Migrate from Clinic Management Software to Microsoft Dynamics 365 Sales

Clinic patient records map directly to Dynamics 365 Sales Contacts. The Contact receives the patient's full name, date of birth, contact information, address, and insurance identifiers. The source internal patient ID is stored as SourcePatientID__c for traceability and delta-run de-duplication. Insurance carrier and policy number map to a related custom Insurance custom table.

Practitioner/provider records map to Contacts with a custom PractitionerRole__c pick-list field (values: Physician, Nurse, Technician, Admin). The NPI number migrates to a custom NPI__c text field. Practitioner specializations map to a custom Specialization__c pick-list or a related custom table if multiple specializations per practitioner exist.

Source appointment records do not have a direct Dynamics 365 equivalent. We create a custom ClinicAppointment__c table (or map to Task/Appointment Activity) with fields for ScheduledDate, Duration, AppointmentType, Status (scheduled/confirmed/no-show/completed), Practitioner (lookup to Contact), and Patient (lookup to Contact). Status values require value-mapping to the custom pick-list defined in the destination.

Clinical encounter notes, diagnoses (ICD-10 codes), and treatment plans map to a custom ClinicEncounter__c table in Dataverse linked to the Contact (patient) and the practitioner Contact record. Encounter date and time are preserved as custom datetime fields. Clinical notes are stored as a large-text custom field or attached as a Note/Annotation record with original timestamps.

Insurance carrier, policy number, group number, subscriber ID, and eligibility status migrate to a custom ClinicInsurance__c table with a lookup relationship to the Contact. Eligibility check results and coverage dates map to additional custom fields on that table. Dynamics 365 Sales does not have native eligibility verification — Power Automate integration can be configured post-migration.

Multi-location clinic setups: each physical location migrates as an Account record with the clinic's name, address, and operating hours (custom fields). If the source stores a location hierarchy (parent clinic / satellite site), this maps to the Account.ParentAccountId relationship. Single-location practices can map directly to a single Account.

Prescription records (medication name, dosage, frequency, prescriber, date) migrate to a custom ClinicPrescription__c table linked to the patient Contact and the prescriber Contact. Controlled substance details and DEA scheduling require careful field-level review and may be suppressed from the CRM migration per compliance policy.

Claims records (CPT codes, ICD-10 codes, payer, claim status, payment amount, adjustment) have no native equivalent in Dynamics 365 Sales CRM. We export this data as a structured CSV/JSON file mapped for re-import into a dedicated RCM or medical billing platform. The export preserves the full claim history, adjudication dates, and payment records.

Inbound and outbound referrals stored as a specific entity in Clinic Management Software map either to Dynamics 365 Sales Opportunities (if the referral has a monetary value) or to a custom ClinicReferral__c table with ReferralSource, ReferralType, ReferredTo, and Status fields. Referral Source Organization maps to an Account lookup.

Documents attached to patient records (consent forms, lab results, imaging referrals) migrate as Dataverse Note/Annotation records or SharePoint document library entries linked to the Contact. Original file names, MIME types, and upload timestamps are preserved. Files exceeding Dynamics 365's 25MB per-file limit are flagged for manual re-upload.

Any custom fields defined by the practice on the patient record (e.g., PreferredPharmacy__c, EmergencyContact__c, RecallDate__c) migrate as custom columns on the Contact table in Dataverse. Custom field data types (text, number, date, pick-list) are mapped to the nearest equivalent Dataverse column type. Multi-select pick-lists map to a separate junction table or delimited text field.

Source staff user records are matched to Dynamics 365 Sales SystemUser records by email address. Unmatched owners are flagged as exceptions before migration — the practice either provisions a corresponding Dynamics user first or assigns those records to a fallback owner. Active/inactive status is preserved in a custom SourceOwnerStatus__c field for reconciliation.