Migrate from Dentrix to Zoho CRM

Dentrix Patient records map to Zoho Contacts as the primary record. Patient demographics (name, DOB, address, phone, email) map to Zoho standard Contact fields. Original PatientID is stored as Source_System_ID__c for traceability and delta-run deduplication.

Patients marked as inactive recall or who have never booked treatment in the past 18 months route to Zoho Leads rather than Contacts. This split keeps your active patient pipeline clean in Zoho CRM while preserving inactive records for recall campaigns.

Dentrix insurance carriers, group numbers, subscriber names, and employer info have no native Zoho CRM equivalent. We create Insurance_Carrier__c (text), Policy_Number__c (text), Group_Number__c (text), and Subscriber_Name__c (text) as custom fields on the Contact module.

Dentrix insurance plan details (plan type, coverage percentages, annual maximums, deductibles, remaining benefits) merge into a Zoho Subform attached to the Contact record. Subform fields mirror the benefit structure; unused fields are left blank rather than deleted.

Dentrix provider records (doctor name, NPI, credentials) resolve to Zoho CRM Users via email match. The Dentrix ProviderID maps to Source_System_ID__c on the Zoho User record. Providers without email matches are flagged before migration for team assignment.

Dentrix appointments map to Zoho Events with the appointment start/end time, provider as Event Owner, appointment type as Event Type pick-list, and patient name in the Description field. Status (confirmed, completed, no-show, cancelled) maps to Zoho Event Status.

Dentrix recall intervals (6-month cleaning, annual exam) create Zoho Tasks with a due date calculated from the last appointment. Tasks are assigned to the patient Owner with a Subject like 'Recall: 6-Month Cleaning Due' to support Zoho's follow-up automation.

Dentrix CDT procedure codes, descriptions, tooth surfaces, and fees map to Zoho custom fields on the Contact record (Procedure_Description__c pick-list, Tooth_Surface__c text, Procedure_Fee__c currency). Detailed clinical notes migrate as Zoho Notes attached to the Contact.

Dentrix clinical notes, perio chart data, and imaging references migrate as Zoho Notes with original timestamps and provider as note author. Image file attachments re-upload to Zoho Attachments within the Contact record, bounded by Zoho's 25 MB per-file limit.

Dentrix patient ledger balances and outstanding amounts map to Balance_Due__c (currency) and Last_Payment_Date__c (date) custom fields on the Contact. Full transaction history is exported as a PDF report and attached to the Contact record.

Dentrix prescriptions migrate as Zoho Notes with a 'Prescription' tag in the note subject line. Medication name, dosage, and frequency are preserved in the note body.

Dentrix referral source fields (patient referral, external referral, marketing campaign) map to Zoho CRM's Lead Source pick-list via value-by-value mapping. Unmapped values default to 'Other' and are flagged for review.

Dentrix responsible party records (parent/guardian for minors) map to a secondary Zoho Contact linked via a Contact Lookup field (Related_Party__c). The primary Contact holds the patient; the secondary holds the responsible party.

Dentrix custom properties specific to the practice (e.g., preferred pharmacy, medical alert flags, VIP status) migrate to Zoho CRM custom fields created on the Contact module. Field data types are matched: text to text, pick-list to pick-list, date to date.

Dentrix automated appointment reminders (email, SMS, recall notifications) do not migrate to Zoho. We export your Dentrix workflow definitions as a documented reference so your Zoho admin can rebuild them using Zoho Blueprint or Zoho Flow.