Migrate from Core Practice to Zoho CRM

Core Practice patients map to Zoho CRM Contacts. The patient's first name, last name, email, phone, and address fields migrate directly. Zoho requires an Account lookup for the associated dental practice or referring office — contacts without a linked account land in Zoho's unassigned state and require post-migration review.

Referral-source patients — those who have not yet booked an appointment — route to Zoho Leads. Active patients with completed appointments route to Contacts. This split is determined by the presence of at least one completed Core Practice appointment record.

Core Practice appointments map to Zoho Tasks. The appointment date becomes the Task due date, the procedure type becomes the Task subject, and the clinical notes migrate as a custom long-text field (Appointment_Notes__c). Task status reflects appointment completion: Completed maps to 'Not Started' in Zoho.

Appointments with a defined start and end time (chair-time blocks) map to Zoho Events to preserve calendar visibility. The provider name maps to the Event owner. All-day appointments with no time component remain as Tasks to avoid empty calendar blocks in Zoho.

Core Practice stores insurance carrier names per patient. Zoho has no native Insurance Carrier module — FlitStack creates a custom module (api name: Insurance_Carriers) with fields for Carrier_Name, Policy_Number, Group_Number, and Subscriber_Name, then links each Contact to the relevant carrier via a lookup relationship.

Core Practice treatment plans with multiple procedure codes and line items migrate to a custom Zoho CRM module. Each plan becomes a custom record linked to the Contact. Procedure codes, tooth numbers, fees, and treatment status use subform fields to preserve the repeating-line-item structure that a flat custom field cannot handle.

Referral source data in Core Practice (e.g., general dentist referral, patient word-of-mouth, insurance network) migrates to a custom pick-list field (Referral_Source__c) on the Contact record. Values are mapped one-to-one; any values without a Zoho pick-list match are flagged for manual review before the full import.

Tooth-chart data and per-visit clinical notes from Core Practice require a combination approach: summary notes migrate as a long-text custom field (Clinical_Notes__c), and per-visit charting details migrate as a Subform (Tooth_Chart_Subform) with fields for Tooth_Number, Surface, Condition, and Date. Zoho's subform API name follows the module api_name_subform_name pattern.

Core Practice staff records (dentists, hygienists, front-desk) map to Zoho CRM Users. Resolution happens by email address match: FlitStack checks each staff member's email against Zoho user accounts and flags any staff without a matching Zoho user. You can invite them to Zoho before migration or assign their records to a fallback Zoho user.

Treatment documents, consent forms, and X-ray file references attached to Core Practice patient records migrate to Zoho CRM's Attachments module. Files are re-uploaded to Zoho's file storage linked to the corresponding Contact record. Zoho's 25MB per-file limit applies — oversized files are flagged before migration and reported to your team for pre-migration review.

Insurance claim status data from Core Practice (claim number, submission date, payer response, outstanding balance) migrates to a custom module (Insurance_Claims) linked to the Contact record. The claim status pick-list values are mapped value-by-value from Core Practice to Zoho — partial matches are flagged for admin review before the final import pass.

Core Practice automated appointment reminders and patient recall sequences do not have a direct Zoho CRM equivalent. Zoho Blueprint models process steps but does not import automation logic from external systems. FlitStack exports your Core Practice workflow definitions as a Blueprint reference document so your Zoho admin can rebuild the recall sequence in Zoho Workflow Rules.