Migrate from Dentrix to Pipedrive

Dentrix patient records map to Pipedrive People. The Person name fields (first_name, last_name) map directly. Patient email, phone, and address fields translate to Pipedrive's standard contact fields. Patients without email receive a custom field flag so staff can complete contact details post-migration.

When a Dentrix patient has an employer or referral source recorded, that organization name merges into a Pipedrive Organization record linked to the Person. The Person-Organization link preserves the relationship in Pipedrive's association model, allowing staff to view all patients associated with a specific employer or referral source directly from the Organization record.

Dentrix provider records (dentist, hygienist, specialist names) resolve by email match against Pipedrive Users. The provider who owns a patient record becomes the Pipedrive Person owner. Unmatched providers are flagged for manual Pipedrive account creation before migration, ensuring every provider has a corresponding Pipedrive User to assign as record owner.

Dentrix appointments map to Pipedrive Activities with type = 'Meeting' for scheduled chair time and type = 'Task' for recall follow-ups. Original appointment datetime stamps become the Pipedrive Activity start/end time. The provider and patient links are preserved as Person and User associations on the Activity record.

Each Dentrix treatment plan becomes a Pipedrive Deal. The plan total amount maps to Deal value. The treatment plan status (proposed, accepted, in-progress, completed) maps to Pipedrive pipeline stage values via value mapping. Line items within a plan — individual procedures with CDT codes — become Deal Products.

Dentrix insurance carrier records map to Pipedrive Organizations with a custom Organization field 'Type' set to 'Insurance Carrier'. The carrier's group number and payer ID map to custom text fields. This lets practices run Pipedrive reports filtered by insurance carrier without mixing carriers with patient employer organizations.

CDT codes (D0120, D2750, etc.) have no Pipedrive native equivalent. We create a Pipedrive custom field on Deal named 'CDT_Code__c' to store the procedure code value. For recurring procedures (prophy, recall), a Pipedrive Product record with the procedure name and CDT code as a custom field links to Deals.

Dentrix recall intervals (6-month prophy, annual perio) become Pipedrive Activities with type = 'Task' and due date calculated from last_visit_date plus recall_interval_days. A custom field Recall_Type__c on the Person record preserves the recall category (Prophy, Perio Maintenance, Exam). Pipedrive Automations then trigger follow-up tasks at the calculated due date.

Medical alerts (allergies, conditions, medications) from Dentrix migrate to Pipedrive custom text fields on the Person record: Allergy_Alert__c, Medical_Condition__c, Medication_List__c. Clinical note templates do not have a Pipedrive equivalent — long-form clinical narrative is preserved in a custom field for reference only, not for structured reporting.

Outstanding balance, insurance adjustment, and write-off amounts from Dentrix do not map to Pipedrive Deal fields natively. We create custom currency fields on Deal: Insurance_Estimate__c, Patient_Balance__c, Adjustment__c. Pipedrive is not a billing system — these fields serve as reference data only.

When multiple family members share a guarantor in Dentrix, the guarantor becomes a Pipedrive Person, and dependents become linked Persons under the same Organization. This collapses family hierarchy into Pipedrive's Person-Organization model, which does not natively support multi-level family trees.

Dentrix X-rays, intraoral photos, and CBCT scans stored in the Dentrix image path do not transfer to Pipedrive Files. Pipedrive has no medical imaging viewer and storage is allocated per-seat. We export the image archive separately, host it in a compliant storage bucket, and add a custom field Image_Archive_Link__c on the Person record pointing to the external URL.