Migrate from DentAdmin to Mailchimp

DentAdmin patient record maps to a single Mailchimp audience member. The patient's email address is the anchor field — without a valid email, the record cannot migrate as a subscribed member and will be flagged as 'no email' for manual review.

DentAdmin stores first name and last name as separate fields. Both map directly to Mailchimp merge fields FNAME and LNAME. Patients with no first name get an empty FNAME merge field — Mailchimp will fall back to the email prefix in salutations.

The email address serves as the primary unique identifier for each Mailchimp audience member. In DentAdmin, a patient may have several recorded email addresses—such as a home and a work address. FlitStack migrates the designated primary email as the member address and stores any secondary emails in a custom merge field named SECONDARY_EMAIL for future reference and outreach.

Phone numbers are transferred directly to Mailchimp's PHONE merge field, maintaining the original formatting stored in DentAdmin, including any international country codes. FlitStack does not alter or reformat phone numbers during the migration process, ensuring that the data remains consistent with the source records and is ready for SMS outreach or verification.

The address components recorded in DentAdmin—including street, city, postal code, and country—are mapped to Mailchimp's address merge fields (ADDR1, CITY, STATE, ZIP, COUNTRY). For Belgian practices, postal codes are preserved accurately during migration. When DentAdmin stores multi‑line address entries, FlitStack splits each line into the appropriate Mailchimp merge field, ensuring that the full address appears correctly in member profiles.

DentAdmin tracks SMS opt-in per patient. Mailchimp has no native SMS consent flag separate from email subscription status. We create a boolean merge field (SMS_CONSENT) and populate it from DentAdmin — your team applies it to Mailchimp SMS campaigns manually.

DentAdmin practice-management tags (treatment type, recall status, insurance tier) migrate as Mailchimp tags. Tag names are preserved exactly. DentAdmin may have hundreds of tags; FlitStack maps all of them. You choose whether to create new Mailchimp tags or map to existing ones.

DentAdmin records the insurance provider name for each patient. FlitStack creates a custom text merge field called INSURANCE_PROVIDER in Mailchimp to hold this information. If DentAdmin employs a constrained list of insurers, we can instead map those values to Mailchimp interest groups, enabling segment filtering by insurance carrier. The preferred approach is confirmed during the planning call with your admin.

Belgian RIZIV insurance numbers serve as practice‑specific identifiers within DentAdmin. Because Mailchimp does not include a native field for RIZIV codes, FlitStack creates a custom text merge field named RIZIV_NUMBER and populates it with the original value from each patient record. This merge field is intended for reference purposes only; Mailchimp will not perform any validation of the RIZIV numbers during email campaigns.

DentAdmin records the recall interval for each patient, such as a six‑month or annual schedule, which is linked to their treatment plan. FlitStack maps this interval to a custom text merge field called RECALL_INTERVAL in Mailchimp. Additionally, we can generate corresponding tags—like RECALL_6MO for six‑month intervals and RECALL_12MO for annual intervals—that enable targeted segmentation for recall‑focused email campaigns.

Date of birth from DentAdmin is mapped to Mailchimp's BIRTHDAY merge field, which expects the MM/DD format used for birthday automations. If DentAdmin stores the complete date including the year, FlitStack also creates a custom text merge field named DOB_FULL to retain the full year information, because Mailchimp's native BIRTHDAY field discards the year after migration.

Future recall appointment dates in DentAdmin have no Mailchimp equivalent. We export recall dates as a JSON reference file keyed by patient email. You can import this into a scheduling tool or use Mailchimp's date-triggered automations with a manual date list upload.

Detailed treatment histories—including procedure codes, dates, and treating providers—do not have a native equivalent in Mailchimp's audience structure. FlitStack exports this information as a JSON reference file keyed by patient email. Your team can later recreate the data as Mailchimp tags (for example, CROWN_2024, IMPLANT_2023) or as member notes, depending on the campaign strategy and reporting needs.

When DentAdmin manages multiple practice sites within a single account, FlitStack can separate the patient export by site identifier and provision distinct Mailchimp audiences for each location. This approach ensures that each audience operates independently, with its own contact limits, tag sets, and merge field configurations, so data does not bleed across locations.