Migrate from Dent-O-Soft to Microsoft Dynamics 365 Sales

Patient demographics (name, date of birth, contact information, address) map directly to Dynamics 365 Contact. The Contact's primary Account is set to a default 'Dental Patients' Account or a per-practice Account if Dent-O-Soft tracks practices as organizational units. Original patient ID stored in Source_System_ID__c for delta-run de-duplication.

Insurance carrier name, policy number, group number, and subscriber relationship migrate as custom text fields on the Contact record (Insurance_Carrier__c, Policy_Number__c, Subscriber_Relationship__c). Insurance eligibility tracking requires rebuild in Dynamics 365's built-in fields or a third-party insurance verification integration. Each insurance field is created as a text field in Dynamics 365 to preserve the source values. You may later replace these with pick‑lists or integrate a third‑party eligibility service for verification.

Treatment plans with procedure codes (CDT codes), tooth-surface designations, proposed dates, and provider assignments require a custom Treatment_Plan__c table in Dynamics 365 Sales with a lookup to Contact. Each treatment plan line item maps to a custom Treatment_Plan_Line__c table linked to the parent plan.

Per-tooth charting data and clinical narrative notes are too domain-specific for native Dynamics 365 fields. We preserve the full clinical note text in Annotation records (Dynamics 365 Notes) linked to the Contact. Tooth-specific charting that requires structured data maps to a custom Tooth_Chart__c table with per-surface boolean fields.

Dentist appointments with provider, date/time, duration, procedure codes, and status map to Dynamics 365 Appointment records. The Appointment's 'Regarding' lookup links to the Contact (patient). Status (Scheduled, Completed, No-Show, Cancelled) maps to Appointment Status values. Original appointment ID preserved in Source_System_ID__c.

Dent-O-Soft provider records (dentist names, hygienist names, office staff) map to Dynamics 365 System Users by email match. If Dent-O-Soft stores staff without email addresses, we flag unmatched records for your admin to map manually before migration commits. If no email exists, the record is placed in a queue for manual mapping. You can either create a System User in Dynamics 365 or assign the record to a placeholder user.

Dental laboratory and supply vendor records in Dent-O-Soft map to Dynamics 365 Account records with Account Type set to 'Vendor'. Lab case tracking (cases sent, case status, due dates) requires custom case fields on the Account or a related custom entity — native Dynamics 365 doesn't have a lab-case concept.

Patient charges and payments represent a financial ledger that doesn't map cleanly to Dynamics 365 Sales' Quote→Order→Invoice model. We migrate charge and payment records as a custom Patient_Transaction__c table linked to the Contact, preserving date, amount, procedure code, and payment method. Insurance write-offs and adjustments migrate as adjustment records on the same custom entity.

Referral source tracking (patient referred by another patient, dentist, or marketing campaign) has no native Dynamics 365 equivalent. We map referral source as a custom pick-list field on Contact (Referral_Source__c) and link referral-patient relationships via a custom Referral_Relationship__c junction table.

Patient documents (consent forms, X-rays, insurance cards stored as attachments in Dent-O-Soft) re-upload to Dynamics 365's SharePoint integration. We preserve the original file name, upload date, and file type metadata. Dynamics 365's SharePoint document management must be enabled in your tenant before migration.

Dent-O-Soft's recall system (6-month hygiene recall, annual exam reminders) has no direct Dynamics 365 equivalent. We map recalls as a custom Recall__c table linked to Contact with fields for Recall_Type__c, Next_Recall_Date__c, and Provider__c. A corresponding Task is created at migration time to trigger follow-up reminders.

Insurance claims with status (Submitted, Accepted, Rejected, Paid), claim number, submission date, and payment received require a custom Insurance_Claim__c table in Dynamics 365 Sales linked to the Contact. The claim line items (procedure code, billed amount, allowed amount, patient responsibility) map to a related Insurance_Claim_Line__c custom table.