Migrate from Dent-O-Soft to Nutshell

Dent-O-Soft patients map directly to Nutshell People. Patient name, date of birth, contact phone, email, and address fields translate as direct field mappings. The Person record carries forward the original patient ID as a custom field for traceability. This ID mapping enables accurate record matching during delta syncs.

Patients with unscheduled treatment plans or inactive status route to Nutshell Leads. Active patients with open appointments route to People. The split is based on appointment status at migration time — practices choose the threshold rule during planning. This routing ensures your sales pipeline reflects the true status of each patient relationship.

The Dent-O-Soft practice entity (clinic name, address, NPI number) maps to a Nutshell Company record. Multi-location setups create multiple Company records with parent-child relationships using Nutshell's Account model. The NPI number is preserved as a custom field on the Company record for regulatory compliance and insurance verification purposes.

Each Dent-O-Soft treatment plan becomes a Nutshell Deal. Treatment plan status (proposed, scheduled, completed, cancelled) maps to Deal stage values. The deal Amount field carries the estimated treatment cost. A separate custom field stores the ADA procedure code reference. This mapping preserves the complete treatment history.

American Dental Association procedure codes (D0120, D0150, etc.) have no native equivalent in Nutshell. We create a custom text or pick-list field on the Deal object to store procedure code values for each treatment plan line item. The pick-list option ensures data consistency across all migrated treatment plans.

Dent-O-Soft appointment records migrate as Nutshell Task records for completed visits and Event records for future scheduled appointments. Original appointment datetime, provider name, and appointment type (exam, cleaning, surgical) are preserved in Nutshell's activity fields. This preserves the complete appointment history for patient relationship management.

Clinical notes attached to patient records in Dent-O-Soft migrate as Nutshell Notes linked to the Person record. We preserve the original note date, author (provider), and note type. Rich-text formatting in Dent-O-Soft exports is flattened to plain text in Nutshell Notes.

Dent-O-Soft insurance carrier records merge into Nutshell Company records separate from the practice Company. Each insurance Company record stores the carrier name, plan types accepted, and group number as custom fields. Patient-specific insurance details store on the Person record. This separation maintains clean data organization.

Patient account balance, claim status, and insurance payment history cannot map to any native Nutshell object. We store these as custom fields on the associated Deal record: Claim_Status__c, Insurance_Paid__c, Patient_Balance__c, and Claim_Submission_Date__c. These custom fields enable financial tracking and reporting within Nutshell's deal management interface.

Dentists and hygienists in Dent-O-Soft map to Nutshell Person records with a custom role field (Provider_Role__c). If the provider is also a Nutshell user, we match by email and set the Person record's owner to the corresponding Nutshell user. This dual-role mapping ensures providers can be tracked both as contacts and as system users.

Referral source flags in Dent-O-Soft (patient origin: new patient, referral, marketing campaign) migrate as a custom pick-list field Referral_Source__c on both Lead and Person records. Marketing attribution data from Dent-O-Soft campaigns stores in a custom field. This allows for detailed marketing ROI analysis and referral tracking.

Treatment consent forms, insurance cards, and imaging files exported from Dent-O-Soft re-upload to Nutshell as file attachments on the corresponding Person or Company record. File size limits from Nutshell's storage apply — large imaging files may require external hosting with link storage in Nutshell.