Migrate from DentAdmin to Nutshell

DentAdmin patient records map 1:1 to Nutshell People. We preserve the patient's full name, contact details, address, and any custom fields as Nutshell Person custom fields. The original DentAdmin patient ID is stored in a custom field for traceability. We also ensure that email addresses are validated for format before import to avoid duplicate records.

Multi-site DentAdmin accounts create multiple practice entities. Each practice maps to a Nutshell Company record, preserving the site name, address, and practice-type custom fields. Nutshell's Company object supports one primary address per record. If a site has multiple locations, we create separate Company records and link them using a parent‑company hierarchy to reflect the practice structure.

DentAdmin practitioners are resolved to Nutshell Users by email match. Unmatched practitioners are flagged — the practice either creates Nutshell users first or assigns records to a fallback owner. Practitioner specialty and title map to custom fields on the mapped Person record.

Scheduled appointments become Nutshell Activities. We preserve the original appointment date/time, duration, associated patient (Person), associated practitioner (User), and appointment type. Nutshell Activities support start/end times and linked records. Each activity also records the creator and any notes added during the appointment, ensuring a complete history for future follow‑ups.

Treatment histories and procedure codes are complex and vary by patient. Short treatment summaries migrate as Notes attached to the Person record. Detailed procedure codes (RZIV, codes) migrate as custom fields on the Person record. Full clinical notes are exported as structured data for reference.

DentAdmin's RZIV codes and insurance groupings have no native equivalent in Nutshell. We create custom fields (e.g., Insurance_Provider__c, RZIV_Code__c) on the Person object and migrate the values value-by-value. Practices should confirm which codes remain active post-migration. We also provide a validation report after migration to flag any missing or inconsistent values for manual review.

Patient documents stored in DentAdmin (treatment plans, consent forms, imaging references) are downloaded and re-uploaded as attachments to the corresponding Nutshell Person record. File size limits follow Nutshell's attachment constraints. We preserve original file names and creation dates to maintain a recognizable document history within Nutshell.

Referral sources tracked in DentAdmin map to Nutshell's Lead Source pick-list if values match. Non-matching or custom referral categories are stored as a custom field on the Person record. We also log the original referral date and any associated campaign tags to support future marketing analysis.

Inbound inquiries stored as leads in DentAdmin migrate to Nutshell Leads, preserving contact information, source, and any associated notes. Status and stage values map to Nutshell Lead status values. We also capture the original inquiry date and any priority flags to help your sales team prioritize follow‑up actions.

Patient recall schedules and reminder dates migrate as Nutshell Tasks linked to the Person record. Due dates and associated practitioner (User) assignments are preserved. Automated reminder triggers do not transfer — Nutshell sequences replace this logic. You can later configure Nutshell sequences to send automated reminders based on the migrated due dates, ensuring continuous patient outreach.

Billing transactions, payment histories, and outstanding balances are not core CRM data in Nutshell. We export billing summaries as Notes attached to the Person record for reference. Full financial records require a dedicated accounting system integration. These notes include invoice numbers, payment dates, and amounts to give staff a quick reference without accessing external billing software.

Any custom fields configured in DentAdmin beyond standard patient properties require Nutshell custom fields on the Person object. We map field types (text, date, pick-list) and create the equivalent Nutshell custom field before migration. We also verify that pick‑list values match Nutshell's allowed options, adjusting any that do not fit to ensure clean data import.