Migrate from Open Dental to HubSpot

Open Dental Patient (PatNum, FName, LName, Email, Phone, Address, City, State, Zip, Birthdate) maps directly to HubSpot Contact (firstname, lastname, email, phone, address fields, date of birth). Open Dental PatStatus (patient active/inactive classification) maps to HubSpot lifecyclestage via a value-mapping table — Active patients become Subscriber, archived patients retain their original status as a custom property for reference.

Open Dental Provider (ProvNum, FName, LName, Email, Specialty) maps to HubSpot User account matched by email address. HubSpot users are the owners of contact and deal records. Providers without email addresses in Open Dental receive a generated placeholder email and are flagged for your HubSpot admin to map to real user accounts before the migration commits. Provider specialty is preserved as a custom contact property (Provider_Specialty__c) for reporting segmentation.

Open Dental's PatFields (text, picklist, date, checkbox, currency types) each require a corresponding HubSpot custom contact property. We create these properties in HubSpot before migration using the same field label and appropriate HubSpot data type. Picklist PatFields require value-by-value mapping to HubSpot picklist options. Checkbox fields map to HubSpot single-checkbox properties. Currency fields map to HubSpot number properties formatted as currency.

Open Dental appointments (ApptNum, PatNum, ProvNum, AptDateTime, Confirmed, ProcDescript, Length) do not have a native HubSpot equivalent. We create a HubSpot custom object (Appointment__c) with fields for patient, provider, appointment date/time, status, and procedure description. Each appointment record is linked to the corresponding HubSpot contact via a lookup relationship. Appointment status (Confirmed, Unconfirmed, Broken) maps to a custom picklist on the custom object.

Open Dental procedures (ProcNum, PatNum, ProvNum, ProcCode, ToothNum, Surface, Fee, ProcDate) contain the clinical treatment history. These map to a HubSpot custom object (Procedure__c) with fields for procedure code, tooth number/surface, fee, provider, and date. The procedure object is associated to the HubSpot contact record so treatment history is accessible from the patient contact timeline. Original procedure codes are preserved as a custom text property for insurance and referral documentation.

Open Dental insurance plans (InsPlanNum, CarrierName, SubscriberID, GroupNum, Benefits) contain per-patient insurance details. These map to a HubSpot custom object (Insurance__c) linked to the contact record. Fields include CarrierName, SubscriberID, GroupNumber, EffectiveDate, and BenefitSummary. Open Dental PatPlan (which links a patient to an insurance plan with subscriber relationship, relationship to subscriber, and sequence) is represented as a custom property on the Insurance__c custom object indicating subscriber role (Self, Spouse, Child, Other).

Open Dental's recall system tracks the next recommended hygiene appointment per patient (RecallType, DateDue, Intervals). This is a dental-specific concept with no HubSpot equivalent. We migrate recall data as custom contact properties: Recall_Type__c, Recall_Due_Date__c, and Recall_Interval_Months__c. A HubSpot workflow (to be built post-migration) triggers outreach when Recall_Due_Date__c approaches current date — this replaces Open Dental's built-in recall reminders with HubSpot automation.

Open Dental documents (images, PDFs, scanned forms attached to patient records via /documents API) re-upload to HubSpot Files associated with the contact record. Document category names from Open Dental map to HubSpot file tags for organization. X-rays and radiographs are excluded from the standard migration payload and must be handled separately via your imaging software's export tools — this is documented in the pre-migration checklist.

Open Dental referral sources (referring dentist or doctor name, referral date) attach to the patient record. HubSpot has no native referral tracking field. We create Referral_Source__c and Referral_Date__c custom properties on the contact record. If your Open Dental setup tracks referring provider NPI or clinic name, those map as additional custom properties to support referral-source reporting in HubSpot dashboards.

Open Dental payment records (PayNum, PatNum, PayDate, PayAmt, PayType, Provider) and PaySplit detail (splitting payments between insurance and patient portions) have no HubSpot equivalent. We create a Payment__c custom object linked to the contact with fields for payment date, amount, payment type, and provider. Payment splits are represented as sub-fields on the payment record (Insurance_Portion__c, Patient_Portion__c). This preserves billing history in HubSpot for front-desk and administrative reference.