Migrate from My Dental Clinic to Pipedrive

My Dental Clinic patient records map 1:1 to Pipedrive People. The patient name, date of birth, contact phone, email, address, and primary insurance carrier transfer as Person fields and custom fields. Patient records without an email address land in Pipedrive with an empty email field and are flagged for manual review.

The primary insurance carrier stored on the patient record creates a new Organization in Pipedrive representing the insurance company. The patient record receives a Person-to-Organization link via Pipedrive's org_id field. Secondary and tertiary insurance carriers are added as additional Organization links on the Person record.

Each appointment in My Dental Clinic (procedure code, datetime, provider, operatory, duration, appointment type) becomes a Pipedrive Activity. Activity type is set to 'Meeting' for scheduled chair appointments and 'Task' for recall or hygiene visits. Original appointment datetime is preserved in the Activity's due_date and due_time fields. Provider maps to the Pipedrive user assigned as the Activity owner.

Active treatment plans in My Dental Clinic map to Pipedrive Deals. The treatment plan total fee becomes the Deal value (amount). The treatment plan status (proposed, accepted, in-progress, completed) maps to Pipedrive stage names via value mapping. The Patient record is linked to the Deal via Pipedrive's Person association on the Deal.

My Dental Clinic provider records (dentist name, hygiene provider, assistant) are resolved by email match against Pipedrive users. Providers without an email in the source system are flagged before migration — the practice either creates a Pipedrive user account for them or assigns their records to a fallback owner designated by the admin.

Recall records (recall type, interval in months, last recall date, next due date) from My Dental Clinic merge into a single record on the Patient's Pipedrive Person. The recall interval and next due date become custom fields on the Person; the last recall visit becomes the most recent Activity of type 'Task' with a recall flag.

Clinical notes and progress notes from My Dental Clinic are imported as Pipedrive Notes attached to the corresponding Person record. Rich-text formatting is preserved where the source format allows. Notes are not linked to Deals unless the note references a specific treatment plan, in which case the note is attached to both the Person and the Deal.

My Dental Clinic ledger entries (charges, payments, adjustments, insurance payments, write-offs) have no native Pipedrive equivalent. Outstanding balance and last payment amount are preserved as custom fields on the Person record for reference. Detailed ledger history is exported as a CSV attachment on the Person record and marked with a note explaining it is a financial record not natively supported in Pipedrive's data model.

Lab cases and specialist referrals from My Dental Clinic become Deals in Pipedrive with the referring provider or lab as a linked Organization. Lab case status (in-lab, returned, re-case) maps to stage names via value mapping. A custom field lab_case_type__c captures whether the case is a crown, implant, ortho device, or referral.

Any custom field in My Dental Clinic that does not map to a standard Pipedrive Person field is created as a Pipedrive custom field before migration. Pipedrive requires the field to be created first so the migration tool can reference the hash-key identifier during import. Field type is matched to the closest Pipedrive field type: single-select values become picklist fields, dates become date fields, free text becomes varchar fields.

For multi-location practices, each My Dental Clinic location is imported as an Organization record representing the practice site, with a custom field location_type__c set to 'Practice Location'. Patient records are tagged with their home location via a custom field home_location__c. Pipedrive's visibility groups are configured to restrict each user to their primary location's patient set.

My Dental Clinic may track which patients opted into marketing communications. Pipedrive does not have a native marketing-contact distinction — the flag is preserved as a custom field (marketing_opt_in__c, boolean) on the Person record. Email marketing sequences must be built in Pipedrive's Sequences tool or an integrated email tool after migration.