Migrate from Practice by Numbers to monday CRM

Monday's native Contacts object maps directly to Practice by Numbers patients. We map patient name to the Contact Name field, phone and email to their standard fields, and dental-specific properties (insurance carrier, policy number, date of birth) to custom columns on the Contact record.

Practice by Numbers stores insurance carrier, group number, and policy number as patient properties. Monday CRM has no native insurance fields — we create three custom text columns on the Contacts board to preserve these values. If the practice uses secondary insurance, additional custom columns are required per insurance layer.

Short treatment history (last procedure, last visit date) migrates as custom columns on the Contact. Full treatment history requires a separate Treatment Plans board where each treatment plan is an item linked to the patient contact via a connect boards column, with procedure type, date, cost, and status stored as item columns.

Practice by Numbers appointments map to items on a custom Appointments board in Monday CRM. Each appointment becomes an item with date, time, status, appointment type, provider, and patient name stored as columns. Status values (Scheduled, Confirmed, Completed, Cancelled) map to Monday Status column options.

When a patient has multiple appointments, we create one item per patient on the Appointments board and use Monday subitems to represent each individual appointment. This preserves the one-to-many relationship while keeping the board structure clean. Providers are assigned via the Person column on each subitem.

Treatment plans in Practice by Numbers become items on a dedicated Treatment Plans board. Each item stores the plan name, procedure description, estimated cost, treatment type, and status (Proposed, Accepted, Completed, Cancelled) using Monday's Status column. Plans are linked to the patient contact via a connect boards column.

Payment records attach to treatment plans as custom columns on the corresponding Treatment Plans board item. We map amount paid, payment date, and payment method (cash, card, insurance) to Number, Date, and Text columns respectively. Full payment history per patient is preserved as subitem entries on the treatment plan item.

New patient inquiries or unconverted leads in Practice by Numbers become items on a custom Leads board in Monday CRM. Contact name, phone, email, lead source, and status (New, Contacted, Scheduled, Converted) are mapped to Monday columns. Converted leads are linked to the Contacts board via a connect boards column.

Practice by Numbers' clinical KPI dashboards (treatment acceptance rate, production per hour, case starts, case accepts, patient growth) have no Monday CRM equivalent. We create a dedicated Analytics board and recreate each KPI as a Number or Formula column, using Monday's formula syntax to approximate the original calculation. Complex compound KPIs may require simplification.

Patient notes, treatment notes, and communication history in Practice by Numbers migrate to Monday's Updates column on the relevant Contact or item. Each note becomes a timestamped update entry with the author preserved. If notes contain file attachments, those are downloaded and re-uploaded to Monday Files.

Practice by Numbers providers and team members resolve by email match to Monday CRM users. Monday's Person column stores the assigned provider on each appointment and treatment plan item. If a provider has no Monday CRM seat, we assign them as a text column value and flag for team setup.

Practice by Numbers' goal management feature (per-office, per-provider, per-team-member KPI targets with green/yellow/red status) has no Monday CRM equivalent. We preserve goal definitions as a custom Goals board with target values as Number columns and link to the Analytics board. Goal tracking logic must be rebuilt using Monday automations.

Files attached to patient records, treatment plans, or appointments in Practice by Numbers are downloaded and re-uploaded to the corresponding item in Monday CRM. Monday's file storage limits apply per plan: 5GB on Basic/Standard, 20GB on Pro, and 100GB on Enterprise. We flag any file exceeding plan limits before migration.