Migrate from Pearl Dental Software to Salesforce Sales Cloud

Pearl patients are split into two Salesforce records: the guarantor or responsible party becomes an Account (with custom Patient_Type__c = 'Guarantor'), and any dependents or family members become Contact records linked via AccountId. The Pearl PatientGUID migrates as Source_System_ID__c on both records for traceability.

Pearl stores patient addresses and phone numbers as properties on the patient record. These map to Account.BillingAddress for the primary location and Contact.MailingAddress for individual delivery addresses that may differ from the household. Email addresses map to Contact.Email. Multiple phone numbers (landline, mobile, emergency contact) are distributed across standard Phone and MobilePhone fields and custom fields such as Home_Phone__c and Emergency_Contact_Phone__c to preserve all contact channels available in Pearl.

Pearl's medical history (conditions, allergies, medications, blood pressure, smoking status) has no Salesforce standard equivalent. We create a Patient_Medical_History__c custom object linked to Account via lookup, with custom fields for each medical-history section. Allergies stored as a multi-select picklist; medications as a text area or related list.

Pearl treatment plans contain procedure codes (UDAs/CDS codes), fees, provider assignment, tooth/surface references, and status. We map these as Treatment_Plan__c (plan-level: patient link, date, status, total fee) with child Treatment_Plan_Line__c records (procedure code, tooth number, surface, fee, provider). Tooth numbers stored as custom fields using FDI notation or custom tooth-chart mapping.

Pearl diary entries (appointment type, date/time, duration, provider, surgery/room, status) map to Salesforce Events for scheduled clinical visits, with custom Type field (Examination, Hygiene, Restorative, etc.) and custom Subtype for chair assignment. Cancellation, no-show, and recall events map to Tasks with ActivityDate and custom Status reason fields.

Pearl provider records (dentists, hygienists, receptionists) map to Salesforce Users matched by email. GDC numbers, clinical qualifications, and working-hours patterns migrate as custom fields on User (GDC_Number__c, Clinical_Role__c). External providers without Salesforce login become Contact records with Is_External_Provider__c = true.

Pearl stores insurance company name, policy number, coverage percentages, and NHS/Private designation. These map to custom fields on Account including Insurance_Carrier__c, NHS_Patient__c, Policy_Number__c, and Coverage_Percentage__c. For practices with NHS contracts, a separate NHS_Contract__c custom object may be warranted to store contract-level details such as contract number, UDA targets, UDA delivered amounts, and contract expiration dates.

Pearl clinical notes (perio charting, existing restorations, treatment notes) map to Salesforce Notes or ContentNotes with Title = 'Clinical Note - [Date]', Body = note content, and ParentId pointing to the Account. For structured charting data, a custom Clinical_Chart__c object is more appropriate.

Pearl file attachments (patient documents, X-rays, consent forms, referral letters) re-upload to Salesforce Files. Each file becomes a ContentVersion linked to the patient Account via ContentDocumentLink. Note that Salesforce file size limit is 25MB per file; large radiograph files exceeding this limit are flagged for external storage or chunking.

Pearl recall intervals (6-month hygiene, 12-month examination) map to Salesforce Tasks with ActivityDate set to the recall due date. Custom fields capture the recall type (Hygiene, Examination, Check-up) and completion status. Each Task is linked to the patient Account via WhatId and assigned to the responsible provider User as the Task owner. Historical recall patterns migrate as completed Tasks, while future recalls create open Tasks awaiting completion.

Pearl invoices and payment records track fees, NHS/Private splits, and payment method. We map invoice totals to Opportunity.Amount with StageName = 'Closed Won' for completed payments. Invoice number, payment date, and payment method stored as custom fields on the Opportunity. Outstanding balances require a separate custom Outstanding_Balance__c field or a custom Invoice__c object.

For multi-surgery Pearl setups, each physical surgery location becomes a separate Salesforce Account with custom fields capturing location-specific details: Surgery_Number__c for internal reference, Room_Count__c for capacity planning, and Operating_Hours__c for scheduling context. Each patient Account is linked to the appropriate surgery location via a custom Referring_Location__c lookup field, establishing the relationship between patients and their registered practice location.