Migrate from Practice by Numbers to Microsoft Dynamics 365 Sales

Direct map. Patient demographics (name, date of birth, contact info, address) map to Contact standard fields. Original PbN patient ID preserved as Source_System_ID__c for delta-run de-duplication and traceability. Patients without email receive a generated placeholder or are flagged for review.

Appointment records do not have a native Dynamics 365 equivalent. FlitStack creates a custom Dataverse table (e.g., Appointment_History__mdt or custom activity) with fields for appointment date, provider, procedure codes, procedure description, treatment status, and provider notes. Original timestamps and provider OwnerId are preserved. Each appointment links to the patient Contact.

Providers map to Accounts for their business-address record and to User records for their Dynamics 365 login. Provider license numbers, NPI codes, and specialty fields migrate as custom fields on Account. Provider-to-patient assignment links are preserved via OwnerId on patient Contact records.

Treatment plans with procedure codes (CDT/ADA), proposed treatments, and completion status require a custom Dataverse table. Each treatment plan links to the patient Contact. Status fields map to a custom picklist. We recommend your admin pre-creates this table with appropriate columns before migration.

Insurance carriers have no standard CRM equivalent in Dynamics 365. A custom table stores carrier name, group number format, and payer ID. Patient records link to their carrier via a lookup relationship. This keeps insurance data searchable without bloating the Contact record.

Per-patient insurance details including subscriber ID, group number, coverage percentages, and annual maximum map to custom fields on the Contact record in Dataverse. We create Insurance_Carrier__c as a lookup to the carrier table, Subscriber_ID__c as a text field, Group_Number__c as text, Coverage_Percentage__c as a number, and Annual_Maximum__c as currency to preserve the complete insurance benefit snapshot for each patient.

Payment histories, adjustments, and outstanding balances require a custom Dataverse table linked to the patient Contact. Fields include payment date, amount, procedure code, payment method, and balance remaining. FlitStack can also export this as a separate data package if your accounting team prefers a dedicated financial export.

Recall intervals (e.g., 6-month hygiene recall) and last-recall date migrate as custom fields on Contact (Recall_Interval_Months__c, Last_Recall_Date__c). The recall workflow itself must be rebuilt in Power Automate using these fields as trigger conditions — FlitStack exports the intervals as a rebuild reference.

Any PbN custom patient properties (allergies, medical history flags, referral source) migrate as custom fields on the Contact record in Dataverse. FlitStack creates these dynamically during migration if they do not already exist in your Dynamics 365 environment. Field type is inferred from the source data type.

X-rays, signed consent forms, treatment plan PDFs, and insurance cards migrate to a SharePoint document library associated with the Dataverse environment. Each file is tagged with the patient Contact's ID as folder metadata so the file appears in the patient's timeline or document associated grid. File size limits and inline image handling follow SharePoint constraints.

PbN staff and provider owners are resolved by email match against Dynamics 365 users (SystemUser). Unmatched owners are flagged before migration. Their records land under a fallback owner (e.g., a generic 'Migration Owner' user) until your admin provisions the correct D365 users.

PbN's automated appointment reminders, recall notifications, and treatment-follow-up sequences have no Dynamics 365 equivalent that migrates automatically. FlitStack exports the interval rules and trigger logic as a structured reference document. Your Dynamics admin rebuilds these as Power Automate flows using the migrated recall fields as inputs.