Migrate from My Dental Clinic to Nutshell

Patient first name, last name, date of birth, phone number, email address, street address, and contact preferences map directly to the corresponding Nutshell Person standard fields. The patient's active/inactive status from My Dental Clinic maps to a custom pick-list field (Patient_Status__c) on the Nutshell Person record to preserve workflow visibility.

Insurance carrier name, subscriber ID, group number, and subscriber relationship merge into a custom field group on the Nutshell Person record. We store each insurance attribute as a separate custom field so staff can query by carrier or subscriber ID within Nutshell.

A My Dental Clinic treatment plan with proposed procedures, estimated amounts, and case stages maps to a Nutshell Deal. The deal name uses the patient name + treatment type. Estimated fee maps to Deal amount. Treatment-plan stage (Proposed, Accepted, Scheduled, In Progress, Completed) maps to Nutshell Deal Stage via value mapping.

Individual procedure codes from My Dental Clinic (CDT codes in Dxxxx format) and associated fees map to a custom text area field on the Nutshell Deal record. This field lists each procedure code alongside its fee for clinical reference during case review. Since Nutshell Deals do not include a native line-item sub-object at the standard plan level, this custom field approach provides the necessary granularity.

Appointment date, time, provider, and procedure type migrate as Nutshell Activity records linked to the Person. Appointment status (Completed, No Show, Cancelled) maps to a custom pick-list field on the Activity. Full clinical notes attached to appointments do not migrate — see gotchas.

Ledger balances, outstanding amounts, and last payment date migrate as a custom financial summary field on the Person record. Detailed payment history lines are too granular for Nutshell's data model — we recommend exporting the full ledger as a PDF and attaching it to the Person record.

Referring dentists and referral-source organizations from My Dental Clinic map to Nutshell Companies. The practice or dentist name, address, and contact information map to the Nutshell Company name and standard address fields, with the individual dentist added as a primary contact Person record linked to that Company. The referral relationship type (e.g., Referring Dentist, Lab, Specialist) maps to a custom pick-list field on the Company record to enable segmentation.

Clinical notes, periodontal charting, and tooth-chart data have no equivalent in Nutshell. We export these as a PDF or structured file and attach them to the Person record as a reference document. The original clinical record must remain accessible in My Dental Clinic or be archived per your retention policy.

Lab case status values from My Dental Clinic (such as Impression Taken, Sent to Lab, Received, and Delivered) migrate as a chronological series of Nutshell Activity records with timestamps and provider assignments preserved. The lab name and lab case number are stored in custom fields on the related Person record for quick reference when following up on outstanding lab work.

Provider names and staff assignments in My Dental Clinic resolve to Nutshell Users by email match. If providers do not have Nutshell accounts, their records attach to the relevant Person or Activity as a custom owner field. Nutshell's per-seat model means each active provider needs a seat if they will interact with the CRM.

Any custom fields defined in My Dental Clinic (e.g., Preferred Contact Method, Recall Interval, Last Cleaning Date) map to identically named custom fields on the Nutshell Person record. We create these during the pre-migration schema setup phase before data loads.

Patient documents stored in My Dental Clinic — including consent forms, insurance cards, treatment consent PDFs, and other attachments — are re-uploaded as file attachments on the corresponding Nutshell Person record. Nutshell supports file attachments on both People and Deals objects, subject to its standard storage limits per your Nutshell plan tier.