Migrate from Henry Schein One to HubSpot

Dentrix Patient records map to HubSpot Contacts by primary identifier. We match on email as the unique key; patients without email are matched by first name, last name, and date of birth as a composite key. Each HubSpot contact receives the original Dentrix patient_id as Source_System_ID__c for delta-run traceability.

Dentrix family linking ( guarantor + dependent patients sharing one account) maps to a custom property Family_ID__c on the HubSpot Contact. Each family member gets the same Family_ID__c value; the guarantor flag maps to a custom pick-list property Family_Role__c ('guarantor', 'spouse', 'dependent') for segmentation in HubSpot workflows.

Dentrix providers are resolved to HubSpot users by email match. Unmatched providers are flagged before migration — the practice either creates HubSpot user accounts first or assigns provider-owned records to a fallback HubSpot owner. Provider specialty (General Dentist, Oral Surgeon, Orthodontist) maps to a custom pick-list property Provider_Specialty__c on the Contact.

Each completed or scheduled Dentrix appointment with a billable procedure maps to a HubSpot Deal. The procedure name (e.g., 'Prophylaxis', 'Root Canal') becomes the deal name; the appointment date becomes CloseDate; the provider becomes the deal owner. Appointment status (scheduled, completed, cancelled) maps to HubSpot deal stage via a value-mapping table.

Dentrix appointment statuses ('scheduled', 'confirmed', 'completed', 'cancelled', 'no-show') map to a dedicated HubSpot deal pipeline with five stage values. Completed appointments map to a 'Closed Won' stage; cancellations and no-shows map to 'Closed Lost'. Each stage mapping preserves the original appointment status label as a custom property for reporting continuity.

Dentrix ledger balances — outstanding balance, total production, total adjustments, and total payments — migrate as custom number properties on the HubSpot Contact (Ledger_Balance__c, Ledger_Production__c, Ledger_Payments__c). Historical ledger entries are preserved as a structured export artifact since HubSpot has no ledger object; financial reconciliation remains in Dentrix or the billing system of record.

Dentrix insurance plan fields — carrier name, group number, member ID, effective date, and benefit percentages — map to custom properties on the HubSpot Contact (Insurance_Carrier__c, Insurance_Group_Number__c, Insurance_Member_ID__c, Insurance_Effective_Date__c). HubSpot has no native insurance object; plans are stored per contact rather than as a shared lookup object.

Dentrix treatment plans (procedure codes, tooth numbers, fee schedules, and acceptance status) have no direct HubSpot equivalent. We export treatment plan data as a structured JSON artifact attached to the HubSpot Contact record. For practices that want active treatment tracking in HubSpot, we create a Treatment_Plan__c custom object (Enterprise tier) with procedure code, tooth surface, fee, and status fields.

Dentrix perio chart data (pocket depths, attachment levels, furcation grades) and clinical notes are exported as a structured text artifact and attached to the HubSpot Contact as a long-text custom property (Clinical_Notes__c). The rich clinical data structure does not map to any HubSpot native field — a HubSpot Enterprise custom object can be configured to capture key perio summary fields if clinical tracking is required.

Dentrix recall dates (next hygiene appointment, next perio maintenance) map to HubSpot custom date properties (Next_Recall_Date__c, Recall_Type__c). These feed directly into HubSpot workflows: when the recall date is reached, a HubSpot workflow triggers an email or task to the front desk. Recall type (hygiene, perio maintenance, exam) maps as a pick-list custom property.

Dentrix document attachments (insurance cards, consent forms, referral letters) are downloaded from the Dentrix API and re-uploaded to HubSpot Files, associated with the corresponding contact record. File size limits and encoding are validated during the test migration phase. Inline images in clinical notes are downloaded and rehosted as HubSpot file attachments.

Dentrix insurance claims (submitted amount, paid amount, adjustment codes, claim status, payer response) have no HubSpot equivalent. Claims data is exported as a structured reference artifact linked to the contact record. Practices that need active claims tracking in HubSpot can use a Claims custom object on the Enterprise tier or manage claims status in a separate dental billing system.