Migrate from Dr.DENTES to Nutshell

Dr.DENTES patient records map directly to Nutshell People. Each patient becomes one Person record, preserving name, contact details, address, and original Dr.DENTES patient ID in a custom field for traceability. Unmatched email addresses are flagged for manual review. During migration, any duplicate records are identified and resolved before final import.

Dr.DENTES patients who have not completed a treatment plan route to Nutshell Lead status. Patients with completed treatments and active recall dates route to Nutshell Person records with a treatment-completed flag stored in a custom field. The routing logic is based on the treatment status and recall schedule fields present in the source data.

Dr.DENTES practice or clinic records map to Nutshell Companies. Practice name, address, phone, and website transfer as Company fields. If Dr.DENTES stores referring practices separately, each becomes its own Company record linked to the primary patient Person. This ensures that referral networks are represented accurately in Nutshell's company hierarchy.

Dr.DENTES treatment plans become Nutshell Deals. Treatment plan name maps to Deal name, total estimated cost maps to Deal amount, and the treatment status maps to Nutshell pipeline stage values. Dr.DENTES treatment codes are preserved in a custom field. The Deal amount is set to the estimated cost, and the actual paid amount is captured separately in a custom field after treatment completion.

Dr.DENTES appointment records migrate as Nutshell Events with original start and end times, appointment type (exam, cleaning, procedure), and linked Person preserved. The original appointment ID is stored in a custom field for reconciliation against Dr.DENTES records. All Events are linked to the corresponding Person record to maintain a complete activity timeline.

Treatment notes, clinical observations, and post-appointment notes from Dr.DENTES migrate as Nutshell Tasks attached to the Person or Deal record. Original timestamps and staff author information are preserved from Dr.DENTES. Each Task includes a category field to differentiate clinical notes, administrative comments, and follow-up actions for straightforward reporting.

Dr.DENTES insurance carrier, policy number, and coverage details have no direct Nutshell equivalent. We create custom fields (Insurance_Carrier__c, Policy_Number__c, Coverage_Type__c) on the Person object to preserve this data for billing reference. These fields are indexed for searchability and can be included in Nutshell reports for insurance reconciliation.

Dr.DENTES referral source tracking (patient referral, external referral, marketing campaign) maps to a custom Referral_Source__c pick-list field on Nutshell Person. Referral source history is preserved as a text field for reporting continuity. The pick-list values are configured to match the source options, and a fallback text field captures any non-standard entries.

Dr.DENTES recall schedules for hygiene appointments and follow-up care become Nutshell Tasks with due dates set from the recall interval, attached to the Person record. Recall type (6-month cleaning, annual exam, perio maintenance) is stored in a custom field. These Tasks are set to repeat based on the recall interval, and automated reminders can be configured in Nutshell to support patient re-engagement.

Dr.DENTES staff and practitioner records map to Nutshell users by email address match. Unmatched staff members are flagged before migration — teams either invite them to Nutshell or assign their patient records to a fallback owner to ensure accountability continuity.

Completed procedures and treatment history from Dr.DENTES migrate as completed Tasks on the Person record with original treatment dates, procedure codes, and assigned practitioner preserved. This maintains complete clinical records accessible in Nutshell. The Task description includes the procedure description for quick reference, and the related Deal is linked for full context.

Dr.DENTES custom fields specific to dental practice (procedure codes, HIPAA consent flags, treatment stage, preferred provider) require custom field creation in Nutshell before migration. We document each field's Dr.DENTES name, data type, and pick-list values for admin setup. The documentation also includes validation rules to ensure imported values conform to the defined pick-list options.

Patient documents, consent forms, and clinical images attached to Dr.DENTES records are downloaded and re-uploaded as file attachments in Nutshell, linked to the corresponding Person record. File size limits and format compatibility are checked during extraction. We preserve original file names and folder structures to maintain organization and ease of retrieval after migration.

Phone calls, emails, and text message logs from Dr.DENTES migrate as Nutshell Tasks with Type set to Email, Call, or Message. Original timestamps and staff owner are preserved, and tasks are linked to the corresponding Person record. Each Task records the direction (inbound or outbound) for accurate communication history tracking.

Dr.DENTES billing and payment records related to treatment plans map to Nutshell Deal custom fields (Amount_Paid__c, Balance_Due__c, Payment_Status__c). Individual payment transactions are preserved as Notes on the Deal for accounting reference. These custom fields enable finance teams to generate aging reports and track outstanding balances directly within Nutshell.