Migrate from Sensei Cloud to HighLevel

Primary patient record maps to HighLevel Contact. Name, phone, email, address, date of birth migrate directly. Dental-specific properties — MRN, allergy list, medical history flags — store in Contact custom fields. Patient create date preserved as a custom datetime field for reporting continuity.

HighLevel has no native Provider object, so we create a Contact record per provider with custom fields for provider information. These include NPI__c for the National Provider Identifier, Specialty__c for dental specialty type, License_Number__c for state licensing details, and State__c for the issuing state. Providers are linked to appointments via a Provider_ID__c lookup field on the opportunity, ensuring appointments can be traced to the correct provider.

Sensei Cloud practice locations map directly to HighLevel Company records, preserving all essential practice information. Practice name, address, phone number, and specialty type—including General, Ortho, and OMS practices—migrate directly without transformation. Each distinct location in Sensei Cloud becomes its own Company record in HighLevel. For multi-location tenants, this means creating one Company record per location, ensuring that each practice maintains its separate identity and data within the HighLevel system.

Appointments map to Opportunities in a dedicated Dental Appointments pipeline. Appointment date becomes the Opportunity CreateDate or a custom Scheduled_Date__c field. Status (Scheduled, Completed, No-Show, Cancelled) maps to pipeline stage values. Provider, operatory, and treatment type store in opportunity custom fields.

Treatment plans are not a native HighLevel object. Plan header (diagnosis, proposed procedures, total fee) migrates as Opportunity-level custom fields. Individual line items (CDT codes, fees, tooth numbers) collapse into a structured text block or JSON custom field so the detail is preserved without creating separate objects.

Clinical encounter notes have no HighLevel equivalent. We attach a Note record to the Contact with encounter date, provider, and clinical summary. Perio charting data and prescription records store as custom fields on the contact — your team defines the field schema before migration so the data lands in the right place.

Insurance carriers are not companies in the sales sense. We create a Company record per carrier (for address and plan details) and link it to the patient contact via a custom Insurance_Carrier__c lookup field. Group numbers and subscriber IDs store on the contact as custom fields.

Sensei Cloud ledger entries (charges, payments, adjustments, insurance payments) have no HighLevel billing equivalent. We preserve the outstanding balance, last payment date, and last payment amount as custom fields on the Contact. Full ledger history is exported as a CSV and attached as a document.

Patient documents, consent forms, and radiographs attached to records in Sensei Cloud are downloaded and re-uploaded to the corresponding Contact or Opportunity in HighLevel. File size limits apply (HighLevel caps at 25MB per file). Inline images in clinical notes are extracted and re-hosted as separate file attachments.

Any custom fields configured in Sensei Cloud (custom pick-lists, extra text fields, date fields) are inventoried during the pre-migration audit. We create matching custom fields in HighLevel on the appropriate object (Contact or Opportunity) before the migration runs, ensuring the schema is ready before data lands.