Migrate from Henry Schein One to HighLevel

Henry Schein One patient records map to HighLevel Contacts with direct field transfers for name, date of birth, gender, contact information, and address. We create custom fields for dental-specific properties that have no native HighLevel equivalent — including insurance carrier, group number, and employer.

Insurance carrier name, group number, subscriber ID, and effective dates store as custom fields on the Contact record in HighLevel. Multi-plan patients receive multiple custom field sets or a custom Insurance Plans object linked by contact ID. This approach ensures that eligibility checks can be automated using the HighLevel workflow builder with the carrier and group data.

Treatment plan codes, tooth numbers, surfaces, procedure descriptions, fees, and acceptance status migrate to a HighLevel custom object linked to the Contact record. Custom object relationships are created in HighLevel before migration so foreign keys resolve correctly. Each treatment plan line is assigned a unique identifier that mirrors the Dentrix plan ID, allowing downstream references in reporting.

Scheduled appointments map to HighLevel Calendar events with start time, duration, provider name, and procedure type. Cancelled or no-show appointments migrate as completed tasks with status tags for reporting continuity. We also retain the original appointment status code as a custom field to support historical analytics after migration.

Dentrix provider records migrate as HighLevel Contacts with a Staff tag, specialty field, and license number stored in custom fields. Provider-to-appointment links are preserved via the calendar event owner field. The Staff role enables filtering providers in HighLevel reports and ensures they appear correctly in the scheduling calendar.

Dentrix ledger history — charges, payments, adjustments, and insurance write-offs — stores as Notes attached to the Contact record in HighLevel. HighLevel has no native accounts-receivable object; the full ledger history is preserved as reference text for billing staff. This preservation allows the billing team to reference historical charges without requiring a separate accounting system.

Clinical notes, perio chart data, and medical history entries from Dentrix are extracted as plain text and attached as Notes to the Contact record. Practices choose whether to keep clinical notes as a single long note or split by visit date.

Referring doctor name and practice stored as a custom text field on the Contact record. Referral source attribution migrates as-is and can be used to tag contacts for HighLevel workflow segmentation. Tagging enables targeted outreach campaigns and helps track referral performance over time.

Patient documents and uploaded files from Dentrix attach to the corresponding Contact record in HighLevel as Files. Each file is linked to the contact by ID. Note: Dentrix uses proprietary image filename encoding; we extract the binary file and re-upload with a descriptive name.

Claim status, submission date, and payer reference store as custom fields on the Contact. Full claim history is preserved as a Note. Practices using HighLevel's billing features map claim data to invoice records manually post-migration. The custom fields enable automated claim tracking workflows in HighLevel once the practice configures the appropriate triggers.