Migrate from axiUm Dental to Nutshell

axiUm patient demographics (name, DOB, contact info, address) map directly to Nutshell Person fields. The patient record's clinical data (allergies, medical alerts) migrates as custom Person fields. Nutshell Persons do not support clinical notes natively — those are stored in a custom text field or as a linked file.

Insurance carrier name, group number, subscriber ID, andeligibility date map to Nutshell Person custom text fields. Nutshell has no native insurance object — these must be defined as custom fields before migration and labeled clearly so front-desk staff can find them during patient intake in Nutshell.

For practices that store referring dentists, group practices, or DSO parent entities in axiUm, those practice names and addresses map to Nutshell Companies. A Nutshell Company record is linked to each Person (patient) via the 'belongs_to' relationship so patient-provider attribution is preserved in the CRM graph.

axiUm provider names, specialties (general dentist, oral surgeon, periodontist), and provider IDs map to custom fields on the Person record. In Nutshell, these are text fields (Primary_Provider__c, Provider_Specialty__c). Provider assignment on appointments also migrates as a custom field since Nutshell Activities have no native provider concept.

axiUm appointments map to Nutshell Activities (type='Meeting' for scheduled visits, type='Call' for follow-up calls). The appointment date becomes the Activity due date, the provider becomes Primary_Provider__c, the appointment type (restorative, hygiene, emergency) maps to Appointment_Type__c, and the status (completed, no-show, cancelled) maps to a custom status field. Original timestamps are preserved.

axiUm recall entries (6-month hygiene recall, annual exam) map to Nutshell Tasks with a due date matching the recall date and a subject like 'Hygiene Recall Due'. Nutshell's Tasks serve as the recall mechanism in the CRM workflow — your team can then convert overdue recalls into booked appointments manually.

axiUm transaction history (charges, payments, adjustments, insurance payments, patient balance) has no Nutshell equivalent. We preserve total_charges, total_payments, insurance_paid, and current_balance as custom currency fields on the Person record. The full itemized ledger is exported as a CSV and attached to the Person record as a reference file.

axiUm treatment plan entries (procedure description, ADA code, estimated cost, status) map to a Nutshell Note attached to the Person record summarizing the plan. Key codes and statuses are also stored in custom fields (CDT_Code__c, Treatment_Status__c) so your team can query and report on planned treatments without opening the note.

axiUm medical alerts (allergies, conditions requiring antibiotic pre-medication, medical history flags) map to a Nutshell Note on the Person record plus a custom checkbox field (Medical_Alert__c) set to true when alerts are present. Clinical notes containing PHI should be flagged as sensitive during migration planning given Nutshell's standard SaaS security model.

axiUm attachments and scanned consent forms (HIPAA acknowledgment, treatment consent, imaging release) migrate as files attached to the corresponding Nutshell Person record. File size limits apply — documents over 25MB should be split or compressed before upload. We download, package, and re-upload each file with its original filename for traceability.

axiUm staff and faculty user accounts are matched to Nutshell users by email address. Unmatched users are flagged before migration — your team either creates Nutshell accounts for them first or assigns their patients and appointments to a designated fallback owner. No record lands in Nutshell without an assigned owner.

axiUm Plus modules (Lab Tracking, Dispensary, Inventory) hold operational data that does not map to a CRM object. We extract module records as structured data, summarize them into a Nutshell Note on the relevant Person or Company, and surface key fields (lab case status, material used) as custom fields where they support sales or service follow-up workflows.