Migrate from Dentrix to Microsoft Dynamics 365 Sales

Dentrix Patient maps to Dynamics 365 Contact. The primary name, date of birth, address, phone, and email fields transfer directly. Insurance sub-tables attached to a Patient record are extracted separately and mapped to custom fields on the Contact. The original Dentrix patient identifier is stored in SourcePatientID__c for reconciliation and delta deduplication, and any guarantor information is linked via the Parent Contact field.

Guardians and responsible parties are contacts in Dentrix but may not have their own patient record. We create a separate Contact record and link it to the patient via the Parent Contact field or a custom Relationship custom field in Dataverse.

Treating dentists and hygienists in Dentrix map to Dynamics 365 SystemUser records if they need CRM login access, or to Contact records if they are referral sources only. Provider specialty (DDS, DMD, RDH) is preserved as a custom pick-list field on the SystemUser.

Dentrix stores insurance carrier name, address, and EDI payer ID. Since Dynamics has no native insurance carrier object, we create a custom InsuranceCarrier table in Dataverse. Each Carrier record is then linked to the Contact via a custom lookup field on the Contact record.

Group number, subscriber ID, subscriber relationship (self/spouse/child/other), effective date, and remaining annual benefits transfer as custom fields on the Contact. Fee schedule tables from Dentrix are stored as a related custom entity linked to the InsuranceCarrier. Dual-coverage patients receive two InsuranceCarrier lookups, one for primary and one for secondary, preserving the complete coverage hierarchy.

Dentrix appointments contain operatory, provider, CDT procedure codes, appointment type, and status. We map to the Dynamics Appointment entity and add custom fields for Operatory, CDTCode, ProcedureType, and AppointmentStatus so the clinical scheduling context is preserved in the CRM. The provider field resolves to a SystemUser owner by email match, with unresolved providers flagged for manual assignment before the migration run.

Treatment plans with procedure codes, surfaces, quadrants, fees, and provider notes have no Dynamics equivalent. We create a TreatmentPlan custom table on Dataverse linked to the Contact record, storing each planned procedure as a line item with CDT code, tooth surface, fee, and status.

Per-visit clinical notes, periodontal charting, and oral health observations are stored as free-text notes in Dentrix. We migrate these as Dataverse Annotations linked to the Contact, with a custom ClinicalNoteType pick-list to distinguish between perio charts, exam notes, and narrative notes.

Prescription records (medication, dosage, frequency, prescriber, date) require a custom Prescription table in Dataverse linked to the Contact. This preserves the clinical medication history separately from general note activity. Each prescription record includes MedicationName__c, Dosage__c, Frequency__c, Prescriber__c, and PrescriptionDate__c fields, allowing the care team to view medication history directly within the patient Contact timeline.

Dentrix ledger entries (charges, payments, adjustments, insurance payments, write-offs) are financial records without a direct CRM equivalent. We create a PatientLedger custom table with Amount, Type (Charge/Payment/Adjustment/InsurancePayment/WrittenOff), Date, and Provider fields linked to Contact. The Type field uses a custom pick-list matching Dentrix ledger categories, ensuring accurate financial categorization in Dynamics 365 Sales.

Dentrix attachments (digital X-rays, intake forms, signed consent documents) are downloaded and re-uploaded to the Dynamics 365 SharePoint integration or Dataverse file attachments on the Contact record. File size limits of the destination storage apply, and any attachments exceeding the limit are flagged for manual transfer or compression before the migration run.

Dentrix recall entries (cleaning due, perio maintenance due, annual exam due) map to a custom RecallTask table on Dataverse with RecallType, DueDate, and CompletedDate fields linked to the Contact. These tasks can trigger Power Automate flows to send patient reminders, update the Contact timeline, or create follow-up appointments in Dynamics 365 Sales.

Lab cases (crowns, dentures, night guards) with lab name, Rx date, due date, shade, and status have no CRM equivalent. We create a LabCase custom table linked to Contact and to the associated TreatmentPlan for traceability. Each LabCase record stores LabName__c, RxDate__c, DueDate__c, Shade__c, and Status__c, enabling the dental team to view lab progress directly in Dynamics 365 Sales.