Migrate from PANDA Perio to HubSpot

PANDA Perio patient demographics (name, date of birth, contact details, address) map directly to HubSpot Contact standard properties. We split the full patient name into FirstName and LastName properties. Email and phone map to Email and Phone. Gender and date of birth map to standard HubSpot properties where available; missing standard fields are created as custom properties.

HubSpot has no native clinical data fields. We create custom number, checkbox, or text properties on the Contact record for each PANDA Perio charting finding: maxillary_right_probing_depths__c, mobility_grade__c, furcation_involvement__c, bleeding_on_probing__c, and periodontal_classification__c. We preserve tooth-level specificity by appending tooth numbers to property values or using a structured text format.

PANDA Perio treatment plans (extractions, implants, bone grafting, etc.) map to HubSpot Deal records. The treatment plan name becomes the Deal name, treatment type maps to Deal stage (custom pipeline stages created to mirror PANDA plan types), and associated tooth numbers are stored in a custom text property. If the practice uses HubSpot Deals for case tracking, status (proposed, accepted, completed) maps to the deal stage progress.

PANDA Perio progress notes and SOAP-format clinical notes map to HubSpot Activities as Tasks or Engagement notes. The original note timestamp is preserved as the activity date; the note body is stored as the task description or engagement property. We map note type (SOAP S, SOAP O, treatment note) to HubSpot task categories for filtering in the timeline view.

PANDA Perio stores referring dentist as two text fields within the patient record. We split these: the referring practice name becomes a HubSpot Company record, and the individual dentist becomes a Contact record linked to that Company via the HubSpot company-contact association. This enables HubSpot to show all referred patients per referring practice and run reports on referral volume.

PANDA Perio provider names on patient records map to HubSpot Contact Owner (the HubSpot user who owns the contact). Owner resolution uses email match: if the provider email in PANDA Perio matches a HubSpot user, the contact is assigned to that user; if not, a fallback owner is assigned and flagged for admin review.

PANDA Perio attachments stored alongside patient records — radiograph images, scanned documents, PDF reports — are downloaded and re-uploaded to HubSpot Files. Files are associated to the relevant contact record by ID. HubSpot's 250 MB per-file limit applies; larger imaging files are noted in the migration report for manual review.

PANDA Perio stores insurance carrier name, group number, subscriber ID, and copay amounts as patient record fields. We map these to HubSpot custom text and number properties: insurance_carrier__c, insurance_group_number__c, insurance_subscriber_id__c, and copay_amount__c. Since HubSpot has no native insurance object, these are stored on the Contact record for reference.

PANDA Perio's automated letter templates are not a data migration target — they are application logic tied to PANDA's charting engine. We export the letter template content as a structured document for reference, which the practice can use as a specification document when rebuilding letters in HubSpot's email template builder or a third-party document tool.

PANDA Perio classifies patients by AAP staging (Stage I–IV, Grade A–C). We map these to a HubSpot custom pick-list property called periodontal_classification__c with the same stage and grade values. The original PANDA Perio classification code is stored alongside for traceability.

PANDA Perio appointment dates (if stored as structured fields, not in a separate scheduling system) map to HubSpot custom date properties: last_appointment_date__c and next_appointment_date__c. If the practice uses a separate PMS for scheduling, appointment data is not migrated — those systems are out of scope per FlitStack's standard migration boundaries.

PANDA Perio's internal patient record ID, record creation timestamp, and last-modified date are preserved as custom properties on each HubSpot contact: panda_patient_id__c, panda_create_date__c, and panda_last_modified__c. These metadata fields enable delta-run de-duplication, allow the migration engine to detect and reconcile changes made during the cutover window, and provide full traceability back to the source system for audit and compliance purposes.