Migrate from Open Dental to Microsoft Dynamics 365 Sales

We map Open Dental Patient to Dynamics 365 Contact. The patient's PatNum becomes Source_System_ID__c on the Contact for delta-run deduplication. The primary address maps to Address1 fields; if the patient has both home and work addresses, the secondary maps to Address2 fields. Original create dates and modification timestamps migrate as custom datetime columns since Dataverse CreatedOn is set at migration time.

Open Dental's InsPlan has no direct equivalent in Dynamics 365 Sales. We create a new_insplan custom entity in Dataverse linked to the patient Contact, storing PlanNum, CarrierName, GroupName, SubscriberID, and EffectiveDate as custom columns. Each plan record is created before claims so that claim-to-plan lookups resolve correctly during the migration sequence.

Open Dental links InsSub records to patients and InsPlan records. We attach the new_insplan record to the Contact and populate custom fields on the Contact for the subscriber ID, relationship (Self/Spouse/Other), and coverage percentage. The InsSub effective date maps to a custom date field on the new_insplan record. If a patient has multiple subscriber relationships, we create multiple new_insplan instances or store them as JSON in a custom field, flagged for admin review.

Open Dental Providers map to Dynamics 365 Contact records. The provider's FName and LName populate FirstName and LastName on the Contact. We create a new_providertype custom pick-list field on Contact with values 'Dentist', 'Hygienist', 'Assistant', and 'Front Desk' to distinguish provider roles, matching the ProviderType value in Open Dental. Provider email maps to EMailAddress1 if present. Unmatched providers are flagged before migration.

We map Open Dental appointments to ActivityPointer records, linking each to the patient Contact via the RegardingObjectId lookup. Original appointment date and time populate ScheduledStart and ScheduledEnd. The appointment status (Complete, Scheduled, Broken, etc.) maps via a value-translation table to ActivityPointer StateCode and StatusCode. Provider assignments migrate as a custom field on the activity. If Open Dental stores operatory or room assignments, those go into custom activity fields.

Open Dental clinical procedures have no native equivalent in Dynamics 365 Sales. We create a new_procedure custom entity in Dataverse linked to the patient Contact, storing ProcDate as ActualStart, ProcFee as a currency field, ToothRange and Surf as text fields, and the procedure status as a pick-list. If Open Dental records surface on individual teeth, we store the combined tooth-surface notation as a single text string (e.g., 'Tooth 14, MOD'). The procedure code (ADACode) migrates as a text field for reference.

Insurance claims have no native equivalent in Dynamics 365 Sales. We create a new_claim custom entity linked to the patient Contact and the new_insplan entity, capturing ClaimDate, CarrierName, GroupName, ClaimStatus (Submitted, Pending, Received, etc.), ClaimFeeBilled, and InsPayAmt. The claim status maps via a value-translation table to the new_claim custom pick-list. Provider assignments on the claim link to the provider Contact record. Each claim is created after the associated InsPlan to satisfy the Dataverse lookup.

Open Dental documents — treatment plan PDFs, imaging referrals, signed forms — migrate as Dataverse Annotation records attached to the patient Contact or relevant new_procedure record. The original filename and MimeType (image/jpeg, application/pdf) are preserved. Document content is re-uploaded to the Dynamics 365 SharePoint-integrated storage if the practice has SharePoint enabled, or stored as notes attachments. If documents reference specific procedures or providers, those links surface as custom fields on the annotation for audit traceability.

Open Dental referral sources have no dedicated entity in Dynamics 365 Sales. We create a Contact record for each referral doctor with a new_referralsource custom pick-list field set to 'Referral'. The referral name, address, and contact information populate the Contact fields. If Open Dental records a referral date for a specific patient, we store that date on the patient Contact record in a new_referraldate custom field. Referral counts per source require a Power BI separate report built post-migration.

Open Dental PatFields (Text, PickList, Date, Checkbox, Currency types) migrate as Dataverse custom columns on the Contact record. We create a column for each unique PatField.FieldName encountered in the source data, prefixed with 'new_' per Dataverse naming convention. Pick-list values require a separate value-mapping step against the Open Dental patfielddef list. PatField entries are loaded after the Contact schema is finalized in Dataverse so that each record's custom field values insert cleanly.

Open Dental adjustments and payments are loaded as structured Annotation records on the Contact, capturing the transaction date, amount, and type (Credit, Debit, Write-off) in a custom note format readable by finance staff. The running account balance is stored as a custom currency field (new_accountbalance) on the Contact record for quick reference. Detailed payment histories are preserved as attachment records if Open Dental generates statement PDFs.

Open Dental User records map to Dynamics 365 SystemUser records by email address lookup. FlitStack matches each Open Dental Userod.UserName to a Dynamics 365 user by their email. Unmatched users are flagged before migration — practices either create the user in Dynamics 365 first or assign their Open Dental records to a fallback owner. User permissions and role restrictions in Open Dental do not migrate and must be rebuilt as Security Roles in Dynamics 365 post-migration.