Migrate from Henry Schein One to Pipedrive

Patient records migrate as Pipedrive People. Name, email, phone, address, date of birth, and gender transfer directly. Dental-specific fields (SSN, account number, preferred provider, assignment status) become custom fields since Pipedrive has no native clinical schema. Provider assignment is preserved as a custom Person field linked to the resolved Pipedrive user.

Insurance carriers are modeled as Pipedrive Organizations rather than People because carriers are entities rather than individuals. The carrier name maps directly to the Organization name field. Group number, plan type, and subscriber ID are stored as custom fields on the Organization. Primary and secondary carrier relationships are tracked via multiple Organization links on the Person record to maintain the insurance hierarchy.

Referral sources are represented as separate Organizations with a custom 'Referral Source' flag field to distinguish them from insurance carriers and other entity types. The referring doctor name is stored as a custom field on the Organization record itself. This architecture preserves referral attribution and source tracking without conflating referral sources with other organizational entities in Pipedrive.

Appointments are transformed into Pipedrive Activities with the activity type set to 'appointment' and the due date/time reflecting the original appointment slot. Original timestamps and provider ownership are preserved through custom fields and user linking. Follow-up tasks generated from appointments are imported as separate Task activities, each linked to the same Person record to maintain the connection between scheduled visits and follow-up work.

Treatment plans migrate as Pipedrive Deals. Plan status (proposed, accepted, in-progress, completed) maps to Pipedrive stage values in a 'Treatment Pipeline'. Planned procedure value becomes the Deal amount. Procedure list, completion date, and provider are stored as custom Deal fields. Individual procedure line items are mapped as custom Deal fields or a linked Products list.

Patient account balance and last payment date have no Pipedrive equivalent. These are stored as custom fields on the Deal (treatment plan) record for financial reconciliation reference. Insurance claim status is stored as a separate custom pick-list field on the Deal for practices that track this post-migration.

Appointment-level clinical notes migrate as Pipedrive Notes attached to the Person record with the original timestamp and provider attribution. Detailed perio chart data and long-form clinical narratives are noted as custom long-text fields on the Person record since they exceed Pipedrive's standard note structure.

Dentrix X-rays, photos, and CBCT scans use proprietary file-naming encoding and are stored in the Dentrix file repository. Pipedrive is not a clinical imaging system. We preserve the file name and repository path as a custom field on the Person record for reference; the actual imaging files remain in Dentrix and are not migrated.

Dentrix providers and staff members are resolved by email address against Pipedrive users. Unmatched providers are flagged before migration — your team either creates their Pipedrive account first or assigns their patient/appointment records to a fallback user. Provider name is also stored as a custom Person field for reference on records where the user link does not resolve.

Henry Schein One custom properties defined on patient, appointment, and treatment records are identified during the audit phase and recreated in Pipedrive with matching field names and data types before migration begins. The custom field definitions must exist in Pipedrive before the data-load phase so that imported values have a destination field to populate. FlitStack AI provides a schema plan listing each custom property with recommended Pipedrive field types and any required value transformations.