Migrate from My Dental Clinic to HubSpot

Patient demographics (name, email, phone, address, DOB) map directly to HubSpot Contact properties. For multi-location practices, each patient is associated with the appropriate Company record representing their primary clinic. FlitStack resolves contacts by email or last name + DOB as a secondary deduplication key to prevent duplicate patient records from appearing in your HubSpot portal.

The dental practice as an organization maps to a HubSpot Company record. For multi-location practices, each location becomes a separate Company record with its own address and phone; associations between locations and patients are preserved via contact-company links in HubSpot, enabling location-level reporting and patient assignment tracking.

My Dental Clinic insurance data (carrier, policy number, group number, subscriber, eligibility status) has no native HubSpot equivalent. We create custom contact properties — Insurance_Carrier__c, Policy_Number__c, Group_Number__c, Eligibility_Status__c — and preserve all historical values as of the migration date for compliance and audit purposes.

HubSpot has no native appointment or scheduling object. We map appointment data to HubSpot Notes with engagement timestamps and provider owner. For practices that need appointment history as a searchable object, we create a custom Appointments object with date, provider, procedure code, and status fields to enable reporting on visit frequency and provider productivity.

Treatment plans with procedure codes (CDT codes), estimated cost, and completion status map to a combination of custom contact properties (Last_Treatment_Plan__c) and a HubSpot Deal linked to the contact representing the treatment case. Multiple procedures within one plan become line items on the Deal representing individual treatment items.

Clinical notes (chief complaint, diagnosis, procedures performed) have no native HubSpot structure. We store them as HubSpot Notes with the original visit date and provider. Tooth-chart summaries and procedure counts are stored as custom contact properties (Last_Visit_Date__c, Last_Procedure_Code__c) for quick reporting on patient treatment history.

Dentists and hygienists in My Dental Clinic are mapped to HubSpot Users by email match. Each provider's HubSpot user record owns the patients and engagements they created. Unmatched providers are flagged before migration and assigned to a fallback owner or invited to HubSpot to ensure continuity of patient-provider relationships.

Referral source data (direct, dentist referral, insurance network, marketing campaign) has no HubSpot equivalent without a custom property. We create a Referral_Source__c pick-list property on Contact and map every historical value from My Dental Clinic, preserving the complete referral attribution history for each patient contact in your CRM.

My Dental Clinic recall dates map to a Next_Recall_Date__c custom date property on the HubSpot Contact. Once in HubSpot, a workflow can enroll contacts with approaching recall dates into a recall campaign — this is one of the most-requested rebuild items after migration for maintaining patient re-care schedules.

Billing ledgers and payment history do not map to HubSpot's data model. We preserve the current account balance as a custom property (Outstanding_Balance__c) on the Contact. Detailed ledger history is exported as a PDF or CSV and attached to the contact record as a Note. Billing operations should remain in dental PM software or be migrated to a dedicated dental billing tool.

Patient documents stored in My Dental Clinic are downloaded and re-uploaded to HubSpot Files, then attached to the corresponding contact record. HubSpot's file storage limits apply (25MB per file); large imaging files may need to remain in a separate PACS system with a link stored in HubSpot for quick access.