No double-entry. No duplicates. Correct calendar & user—every time. Faster front desk, cleaner data, fewer mistakes—backed by a full audit trail.

Accurate syncing – Creates new GHL appointments or updates existing ones using your OpenDental AptNum map. No duplicates.

Clinic-aware routing – Per-clinic calendarId + assignedUserId, with strict operatory filtering.

Smart contact upsert – Phone-first lookup; auto-creates contact with first/last name, DOB, email, phone, address, gender, and a Clinic custom field (or clinic tag).

Real reschedule logic – If a patient already has an event that day on the same calendar, the most recent event (by updatedAt) is updated instead of creating a new one.

Status fidelity – True mapping: Broken → cancelled, Complete → showed, Scheduled → confirmed.

Front-desk safe – ignoreFreeSlotValidation=true so valid updates don’t fail when slots look “taken.”

Audit & reliability – Local-first state mirrored to Google Drive, dead-letter queue for safe retries, gentle rate-limits for OpenDental, and crisp logs for compliance.

Pulls OD appointments for selected clinics & operatories (configurable).

Ensures a matching GHL Contact (phone-first upsert, fallbacks applied).

Appointment sync decision tree:

Tags contacts with fromopendental on every create/update.

Persists mappings & state (ghl_appointments_map.json, ghl_contacts_map.json, last_sync_state.json, etc.) so runs are idempotent and recoverable.

Zero double-entry → fewer keystrokes, fewer errors, happier front desk.

No duplicates → updates beat re-creates; calendars stay clean.

Right person, right calendar → workload is routed to the correct user/clinic.

Recoverable by design → failed events land in a queue; nothing is silently lost.

Auditable → state files + logs make issues easy to trace and prove.

OpenDental developer/customer keys (test + prod).

GoHighLevel API token and locationId.

Your clinic → calendarId and clinic → assignedUserId mapping.

A Google Service Account JSON + a Drive folder for state mirroring.

Clinics/operatories list, and any Broken-type allow-lists or custom rules.

Pipeline/webhook wiring for confirmations & reminders.

Data-quality monitors and alerting (failed updates, drift, mismatch).

Cost/performance audit: DB indexing, caching, infra right-sizing.

Discovery (free): goals, calendars, users, operatories, edge cases.

Mapping & spec: clinic/user/calendar map; status rules; error contracts.

Build & validate: contact upsert, appointment sync, reschedule logic, status mapping.

Dry run (sandbox): mirror to test; verify no-duplicate behavior and routing.

Go-live: production keys, rate-limits enabled, Drive mirroring, dead-letter queue.

Handover: runbook, rollback recipe, and a 30-minute walkthrough.

Production-ready sync service (Python) with retries and rate-limit handling

Config files + mapping templates (clinics, calendars, users, operatories)

State & logs: ghl_appointments_map.json, ghl_contacts_map.json, last_sync_state.json

Google Drive mirroring for state & audit artifacts

Runbook (install, operate, troubleshoot, rollback)

Optional: CI job or schedule for ongoing sync

Python 3.11 • Resilient HTTP with retry/backoff • OpenDental & GHL APIs • Time-zone safe scheduling • Local-first state + Drive versioning • Idempotent writes • Dead-letter queue • Structured logging • Principle-of-least-privilege keys