Migrate from tab32 to HubSpot

tab32 patient records map directly to HubSpot contacts. Standard fields including name, email, phone, address, and city transfer as native HubSpot contact properties. Date of birth creates as a custom date property since HubSpot has no native DOB field. tab32's dental-specific fields — SSN prefix, guarantor relationship, and insurance carrier reference — store as custom properties on the contact record, preserving the full patient profile in HubSpot.

tab32 insurance plan — carrier name, group number, member ID, subscriber relationship — maps to a HubSpot custom object named 'Insurance Plan.' Carrier name creates a lookup to a Company record if the carrier exists in HubSpot; otherwise it lands as a custom text property.

tab32 appointment has no native HubSpot equivalent. FlitStack creates a HubSpot custom object to store appointment ID, scheduled date, provider, procedure type (CDT code), status, and clinical notes. Appointment date and provider link to the contact and provider custom object records.

tab32 provider — NPI number, specialty, license state, and DEA number — maps to a HubSpot custom object. Provider name links to the contact record for the provider if they are also a patient (common in smaller practices). Provider specialty is stored as a custom pick-list property.

tab32 claim maps to HubSpot ticket with status value mapping. Submitted → New; Pending Review → Open; Approved → Pending Input; Paid → Closed; Denied → Closed Lost. Claim total charge, insurance payment, and patient balance transfer as custom number properties on the ticket.

tab32 treatment records with CDT procedure codes map to a HubSpot custom object. Each record stores the CDT code, tooth number, surface, fee, and provider. CDT codes are preserved as a custom pick-list property to support HubSpot reporting on treatment types.

tab32 tooth chart — surface-level condition per tooth number — has no HubSpot CRM equivalent. FlitStack maps each tooth chart entry to a custom object with tooth_number, surface, condition, and date. This preserves clinical reference data for the dental team even though HubSpot's UI does not natively display charting.

tab32 perio chart stores pocket depth measurements across six sites per tooth. HubSpot has no periodontal equivalent. FlitStack maps perio records to a custom object with tooth_number, site (MB, B, DB, ML, L, D), probing_depth_mm, recession_mm, and furcation as custom number fields — data preserved for clinical review in HubSpot notes.

tab32 fee schedule entries map CDT procedure codes to contracted rates specific to each insurance plan. FlitStack creates a Fee Schedule custom object in HubSpot linking the CDT code, Insurance Plan association, and contracted fee amount as custom properties. This structure enables reporting on contracted versus billed amounts in HubSpot dashboards once rebuilt, allowing practices to identify underpayments and track reimbursement performance across carriers.

tab32 file attachments (treatment plan PDFs, insurance cards, clinical images) re-upload to HubSpot Files. File size limits (25MB per file in HubSpot) apply — larger files are flagged for split or alternative storage. Inline images in clinical notes download and rehost.

tab32 practice location data maps directly to HubSpot company records. Practice name, physical address, phone number, and practice type transfer as native and custom company properties. The HubSpot company record serves as the parent entity for all patient contacts associated with that location, enabling practice-level rollup reporting in HubSpot dashboards. For multi-location DSOs, this parent-child structure supports cross-practice analytics, production tracking, and collection reporting across all locations.

tab32 user records resolve to HubSpot users by email match. If a tab32 user has no matching HubSpot user, their records are assigned to a fallback HubSpot owner before migration. HubSpot user IDs are stored on migrated records for traceability.