Migrate from Dentrix to Freshsales

Dentrix Patient records carry name, DOB, contact info, address, and an optional company/employer link. We split Patient into a Freshsales Contact (personal fields) and an Account (employer/company link) linked via Contact.AccountId. If the patient record has no employer link, the Account is created with the patient name and marked as a 'Patient Account' for reporting clarity.

Dentrix Insurance Plan records (carrier name, plan type, subscriber ID, group number, subscriber name) have no native Freshsales equivalent. We migrate each plan as an Account record using the carrier name as Account.Name, with plan type, subscriber, and group number stored as Account custom fields. Where multiple plans attach to one patient, primary and secondary assignments are preserved in a Plan_Role__c custom pick-list field on the Account.

Dentrix Appointment records contain date, time, duration, operatory, provider, status, and procedure codes. We map appointments to Freshsales Events using the original scheduled datetime as Event.start_date and original duration as Event.end_date, linked to the patient Contact and the provider User. Standalone appointments with no linked patient are stored as Tasks in Freshsales.

Dentrix Provider records (dentist name, hygienist, office staff) map to Freshsales Users by email address match. We extract provider email from Dentrix's User or staff table and resolve it against Freshsales user emails during migration. Unmatched providers are flagged before the migration runs; the practice either creates a Freshsales user account or reassigns the provider's records to a designated fallback owner.

Dentrix Treatment Record lines (procedure code, tooth number, surface, fee, date, status) have no direct Freshsales equivalent. We create a Treatment_History__c custom field (long text area) on the Freshsales Deal object, serializing each treatment line with its code, tooth, surface, fee, and date in a structured format. Alternatively, we create separate custom fields — Last_Treatment_Date__c, Last_CDT_Code__c, Last_Tooth_Surface__c — for quick reference on the Deal record.

Dentrix Clinical Notes contain medical alerts, allergies, conditions, and free-text clinical observations attached to a patient. Freshsales has no clinical notes object — we create custom fields on the Contact record: Medical_Alerts__c (text), Allergies__c (text), Conditions__c (text), and Clinical_Notes__c (long text area). For practices with extensive clinical note history, we scope the migration to the most recent 12 months to avoid overwhelming the Contact record.

Dentrix stores CDT (Current Dental Terminology) procedure codes used for treatment records and fee schedules. Codes with associated fees can be mapped to Freshsales Products, where Product.Name = CDT code description and Product.UnitPrice = fee schedule amount. This enables deal-line items in Freshsales Deals to reference the correct CDT code when documenting treatment plans.

Dentrix Ledger entries track procedure charges, payments, and adjustments against a patient account. Freshsales has no billing ledger — we create a custom field Ledger_Summary__c (long text area) on the Contact or Deal object, summarizing outstanding balance, total charges, and total payments from the most recent Dentrix ledger snapshot. This gives the front desk visibility into patient balance without requiring a separate ledger lookup.

Dentrix stores attachments including insurance cards, treatment consent forms, and referral letters as linked files. We migrate these files to Freshsales Files attached to the corresponding Contact or Account record. File size limits apply — Freshsales supports uploads up to 25MB per file; larger files are flagged for manual re-upload post-migration.

Dentrix tracks referral source (how the patient was acquired — internal referral, external referral, marketing campaign, etc.) as a patient attribute. Freshsales does not have a native referral source field — we create a custom field Referral_Source__c (text) on the Contact record, preserving the original referral source label from Dentrix for marketing attribution and reporting continuity.