Migrate from Open Dental to monday CRM

Open Dental patient records migrate to Monday CRM Contacts. Fields including name, phone, email, address, and birthdate map directly. Patients without email addresses are flagged for manual email assignment before migration because Monday uses email as the unique contact identifier. Original Open Dental PatNum is stored in a custom column for traceability.

Open Dental appointments become items inside date-grouped boards in Monday CRM. Each item stores appointment date, time, provider, operatory, and type in columns. Status is determined by the appointment's recall_status field in Open Dental: Completed → Done group, Future → respective date group, Broken → Archive group. Monday boards do not natively support appointment scheduling — this is a reference board, not a calendar replacement.

Open Dental referral sources (other dental practices or doctors who refer patients) migrate as either Monday CRM Contacts or as items on a dedicated Referral Partners board depending on whether you want referral tracking separated from patient records. The referral doctor name and contact info map to the standard name, phone, and email fields.

Open Dental stores documents and patient images in the OpenDentImages folder, with references in the document table (DocNum, DocCategory, FileName). Documents migrate as Monday board items with the file re-uploaded as a Monday attachment. The DocCategory maps to a Monday column so you can filter by document type. Note: image conversions incur a separate fee from Open Dental and must be completed before migration.

Open Dental custom patient fields (PatFieldDefs) store data tied to the field name with field types: Text, Date, Checkbox, Currency, PickList. Each PatField type maps to the equivalent Monday column type. Date fields become Date columns, currency becomes Number columns, and pick-lists become Dropdown columns with values preserved. If the field name in Open Dental has changed, both old and new names are preserved — the data is not lost but requires Monday-side cleanup.

Open Dental providers (FName + LName) migrate to Monday CRM as team members who can be assigned to patient items and appointment items. Unmatched providers are flagged before migration — your team either creates the Monday user first or assigns their records to a fallback team member. Provider specialty and notes map to a Text column on the provider's profile.

Open Dental insurance plans store carrier name, group number, subscriber ID, and coverage percentages per procedure category. Since Monday CRM has no native insurance object, plans migrate as separate items on an Insurance Plans board. Each plan is then linked to the patient contact via a Link to Item column on the patient record. This preserves the N:1 patient-to-plan relationship and allows filtering by carrier or plan type.

Open Dental payments (PayNum, PayAmt, PayType) and payment plans (PayPlanNum) migrate as subitems on patient items. The payment amount and date are stored in Number and Date columns. Payment plan amortization schedules are not reconstructed — the current balance and next payment due date are captured as reference fields. Monday's deal tracking is not designed for dental billing; this data is migrated for historical reference, not for use as an active billing tool.

Open Dental recall intervals generate automated patient reminders for hygiene, perio maintenance, and general recall. These intervals and next-due dates migrate as custom Date columns on the patient Contact in Monday CRM. Because Monday has no native recall scheduler, these date columns serve as the trigger for manually configured board automations that send reminders. The automation logic from Open Dental is exported as a reference document for your team to rebuild in Monday.

Open Dental procedure codes (CDT D####), tooth surfaces, surfaces treated, and treatment plan status have no equivalent in Monday CRM's data model. These records migrate as text-reference items on a Treatment Plans board — the procedure description, code, and status are readable, but Monday cannot drive clinical workflows from this data. This board is for reference only; clinical treatment planning remains in Open Dental.

Open Dental insurance claim tracking (ClaimNum, ClaimStatus, InsPayAmt, Writeoff) has no Monday CRM equivalent. Claims data is not migrated as operational records. If your team needs claim status reference, we can export this data as a CSV file for offline use.