Migrate from Practice by Numbers to HubSpot

Every Practice by Numbers patient record maps to a HubSpot Contact. Name, phone, email, address, date of birth, and preferred contact method transfer directly. Practice by Numbers stores the patient record as the primary entity — in HubSpot, the Contact becomes the hub around which all other objects (Company, Deal, Ticket) associate.

Each Practice by Numbers location or practice entity maps to a HubSpot Company. Company name, address, phone, website, and industry (dental) transfer directly. For multi-location groups, we preserve the parent-child relationship using HubSpot's Company hierarchy feature so each location is a child Company under a master group Company.

Practice by Numbers treatment history — procedure codes, tooth numbers, dates, provider, and notes — has no direct HubSpot equivalent. We create a HubSpot Custom Object named 'Treatment' with fields for procedure code, description, provider, treatment date, tooth surface, and fee. Each Treatment record links to the patient Contact via a custom association.

Insurance carrier, plan type, subscriber ID, group number, coverage percentages, and remaining benefits from Practice by Numbers map to a HubSpot Custom Object named 'Insurance Policy'. Each policy links to the patient Contact. We preserve the effective date and termination date as custom date fields so coverage status can be rebuilt as a HubSpot property.

Practice by Numbers appointment records (date, type, provider, status, recall interval) translate to HubSpot Tickets with a custom 'Appointment Type' property. Recall scheduling becomes a Ticket with subject line matching the recall interval (e.g., '6-Month Recall Due'). Open appointments map to open Tickets; completed appointments become closed Tickets with original timestamps preserved.

Practice by Numbers stores per-patient production value and treatment acceptance rate. These become custom number properties on the HubSpot Contact (e.g., Lifetime_Production__c, Acceptance_Rate__c). For provider-level production metrics, we map to custom properties on the provider's Contact record using HubSpot's owner-to-contact link pattern.

Practice by Numbers tracks patient growth, reactivation, and attrition metrics over time. Each data point (month, new patients, reactivated patients, attrited patients) migrates as a record in a HubSpot Custom Object named 'Growth Metric', linked to the parent Company (practice location). This preserves the trend data for rebuilding charts in HubSpot Analytics.

Practice by Numbers goal management (production targets, acceptance rate goals, schedule utilization targets) maps to custom properties on the HubSpot Company. Each goal becomes a name-value pair: Goal_Name__c, Goal_Target__c, Goal_Current__c, Goal_Status__c (green/yellow/red). Goals are associated with the Company representing the practice location.

Practice by Numbers staff records (dentist, hygienist, office manager, admin) map to HubSpot Users. Role information (provider type) migrates as a HubSpot User custom property (User_Type__c). Unmatched PbN staff members are flagged for manual HubSpot user creation before the migration commits.

Practice by Numbers tracks how patients found the practice (referral, marketing campaign, organic search). This maps to a HubSpot Contact custom property (Referral_Source__c) and optionally to the built-in HubSpot original_source_data property if the value matches HubSpot's source taxonomy. Historical referral data migrates as a read-only custom property.

Practice by Numbers marketing campaigns (recall reminders, reactivation emails, seasonal promotions) have no direct HubSpot equivalent because the automation logic does not transfer. We export the campaign names, dates, and target criteria as a rebuild reference. The campaign data itself migrates as a reference document attached to the Company record.

Practice by Numbers file attachments (treatment plans, consent forms, insurance documents) stored on patient records re-upload to HubSpot Files and link back to the Contact record. File size limits per HubSpot apply. Inline images in treatment notes are downloaded and re-hosted in HubSpot's file manager.