Migrate from Sensei Cloud to HubSpot

Sensei Cloud patient records map directly to HubSpot contacts. Patient ID, name, date of birth, address, phone, email, and insurance carrier all transfer as properties. The original Sensei Cloud patient ID is stored as Source_System_ID__c for traceability and delta-run deduplication.

The guarantor on a patient account — often a parent or employer — migrates as a secondary HubSpot contact associated with the patient contact via a HubSpot association label. This preserves the responsible-party relationship for billing follow-up in HubSpot, ensuring that billing queries and collections tasks target the correct contact while maintaining a clear link to the primary patient record.

Each Sensei Cloud practice location maps to a HubSpot company record. Company name, address, phone, and website transfer directly. For multi-location groups, each location is a separate company so HubSpot reporting can segment by practice. Practices can optionally be linked via HubSpot's company hierarchy feature.

Doctors, hygienists, and clinical staff with active login credentials in Sensei Cloud are resolved by email match against existing HubSpot users. Providers who have no HubSpot login are created as HubSpot users before migration or flagged as contacts with a 'Provider' association label if they are referring doctors outside the practice.

Sensei Cloud appointments migrate as HubSpot meetings with the patient contact linked, provider user assigned, and the original appointment timestamp and operatory preserved as custom properties. Cancelled or no-show appointments migrate as completed tasks with a status note. All-day recall appointments can be modeled as HubSpot tasks with due dates for follow-up.

Treatment plans with estimated amounts and staged procedures map to HubSpot deals. The deal name reflects the patient name and plan date. Treatment plan line items — each with a CDT code, description, and fee — are stored as deal-line-item custom fields or as a multi-line text property so the full treatment plan is visible on the deal record.

CDT codes and procedure descriptions have no native equivalent in HubSpot. We create a multi-select or multi-line-text custom property on the deal to hold CDT codes, descriptions, and fees per treatment plan. This preserves insurance-claim reference data without requiring a custom object for most setups.

Insurance carrier names, plan types, and group numbers are stored as custom properties on the patient contact. For practices with complex insurance tracking, a HubSpot custom object for Insurance Carriers can be created and linked to contacts via a custom association — this requires HubSpot Enterprise and is scoped separately in the migration plan.

Patient responsible balance, total billed, amount paid, and claim status are stored as number and text custom properties on the contact and deal. HubSpot has no native billing ledger — for practices requiring detailed payment history, a HubSpot custom object for Ledger Entries can be created linked to the contact.

Clinical note summaries and chart flags migrate as multi-line-text custom properties on the patient contact. Sensei Cloud's structured chart data (per-tooth conditions, periodontal data) is flattened into text for reference. Imaging study references and attachments are preserved as file URLs or re-uploaded as HubSpot files linked to the contact.

Recall intervals (6-month hygiene, annual perio) and next-appointment targets migrate as HubSpot tasks on the patient contact with a due date. The recall type and recommended provider are stored as task properties. This enables post-migration recall sequences to be built in HubSpot workflows.

Referring doctor or referral source information attached to a patient migrates as a HubSpot contact property (referrer name and practice). If the referrer is a known contact in HubSpot, an association is created. This data supports referral tracking and reporting in HubSpot.