Migrate from Pearl Dental Software to Microsoft Dynamics 365 Sales

Pearl Patient maps 1:1 to Dynamics 365 Contact. Core fields (full name, date of birth, address, phone, email) transfer directly. NHS number, GP details, and medical history flags require custom fields on Contact. Pearl allows multiple addresses per patient; Dynamics 365 Contact has one primary address — we migrate the most-recently-used address and surface additional addresses as Note attachments.

If Pearl stores referring dentist practices or corporate clients as separate Patient records, we merge these into Dynamics 365 Account. The Account holds the organisation-level record while individual patients become Contact records linked via the Account. This prevents patient records from inflating the Account object inappropriately.

Pearl appointment records (date, time, appointment type, provider, surgery/room) map to Dynamics 365 Appointment entity. The appointment type (Check-up, Treatment, Hygiene, Emergency) migrates as the Appointment Subject prefix. Provider resolves to the Dynamics 365 owner by email match. Recurring recall appointments generate separate Appointment records in Dynamics 365 rather than a single recurring pattern — Dynamics 365 recurring appointments require manual setup.

Pearl treatment plan items — procedure codes, teeth involved, estimated cost, treatment status — are flattened into a formatted Note string attached to the Contact. We preserve the plan date, provider, and treatment description. Detailed per-tooth charting and FDT codes do not map to any Dynamics 365 field and are flagged for manual rebuild documentation.

Pearl letters and referral records with dates, recipients, and body text migrate as Note annotations on the Contact. Outbound referral letters with known recipient email addresses can be created as Email activities. Status tracking on referral workflow (Pending, Received, Actioned) has no Dynamics 365 equivalent — we create a custom pick-list field new_referralstatus.

NHS claim data — band, exemption, claim status, UDA/UOA units, submission date — has no Dynamics 365 native entity. We create a new_claim custom table linked to Contact. Claim status maps to a custom pick-list. The actual NHS submission workflow and UDA calculation logic built into Pearl does not migrate and must be rebuilt in a separate NHS claims management tool or Power Automate flow.

Pearl prescription records (medication, dosage, date, prescribing clinician) have no Dynamics 365 native equivalent. We preserve prescription text as a Note on the Contact with the prescription date as the Note creation timestamp. Clinical prescribing workflow and medication interaction checking built into Pearl does not migrate.

Pearl recall intervals (e.g., 6-month hygiene recall) map to a Dynamics 365 Task on the Contact with a due date calculated from the last appointment plus the recall interval in days. This gives the practice a task list for recall outreach but does not replicate Pearl's automatic recall scheduling — Dynamics 365 does not support automatic patient recall without Power Automate configuration.

Pearl stores X-ray image filenames and SharePoint/image server references. Dynamics 365 SharePoint integration can link to the same document repository if Pearl's imaging is hosted on a SharePoint library accessible post-migration. If Pearl stores images on its own servers, the image files require separate file-system migration before Dynamics 365 SharePoint document location records can point to them.

Pearl staff records (dentist name, role, surgery assignment) map to Dynamics 365 SystemUser by email address. Unmatched staff are flagged for admin review before migration. Pearl role assignments (Principal Dentist, Hygienist, Receptionist) do not have Dynamics 365 equivalents — we store them as a custom pick-list on SystemUser (new_staffrole) or map to the built-in Security Role assignment.