Migrate from The Dental System to HubSpot

The Dental System patient records map directly to HubSpot Contacts. The patient's primary contact information (name, phone, email, address) migrates as standard Contact properties. Custom clinical fields (insurance carrier, recall date, treatment history) create HubSpot custom properties. Original patient create date is preserved as a custom datetime field since HubSpot CreatedDate reflects migration time.

The Dental System practice records migrate to HubSpot Companies. Practice name, address, phone, and website map to standard Company fields. Multi-location practices with parent-child relationships use HubSpot's Company hierarchy via the Parent Company field. Each location becomes a separate Company record linked to the parent.

Appointment records from The Dental System become HubSpot Deals. The appointment date maps to the Deal close date. Appointment status (scheduled, completed, cancelled) maps to a custom Deal property approximating pipeline stage. Provider and chair assignments become Deal custom fields. Multiple appointments per patient create multiple Deals linked to the same Contact.

Completed appointments with clinical notes migrate as HubSpot Notes on the Contact record. The note body contains appointment date, provider, procedure codes, and clinical observations. This preserves the clinical narrative in HubSpot's engagement timeline without creating Deals for historical appointments already rendered.

Treatment plan line items (procedure code, description, fee) map to HubSpot Line Items attached to the corresponding Deal. Procedure codes migrate as a custom product field or line item property. This preserves treatment plan pricing and accepted vs. proposed treatment breakdown in HubSpot's deal model.

Insurance carrier, policy number, group number, and coverage percentages migrate as HubSpot custom properties on the Contact. HubSpot has no native insurance object — these fields are recreated as text or number properties. Secondary insurance carriers use a second set of custom properties or a custom object if the practice has many dual-coverage patients.

The Dental System provider and staff records map to HubSpot Users. Resolution happens by email — each provider/staff email in The Dental System must match a HubSpot user email for correct owner assignment on Deals and Contacts. Unmatched staff members are flagged before migration; the practice either creates HubSpot users first or assigns their records to a fallback owner.

Recall dates from The Dental System migrate as a custom date property (Next_Recall_Date__c) on the Contact. The recall-triggered workflow that sends reminder communications must be rebuilt in HubSpot Workflows after migration — this is a manual step, not automated by the data migration.

Payment history attaches to the corresponding Deal (Appointment) as Line Items with payment status. Outstanding balance, payment plan details, and write-off records migrate as custom properties on the Deal. HubSpot does not have a native accounts-receivable model — financial aging reports require a custom object or third-party integration.

If The Dental System has custom objects (e.g., specialty referral tracking, implant case management), those migrate 1:1 to HubSpot custom objects. Custom object associations use HubSpot's relationship model — N:N relationships require junction objects. We surface the association diagram in the pre-migration plan.