Migrate from Henry Schein One to monday CRM

Patient demographics such as name, date of birth, phone numbers, email addresses, and physical address are mapped directly to Monday CRM contact items on a dedicated Patients board. Each Henry Schein One patient becomes a single item; Social Security numbers and internal clinical identifiers are stored in locked text columns that are restricted from general viewing to maintain data security.

Appointment records (provider, date, time, treatment type, status) become items on a Schedule board with Date and Status columns. Monday's Calendar view surfaces these items; chair assignments and room blocking do not transfer and must be rebuilt in calendar integration.

Treatment plans — including procedure codes, estimated costs, treatment dates, and completion status — are migrated as subitems attached to the corresponding patient contact item on the Monday board. Each line of a treatment plan becomes a separate subitem row, preserving the hierarchy. Clinical notes, periodontal chart entries, and any observations are stored as long‑text columns on the subitem, ensuring that clinical context remains accessible within the same record.

Insurance eligibility records, claim status, paid amounts, and ledger balances migrate to a separate Insurance board linked to patient contacts. Monday has no native claim-status field — status values are mapped to a pick-list Status column with EDI enrollment notes in a text column.

Insurance carrier name, plan type, group number, subscriber ID, and EDI enrollment status are migrated as items on a dedicated Insurance Plans board in Monday CRM. Each carrier record includes enrollment status, contact information, and group policies. After migration, re‑enrollment with each carrier is required to restore electronic claim submission; FlitStack supplies the carrier contact list and enrollment documentation exported from Henry Schein One to support this process.

Clinical notes, medical history flags, clinical alerts, and any ancillary observations are migrated as long‑text columns attached to the patient contact item in Monday CRM. Proprietary encoding used by Dentrix is decoded to plain text during the export process, and any formatted notes — such as those containing rich‑text formatting, tables, or embedded bullet lists — are preserved as inline text with line breaks to retain readability after migration.

Recall type, recall interval, and last‑recall date are transferred as columns on each patient item in Monday CRM. These columns store the original recall schedule, allowing Monday's automation engine to rebuild appointment‑reminder sequences based on the migrated interval logic. When a patient's recall window approaches, the automation triggers a reminder action using the date column as the trigger condition, replicating the reminder functionality that existed in Henry Schein One.

Provider names, specialties, and license numbers are migrated as structured text fields in Monday CRM. When a provider already exists as a Monday workspace user, the provider is linked to items via a People column for assignment. If a provider does not have a Monday account, the data is stored as plain text within the relevant item so that the information remains visible even without a linked user.

Dentrix stores radiographic images, intraoral photos, and CBCT scans using proprietary filename encoding that becomes unreadable when files are extracted. FlitStack AI normalizes each filename to a pattern combining patient name, exam date, and imaging modality before re‑importing the files as attachments to the corresponding Monday CRM contact item. Practices must export the image files from Dentrix storage so that normalized files can be linked in Monday.

Ledger entries — including charges, payments, adjustments, and running balances — are migrated as items on a Transactions board in Monday CRM, each linked to the patient contact via Link to Item. Monday's Currency column stores amounts, while payment method, entry date, and status are mapped to Text, Date, and Status columns. This preserves the financial history of each patient within the Monday workspace.

Custom fields stored in Henry Schein One — such as referral source, HIPAA consent flags, clinical measurements, or flags — are mapped to custom columns on the Monday Patients board. Column type is inferred from the source format: text fields become Text columns, numeric values become Number columns, dates become Date columns, and pick‑list values become Monday Status columns with a value mapping. This preserves semantics within Monday's column architecture.

Staff records from Henry Schein One — including role, location, login credentials, and department — are exported as a structured user‑import file for Monday. Active providers are matched to Monday workspace users by email address and granted appropriate access levels. Inactive or former staff members are imported as historical items on a dedicated Staff board, preserving their employment history without affecting current workspace permissions.