Migrate from Praktika Australia to HubSpot

Praktika patient records contain both individual demographics and practice/family-group information. We split this into a HubSpot Contact (individual patient) and a HubSpot Company (family practice or insurance group), linked via the primary association. Medical history and allergies move to custom properties on the Contact.

Praktika practitioner records (dentist, hygienist, practice manager) map to HubSpot users. Resolution happens by email match — each Praktika practitioner email must resolve to an active HubSpot user. Unmatched practitioners are flagged before migration and either invited to HubSpot or stored as a custom practitioner object.

Praktika appointment records — with date, time, dentist, room, procedure type, and recall interval — map to HubSpot deals. We use a dedicated appointment pipeline with stages representing appointment status (Scheduled, Completed, No-Show, Cancelled). Recall intervals become custom date fields for post-migration workflow triggers.

Praktika treatment plans carry procedure codes, quoted amounts, planned start/completion dates, and status. We map the plan header to a HubSpot Deal with amount and close date, and line items to a custom TreatmentPlanItem object linked to the deal. Plan status maps to deal stage using a value-mapping table.

Praktika periodontal pocket measurements and restorative surface charting have no native equivalent in HubSpot. We create a DentalChart custom object linked to the patient Contact, with per-tooth charting fields. Measurement values and periodontal classification migrate as custom number and pick-list fields.

Praktika invoices with line items, HICAPS/Tyro payment references, and payment status have no HubSpot native equivalent. We create an Invoice custom object linked to the patient Contact, preserving invoice number, date, line items, total amount, and payment status. HICAPS transaction references are stored as text fields for reconciliation.

Praktika medical history and allergy flags migrate to custom properties on the HubSpot Contact. Structured fields (blood thinners, diabetes, allergies) become HubSpot single-checkbox or multi-checkbox properties. Free-text medical notes migrate to a custom long-text property for reference. This approach preserves the full clinical context while ensuring allergy and medical flags surface automatically in HubSpot workflows and contact records during patient interactions.

Praktika imaging records (X-rays, intraoral photos) link to patient records. We create an Imaging custom object in HubSpot linked to the patient Contact. File URLs from Praktika's cloud storage are preserved as external link fields — files are downloaded and re-uploaded to HubSpot Files where size limits allow.

Praktika stores health fund name, membership number, and HICAPS/Tyro terminal associations per patient. We create HubSpot custom text properties for fund name and member number. Tyro terminal-to-patient assignments are stored as custom text fields since HubSpot has no payment terminal association model.

Praktika recall intervals (6-month checkup, 12-month hygiene) map to custom date fields on the HubSpot Contact (NextRecallDate__c). The actual reminder automation must be rebuilt in HubSpot using workflows and sequences — FlitStack exports the recall interval data so the rebuild has accurate scheduling inputs.