Migrate from AeronaClinic to Nutshell

AeronaClinic Patient maps directly to Nutshell Person in a one-to-one relationship. Core fields including first name, last name, email, phone, address, and date of birth carry over as-is without transformation. The original patient ID from AeronaClinic is preserved as a custom field (Source_Patient_ID__c) on the Nutshell Person record, enabling traceability and supporting delta-run de-duplication when comparing records between systems.

Inactive or prospect-level patients — those with no completed appointments — split to Nutshell Lead instead of Person. Active patients with completed appointments land as People. The split is based on the appointment history count in AeronaClinic; zero completed appointments routes to Lead.

The primary clinic or practice entity in AeronaClinic maps to a single Nutshell Company record. Nutshell Company holds the clinic name, primary address, phone, and website. For multi-office setups, each location becomes its own Company record with a shared parent reference via a custom field.

AeronaClinic multi-office deployments generate one Nutshell Company record per physical location rather than grouping all offices under a single record. A custom field (Parent_Clinic__c) on each satellite location's Company record links back to the primary clinic's Company record, preserving the practice's organizational hierarchy in Nutshell. This structure allows each location to maintain its own address, phone, and contact information while remaining associated with the broader practice entity.

Each AeronaClinic appointment becomes a Nutshell Task. The task subject carries the procedure type and patient name. Appointment date/time maps to the Task due date, and the original provider name maps to the Task assignee. Custom fields capture location, procedure code, and appointment status for clinical reference.

AeronaClinic treatment plans do not have a direct Nutshell equivalent. We extract the plan summary, associated teeth, procedure codes, and estimated cost, then write these as a dated Note attached to the Person record. Treatment plan status is preserved in a custom field (Treatment_Plan_Status__c) on the Person.

Insurance provider name, policy number, group number, and coverage tier stored in AeronaClinic map to Nutshell custom fields on the Person record: Insurance_Provider__c, Policy_Number__c, Group_Number__c, and Coverage_Tier__c. These fields are created in Nutshell before migration begins using Nutshell's custom field API. The migration process validates that all required custom fields exist in the target Nutshell instance before any data is written, ensuring a smooth transfer of insurance information.

Blood type, known allergies, and medical alerts stored in AeronaClinic migrate as Nutshell custom fields on the Person record: Blood_Type__c, Allergies__c, and Medical_Alert__c. These are free-text fields designed to accommodate the wide range of clinical notations possible in AeronaClinic, allowing front-office staff to see critical patient health information at a glance without opening clinical documentation.

AeronaClinic tracks how patients were referred — whether through a referring practice, advertising source, or word-of-mouth. This referral source value migrates to a custom pick-list field called Referral_Source__c on the Person record, preserving the marketing attribution data for referral tracking and analysis in Nutshell. Practices can use this data to evaluate which referral channels generate the most patient volume and optimize their marketing spend accordingly.

Outstanding balance and last payment date from AeronaClinic migrate as custom fields on the Nutshell Person record: Outstanding_Balance__c (currency format) and Last_Payment_Date__c (date format). Nutshell does not have native accounts-receivable tracking capabilities; these fields preserve financial context for front-office follow-up and help staff prioritize collection efforts during patient outreach. Practices can use this information to identify overdue accounts and track payment patterns over time.

AeronaClinic provider names and roles (dentist, hygienist, specialist) map to Nutshell Users by email match. If a provider email does not match an existing Nutshell user, the provider name is stored in a custom field (Provider_Name__c) on related Tasks for appointment attribution.

Free-text clinical notes and clinical attachments from AeronaClinic migrate as Nutshell Notes attached to the Person record. Original timestamps and clinician attribution are preserved in the Note metadata. Image attachments are re-hosted in Nutshell Files and linked to the Note.