Migrate from DentAdmin to Freshsales

DentAdmin patient records map directly to Freshsales Contacts. Each patient becomes one Contact with name, email, phone, and address fields populated from DentAdmin's patient demographics. Belgian address formats (street/number/postal/city) are preserved as separate custom address fields on the Contact record.

Each DentAdmin practice location becomes a Freshsales Account. For multi-site DentAdmin setups, we map the parent DentAdmin account to a parent Freshsales Account, with each site as a child Account linked via Parent AccountId. Freshsales territory assignment is used additionally if sites need rep-level routing.

The DentAdmin link between a patient and their primary dental practice location maps to the Freshsales Contact-to-Account relationship, a standard object linking Contacts to Accounts. In multi-site setups where a patient has visited multiple locations, additional Account Contact Relationship records are created for each site, preserving visit history across the practice network. This ensures each location’s Account references the patient and can include a role or status field if needed.

DentAdmin stores procedures as billable items on patient records — not as a pipeline model. We create Freshsales Deals per procedure or per treatment plan, using the procedure description as the Deal Name, the procedure cost as the Deal Amount, and a custom pipeline stage mapping the DentAdmin status (planned, in-progress, completed, invoiced) to Freshsales stage values.

DentAdmin has no native deal pipeline — it uses procedure status instead. We create a Freshsales Sales Pipeline (e.g., 'Treatment Pipeline') and define stages that map from DentAdmin statuses: Planned → Appointment Scheduled, In Progress → Treatment In Progress, Completed → Treatment Complete, Invoiced → Closed Won, Cancelled → Closed Lost. Each stage gets probability and forecast category settings.

DentAdmin appointments (dentist, treatment type, date/time, duration, status) map to Freshsales Sales Activities. Scheduled appointments migrate as Freshsales Events with original start/end times and dentist as the assigned owner. Appointment outcomes (completed, no-show, cancelled) migrate as custom fields on the Activity record rather than separate objects.

RIZIV codes are Belgian health-insurance procedure identifiers with no Freshsales equivalent. We create custom pick-list fields on the Deal object: RIZIV_Code__c stores the numeric code, and Treatment_Type__c stores the readable procedure name (conservation, surgery, orthodontics, radiology, etc.) as a mapped pick-list value.

DentAdmin stores Belgian health insurance provider information on patient records. We create a custom text or pick-list field (Insurance_Provider__c) on the Freshsales Contact record. If DentAdmin exposes insurance type (mutualiteit / hospitalisation / dental-only), we create separate fields for each type.

DentAdmin attachments (treatment plans, insurance documents, referral letters) are re-uploaded as Freshsales Files linked to the corresponding Contact or Deal record. File size limits follow Freshsales storage quotas per plan. Inline clinical images are downloaded and re-hosted as file attachments.

DentAdmin users (dentists, administrative staff) are matched to Freshsales Users by email address. Unmatched users are flagged before migration — your team either creates Freshsales accounts first or assigns records to a fallback owner. Dentist specialization (e.g., orthodontist, surgeon) migrates as a custom field on the Freshsales User record.

DentAdmin invoice records store billing amounts, payment status, and RIZIV reimbursement details. We map the billed amount to the Freshsales Deal Amount field and create custom fields: Invoice_Number__c, Invoice_Status__c (paid, pending, rejected), and RIZIV_Reimbursement__c storing the reimbursed amount as a numeric custom field.

DentAdmin's SMS and email communication logs are mapped to Freshsales Sales Activities with activity type set to Email or SMS. Timestamp, sender, and recipient are preserved in datetime and text fields, and the message body is stored in the Description field. This lets your team review each communication, but Freshsales does not keep threaded conversation continuity. Imported logs serve as a reference for patient interactions and can trigger follow-up tasks.