Migrate from Dental-Exec to monday CRM

Dental-Exec patient records map 1:1 to monday People. Fields: patient name, date of birth, contact phone, email, address, emergency contact. monday People are the primary contact record in monday CRM's data model. Each patient lands as a single People item; multiple addresses collapse to one primary address with additional locations stored in a custom Location column.

Dental-Exec appointments (date, time, provider, procedure code, status: Scheduled/Completed/Cancelled) map to a monday custom board where each appointment is an item and the Timeline column shows start/end times. Provider name maps to a Person column; procedure status maps to a Status column with Dental-Exec's appointment statuses as values. Original appointment timestamps preserved in a Date column.

Dental-Exec treatment plans contain multiple line items (CDT codes, tooth numbers, surfaces, materials, fees). We split each treatment line item into a monday sub-item linked to the parent Patient item. Each sub-item carries the procedure code, tooth reference, surface detail, material, fee amount, and completion status. Parent item holds the overall treatment plan name and plan date.

Dental-Exec insurance records (carrier name, group number, subscriber ID, effective dates, coverage percentages) map to a monday custom board where each item represents one insurance plan. A Link column connects the insurance item to the associated Patient People item. Coverage percentages map to Number columns; effective dates map to Date columns. One patient can have multiple insurance items linked.

Dental-Exec insurance claims (claim ID, status: Submitted/Paid/Denied/Appeal, submitted amount, paid amount, paid date, payer notes) map to a monday custom board. Claim status maps to a Status column with pick-list values matching Dental-Exec's claim lifecycle. Provider name, submission date, and payer reference stored in Text and Date columns. Linked to the corresponding Patient and Insurance items via Link columns.

Dental-Exec billing ledger entries (charge date, procedure code, charge amount, payment amount, adjustment, balance, payment method) map to a monday custom board where each item is one ledger transaction. Charge and payment amounts map to separate Currency columns. Running balance is a calculated field in monday or re-derived from source data post-migration. Linked to Patient and Treatment Plan items for full traceability.

Dental-Exec provider and staff records (name, role: Dentist/Hygienist/Admin, license number, email, phone) map to monday team members. We resolve each Dental-Exec provider by email match against monday workspace members. If a provider has no monday account, their name is stored as a Text column value on the relevant items and flagged for monday account creation before go-live.

Dental-Exec patient documents—X-rays, intraoral photos, consent forms, treatment plan PDFs—are downloaded and re-uploaded to monday Files, attached to the relevant Patient item. Files exceeding monday's 25MB limit are flagged: we host them externally (Google Drive, Dropbox) and store the URL in a monday Link column with descriptive naming. Original file names and upload timestamps preserved in file metadata.

Dental-Exec referral source fields (referring dentist name, referral type: New/Existing/Promotion) map to monday as a Dropdown or Tag column on the Patient board. Referral source names become Dropdown values; referral type becomes a Status or Tag. This field is entirely optional in Dental-Exec, so null values are preserved as 'Unknown' in monday.

Dental-Exec custom fields for specialties—orthodontic stage tracking, implant case status, oral surgery flags—map to monday custom columns. We identify the Dental-Exec field type (text, number, date, pick-list) and create the equivalent monday column type. Pick-list custom fields in Dental-Exec become monday Status or Dropdown columns with values mapped value-by-value. Custom fields are documented in the migration plan before import begins.

Dental-Exec multi-location setups (location name, address, phone) map to monday Location columns on relevant boards or as separate Organization items in monday. Each location gets its own Workspace or board Group so staff see only the items relevant to their location. Provider assignments per location are preserved as Person columns filtered by location Group.