Migrate from DentAdmin to Pipedrive

DentAdmin patient records map to Pipedrive People. The patient's name, email, phone, address, and birthdate transfer directly. RIVZ codes, insurance fields, and co-payment data have no Pipedrive native equivalent — those migrate as custom fields on the Person record. Owner resolution uses email match against Pipedrive users.

Insurance companies stored in DentAdmin map to Pipedrive Organizations. Organization name, address, and contact details transfer directly. Insurance-specific fields (policy number prefix, reimbursement tier) migrate as custom fields on the Organization record. During migration, we match insurers by name and run duplicate checks to avoid creating multiple Organization records. Standard fields such as phone, email, and website transfer directly, while insurance‑specific attributes become custom fields on the Organization record.

Individual treatments from DentAdmin do not map 1:1 to Pipedrive Deals. If DentAdmin tracks treatment plans as revenue events, each plan becomes a Pipedrive Deal with the treatment value, responsible provider, and patient link. Treatment codes and RIVZ values transfer as custom fields on the Deal.

DentAdmin appointments convert to Pipedrive Activities. The appointment type (check-up, procedure, consultation) maps to Pipedrive Activity type (call, meeting, task). Original appointment start/end times and provider (user) assignment are preserved. Recurring appointments generate individual Activity records. The duration, location, and notes are transferred as activity details. Provider assignments are resolved by matching the DentAdmin user email to a Pipedrive user ID, ensuring correct owner linkage.

Freeform clinical notes from DentAdmin migrate as Pipedrive Notes attached to the relevant Person record. Original note timestamps and author (owner) are preserved. Rich-text formatting is flattened to plain text to match Pipedrive's Note format. If a note includes file attachments, those files are exported and linked to the Person record as file objects. Tags or categories from DentAdmin are stored as labels in the Pipedrive Note content for reference.

DentAdmin generated documents and reports (PDFs, treatment summaries) are exported as files and re-uploaded to Pipedrive. Each file is attached to the corresponding Person record. Pipedrive's 25MB per-file limit applies — large imaging files may need separate storage with a link stored as a custom field.

DentAdmin user accounts are matched to Pipedrive users by email address. Unmatched providers are flagged before migration. Practices using DentAdmin's multi-provider setup should pre-create Pipedrive users and invite them before migration so owner assignment resolves correctly. We map DentAdmin roles (e.g., dentist, assistant) to Pipedrive permission sets where possible. Inactive DentAdmin accounts are set to inactive in Pipedrive, and we recommend reviewing user list before cut‑over to avoid orphaned activities.

RIVZ treatment codes from DentAdmin have no Pipedrive native equivalent. We create a custom field on Person (e.g., RIVZ_Code__c via Pipedrive's custom field API) and populate the value per patient. The billing logic DentAdmin applies to these codes must be rebuilt manually in Pipedrive.

Insurance provider name and policy number from DentAdmin are merged into a single custom field on Person. If the insurer exists as a separate Organization record in Pipedrive, we link the Person to that Organization via the standard relationship rather than storing the name inline.

The patient's co-payment percentage from DentAdmin has no Pipedrive equivalent. We migrate it as a custom field on Person for reference. If it applies to billing logic tied to treatment plans, it is also added as a custom field on Deal.