes.

Ledger entries including charges, payments, adjustments, and insurance write-offs are too granular for Freshsales native objects. We consolidate them into a Deal record with custom currency fields for total charges, total payments, balance due, and write-off amounts, then attach the complete ledger history as a structured PDF note.

Clinical notes migrate as Freshsales Notes with the provider identified as the note author and the patient Contact set as the parent record. Rich text formatting is preserved as plain text with line breaks maintained. Original note timestamps are stored in a custom datetime field for chronological accuracy.

Perio measurements including pocket depths, recession, mobility, and BOP have no Freshsales native equivalent. We create a Perio_Chart__c custom object with numeric fields for each tooth surface and a lookup relationship to the Contact. Historical perio snapshots are stored as dated records within this custom object for longitudinal tracking.

Actual image files including X-rays, intraoral photos, and CBCT scans stored in Henry Schein One's proprietary format cannot be opened in Freshsales. We migrate the file name, original capture date, and a reference link as a Note attachment. The files themselves must be exported separately and rehosted in Freshsales Files or a connected imaging viewer application.

Recall intervals such as six-month hygiene recalls or annual perio maintenance map to Freshsales Tasks with a due date calculated from the most recent recall date. Recurring task automation does not migrate automatically. Freshsales Workflows on Pro+ plans can recreate the automated recall reminder functionality based on the stored interval data.

Henry Schein One supply catalog items including dental materials, equipment, and consumables map to Freshsales Products with the product name, SKU, unit price, and description. Products can be linked to Deals via the Deal Product junction object for treatment-based billing workflows and revenue attribution.

Henry Schein One staff records resolve to Freshsales Users by matching email addresses. Unmatched providers are flagged in a pre-migration report for manual resolution. Provider specialties and license numbers migrate as custom fields on the User record for compliance tracking and reporting purposes.