Migrate from axiUm Dental to Zoho CRM

axiUm patient demographics (name, date of birth, contact information, address) map directly to Zoho CRM Contacts. The patient ID from axiUm is stored as Source_System_ID__c for traceability and delta-run matching. This direct mapping preserves original patient identifiers and ensures that any subsequent updates in Zoho can be reconciled back to the source axiUm record using the stored identifier.

Patients who have not yet completed a procedure in axiUm map to Zoho Leads for initial outreach and recall tracking. Active-treatment patients route to Contacts. Leads allow the practice to capture prospective patients, record interest levels, and schedule follow-up communications before converting them to formal patient records in Zoho.

axiUm insurance carrier records map to Zoho CRM Accounts. Each carrier becomes an Account record with the insurance plan details migrated as custom fields on the linked Contact. This mapping enables the practice to maintain carrier-level information for reporting on claim volumes and to associate individual patient subscriber IDs with the appropriate insurance plan.

axiUm clinical procedures have no Zoho CRM equivalent. We create a custom module Treatment_History__c linked to the Contact via lookup field, storing procedure code, description, tooth number, date, provider, and status. This structure allows the practice to view each patient's treatment timeline in Zoho and generate reports on procedure frequency, provider workload, and revenue by treatment type.

Odontogram charting and periodontal measurements are binary/visual formats not representable in standard Zoho CRM fields. We export these as PDF or image files, attach them to the Contact record, and store a reference URL in a custom text field for straightforward retrieval.

axiUm appointments map to Zoho CRM Events (for scheduled chair time) and Tasks (for recall follow-ups). Multi-provider appointments generate one Event per provider. Recall intervals become custom fields on the Contact for future workflow triggers. This approach preserves the original appointment timing while enabling Zoho’s calendar and task tools to manage patient recall schedules.

axiUm ledger entries (charges, payments, adjustments) have no Zoho CRM counterpart. We create a Billing_Entry__c custom module linked to the Contact, storing date, type, amount, procedure code, and balance. This module enables the practice to generate billing summaries, track outstanding balances, and reconcile payments with the original fee schedule in Zoho.

axiUm provider and faculty records are matched to Zoho CRM users by email address. Students without Zoho user accounts are stored as custom Contact fields with role designation rather than as system users. This approach allows the practice to maintain a complete provider directory while controlling licensing costs associated with additional Zoho user seats.

axiUm electronic forms (medical history, health alerts, consent documents) are extracted as structured data mapped to a custom Clinical_Forms__c module linked to Contact. Binary form files are attached to the record. This separation of structured data and attachments preserves the integrity of the clinical information while providing straightforward access to the original documents within Zoho.

axiUm procedure codes and fee schedules map to a standalone custom module in Zoho CRM. Procedure codes can be linked to Treatment_History__c records for reporting on billed amounts versus fee schedule. This enables the practice to analyze procedure profitability, compare actual charges to contracted rates, and streamline insurance claim reconciliation.

axiUm waitlist entries convert to Zoho Tasks assigned to the responsible provider with the original waitlist date preserved. Task due date is set based on the desired appointment date. This conversion ensures that no patient is lost from the scheduling pipeline and allows the practice to prioritize waitlist patients when openings arise.

Scanned consents, referral letters, and imaging referrals stored as file attachments in axiUm are downloaded and re-uploaded as Zoho CRM Attachments linked to the corresponding Contact record. This ensures that all supporting documentation remains accessible within Zoho, allowing staff to view consent status and referral history without switching systems.