Migrate from Dent-O-Soft to Pipedrive

Dent-O-Soft patient records map to Pipedrive People. Contact fields (name, email, phone, address) migrate directly using standard Pipedrive field mappings. Clinical fields without Pipedrive equivalents (allergies, medical history, preferred pharmacy) create Pipedrive custom fields. Original patient IDs are preserved as Source_System_ID__c for delta-run de-duplication and audit trail purposes.

Dent-O-Soft appointment date, time, duration, and provider map to Pipedrive Activities of type task, call, or meeting. Appointment status (completed, no-show, cancelled) maps to Pipedrive activity status. The original Dent-O-Soft appointment ID is stored as a custom field on each Pipedrive activity for reconciliation. Clinical notes attached to appointments cannot map to Pipedrive fields — they are exported as PDF notes attached to the corresponding Person record.

Dent-O-Soft charges represent the monetary value of dental procedures performed or planned. Each charge maps to a Pipedrive Deal linked to the corresponding Person record. The deal name uses the procedure description and date. Insurance-paid amounts and patient-paid amounts are tracked using separate custom fields on the Deal since Pipedrive has no native split between insurance and patient payment. Insurance claim numbers, claim status, and payer information are stored as custom fields on the Deal.

Dent-O-Soft payments reduce the outstanding balance on a patient account. We map payments to Pipedrive as closed Activities (task with payment-note subject) linked to the corresponding Deal. An Insurance_Payment__c custom flag distinguishes insurance payments from patient payments. Payment method (check, credit card, payment plan) is stored as a custom text field.

Dent-O-Soft suppliers and dental technicians are B2B contacts that map directly to Pipedrive Organizations. Organization name, address, phone, and email migrate as direct fields. Supplier type (lab, materials vendor, service provider) is stored as a Pipedrive custom field on the Organization. Supplier contacts within Dent-O-Soft are added as linked Person records under the Organization.

Dent-O-Soft treatment cases include case description, procedure codes (CDT codes), treatment status, and estimated vs. actual cost. These become Pipedrive Deals with custom fields for procedure_code__c, treatment_status__c, and estimated_amount__c. The Deal is linked to the Patient-as-Person. For multi-case patients, each treatment case becomes a separate Deal to avoid collapsing multiple procedures into one deal.

Dent-O-Soft clinical notes and per-tooth surface charting (missing, decayed, filled, bridge, implant) have no Pipedrive CRM equivalent. These are exported as PDF files and attached to the corresponding Pipedrive Person record. Clinical note dates are preserved as Note titles so the record history is searchable. This is a reference-only preservation — clinical data is not editable within Pipedrive.

Dent-O-Soft's graphical oral situation summary records tooth-by-tooth status across all surfaces. This data migrates as a Pipedrive custom text field (Oral_Situation_Summary__c) on the Person record. The full per-tooth chart is exported as a PDF attachment since Pipedrive has no per-tooth charting field structure.

Dent-O-Soft insurance provider names stored per patient map to Pipedrive as custom fields (Insurance_Provider__c) plus a linked Organization record representing the insurance carrier. Carrier address and payer ID are stored on the Organization. This enables future reporting on claims by insurance carrier within Pipedrive.

Dent-O-Soft staff and providers are matched to Pipedrive users by email address. Provider name, role (dentist, hygienist, front desk), and license number are stored as custom fields on the Pipedrive User record. Unmatched providers are flagged before migration so your team can create Pipedrive accounts first or assign records to a fallback user.