Migrate from Dental-Exec to Microsoft Dynamics 365 Sales

Dental-Exec patient records map to Dynamics 365 Contacts. Each patient becomes a Contact with the practice (if Dental-Exec supports multi-practice) mapped to an Account. Patient date of birth, phone, email, and address fields map directly to Contact columns. The patient's original Dental-Exec record creation date is preserved in a custom field since Dynamics 365's native CreatedOn timestamp reflects the migration run date rather than the original patient onboarding date.

Dental-Exec clinic or practice entity maps to Dynamics 365 Accounts. Account.Name holds the practice name. Industry field is set to 'Healthcare' or 'Dental' via value mapping. Billing address from Dental-Exec maps to Account.Address fields. If the practice operates multiple locations, each location receives its own Account record, and patients who visit multiple locations are linked via Account Contact Relationships rather than a single Account assignment.

Dental-Exec stores referring dentists as provider fields within patient records. We extract these into separate Contact records with a Provider Role custom field set to 'Referring'. The original patient record retains a reference to the referring provider Contact via a lookup field. Referring provider Contact records are deduplicated by name and practice to prevent duplicate entries when the same dentist refers multiple patients to the practice.

Treating providers from Dental-Exec are matched by email to Dynamics 365 Users. Unmatched providers are flagged before migration — your team either creates the User record first or assigns the Contact to a fallback owner. Provider credentials are stored as a custom field on the Contact. Provider specialty codes from Dental-Exec are mapped to custom option set values for consistent categorization across the migrated dataset.

Dental-Exec procedure records have no direct Dynamics 365 equivalent. We create a custom TreatmentHistory table (requires Enterprise license) with columns for procedure code, description, date performed, provider, tooth/surface notation, and fee. A lookup links each row to the Contact (patient). CDT and ADA procedure codes are preserved in their original format for insurance claim reconstruction and historical reporting accuracy.

Insurance carrier name, policy number, group number, and subscriber relationship from Dental-Exec migrate to a custom InsurancePolicy table linked to the Contact. Coverage percentages and effective dates require additional custom columns. InsurancePolicy records are keyed by policy number to prevent duplicate entries when patients have multiple active policies across family members.

Dental-Exec appointment records (date, time, provider, procedure type, status) map to a custom Appointments table linked to Contact. Dynamics 365 Sales has no native scheduling — this table preserves the historical appointment record for practice management continuity. Appointment status values (Completed, No-Show, Cancelled) are mapped using a custom option set for consistent filtering in Dynamics 365 reports.

Dental-Exec billing records including total fee, insurance payment, patient responsibility, and claim status migrate to a custom BillingRecord table linked to Contact. For full accounting functionality, Dynamics 365 Finance or Business Central integration is recommended post-migration. Claim status values (Submitted, Paid, Denied, Pending) are mapped via custom option sets to match the status terminology used in Dental-Exec reporting exports.

Proposed procedures and treatment plans from Dental-Exec migrate to a custom TreatmentPlan table with status, estimated cost, and linked Contact. Planned vs. completed procedures are distinguished by a custom PlanStatus field (Proposed, Accepted, Completed, Declined). TreatmentPlan records maintain a lookup to the Contact record and include a reference to the originating Dental-Exec treatment plan identifier for traceability across both systems during the transition period.

Clinical notes stored as free-text in Dental-Exec migrate to Dynamics 365 Annotations (Notes) attached to the Contact record. Original note date is preserved in the Annotation's created-on timestamp. Large attachments such as X-rays, intraoral photos, and scanned documents require SharePoint integration to be configured for Dynamics 365 before migration; these files are referenced by URL or re-hosted in the configured SharePoint document library post-migration.