Migrate from My Dental Clinic to Zoho CRM

My Dental Clinic patient records map directly to Zoho CRM Leads. Patient first name, last name, email, phone, address, and DOB map to the standard Lead fields. Owner resolution matches the My Dental Clinic practitioner email to a Zoho user by email lookup.

Patients from My Dental Clinic who have completed an initial appointment and are classified as active patients also generate a corresponding Zoho Contact record for ongoing deal tracking and relationship management. Primary Account lookup resolves via practice name or insurance carrier name to establish the organizational relationship within the Zoho CRM structure.

Insurance carrier, group number, subscriber ID, and insurance type (such as PPO, HMO, or DMO plan designations) from My Dental Clinic migrate as custom text and pick-list fields on the Lead record. FlitStack pre-creates the Insurance_Carrier__cz, Insurance_Group__cz, Subscriber_ID__cz, and Insurance_Type__cz fields in Zoho before any patient data is imported.

Each completed procedure in My Dental Clinic (e.g., prophylaxis, filling, crown prep) maps to a Zoho Task with Subject containing the procedure code and description, Status set to 'Completed', and the original treatment date preserved in the Created_Time field or a custom Treatment_Date__cz field.

My Dental Clinic appointment records map to Zoho Events with the appointment start/end time, provider, and treatment type in the Subject or Description. Recurring recall appointments are split into individual Event records with a custom Recall_Interval__cz field to preserve the recurrence pattern for manual rebuild in Zoho.

Referral source values in My Dental Clinic (including 'Insurance List', 'Doctor Referral', 'Walk-in', and 'Website Form' entries) are mapped to Zoho's standard Lead Source pick-list through value-by-value mapping. Any referral source values that do not yet exist in Zoho are added to the pick-list during the pre-migration field setup phase before data transfer begins.

My Dental Clinic recall interval (e.g., '6-month hygiene recall') and next-appointment date migrate to a custom Recall_Module in Zoho with a lookup to the Patient Lead. The recall automation itself must be rebuilt using Zoho Workflow Rules or Blueprint — we provide the exported recall definitions as a rebuild reference.

Multi-location My Dental Clinic setups with multiple practice locations map to Zoho Accounts. Each Account holds the clinic name, address, and phone, and serves as the parent record for all patient Leads from that location. Single-location practices create one Account for the practice entity.

Free-text clinical notes from My Dental Clinic migrate as Zoho Notes attached to the Lead record. Rich-text formatting is preserved where the export format supports it. Large clinical notes exceeding Zoho's field character limits are split into multiple Note records with sequence numbering.

Patient documents exported from My Dental Clinic (X-rays referenced as URLs, insurance cards, signed forms) are re-uploaded to Zoho Attachments on the Lead record. Files exceeding Zoho's default 25MB per-attachment limit are flagged for manual review and chunked upload via Zoho's API.

Outstanding balance and last-payment date from My Dental Clinic migrate to custom currency and date fields on the Lead record (Outstanding_Balance__cz and Last_Payment_Date__cz respectively). Full billing history management requires integration with Zoho Books and is designated as a separate post-migration integration project following completion of the core patient data migration.

Any My Dental Clinic custom fields beyond the standard patient set (such as preferred_provider, chair_assignment, treatment_series_code, or other dental-specific properties) are created as custom fields in Zoho CRM before migration using the POST /settings/fields API endpoint. The original data type is preserved during creation: text fields remain text fields, pick-list fields become pick-lists, date fields become date fields, and integer fields become integer fields in Zoho.