Migrate from Dental-Exec to Zoho CRM

Dental-Exec patient records map directly to Zoho CRM Contacts. The primary patient name, date of birth, contact phone, email address, and physical address fields translate 1:1. We preserve the original Dental-Exec patient record ID as Source_Patient_ID__c on the Zoho Contact for traceability and delta-run de-duplication.

Dental-Exec stores primary and secondary insurance carrier names, subscriber IDs, group numbers, and effective dates as inline properties on the patient record. Zoho CRM Contacts have no native insurance fields. We create Insurance_Carrier__c, Subscriber_ID__c, Group_Number__c, Insurance_Effective_Date__c, and Insurance_Notes__c custom fields on the Contact module to preserve this data.

Dental-Exec treatment plans contain procedure codes (CDT codes), tooth-surface designations, provider names, estimated and actual costs, and completion status. There is no Zoho native equivalent. We create a Treatment_Plans custom module in Zoho with lookup(Contact), a multi-line Procedure_Details__c field, and Status__c pick-list. Each treatment plan record links back to the patient Contact via the lookup relationship.

Dental-Exec appointment records include appointment type (hygiene, restorative, consultation), scheduled date/time, provider, operatory, and recall interval (e.g., 6-month recall). We map scheduled appointments to Zoho Events with Subject populated by appointment type, and recall records to Tasks with a custom Recall_Interval__c field storing the next recall date. Original timestamps and provider assignments are preserved.

Dental-Exec provider records (dentists, hygienists, office managers) map to Zoho CRM Users by email address matching. If a Dental-Exec provider has no matching Zoho user, their records are assigned to a designated fallback user and flagged for admin review before the migration commits. The provider's NPI number is stored as NPI__c custom field on the Zoho User record.

Dental-Exec insurance carrier records (carrier name, address, payer ID) map to Zoho CRM Accounts with Account Type set to 'Insurance Carrier'. This allows the carrier to function as a lookup target from the Contact's insurance custom fields, enabling reporting by carrier across the patient population.

Dental-Exec tracks how patients were acquired (referral, marketing campaign, walk-in, etc.) as a property on the patient record. Zoho CRM Contacts have no native referral-source field. We create a Referral_Source__c pick-list field on Contact and map the source value directly. For historical tracking, we also preserve the original referral date as Referral_Date__c.

Dental-Exec tracks per-provider production goals measured in dollars (based on treatment plan values completed per month). Zoho CRM has no native production goal object. We create a Sales_Rep_Performance custom module with Monthly_Production_Goal__c, Monthly_Production_Actual__c, and Month__c fields, linked to the provider User record. Historical goal vs. actual data migrates as read-only historical records.

Dental-Exec clinical notes and progress notes attached to patient records migrate as Zoho CRM Notes associated with the Contact. Rich-text formatting is preserved where the source API returns HTML. We map the note creation timestamp to the Note's Created_Time field and the authoring provider to the Note owner by email match.

Dental-Exec file attachments (consent forms, intraoral photos, X-rays) re-upload to Zoho CRM Attachments linked to the Contact record. File size limits per Zoho plan apply (25MB per file on most tiers). We download source files, re-upload to Zoho, and link each attachment by the parent Contact ID. Inline images in notes are extracted and rehosted as separate attachments.

Dental-Exec billing ledger entries (charges, payments, adjustments, insurance write-offs) map to Zoho CRM Deals with a custom Billing_Ledger custom module for line-level detail. Because Zoho Deals are not full accounting ledgers, we map the outstanding balance as Amount on the Deal and preserve the transaction history in the custom module. Accounts Receivable tracking requires Zoho Books integration post-migration.

Dental-Exec tooth-chart data (per-tooth condition flags, surface-level charting) has no Zoho native equivalent. We map tooth-chart snapshots as a serialized JSON string in Tooth_Chart_Snapshot__c (long text area) on the Treatment_Plans custom module, with a separate Tooth_Condition__c pick-list field for the most recent charting. Your dental team should review this data post-migration for clinical accuracy.