Migrate from Practice by Numbers to Nutshell

PbN patient records map directly to Nutshell People. Every patient name, email, phone, and address field has a corresponding Nutshell People field. The patient's PbN record ID is stored as a custom field for traceability and duplicate detection in future delta runs.

Primary phone number on the PbN patient record maps to the Nutshell People phone field. Additional phone numbers such as cell phone and emergency contact map to Nutshell People custom text fields because Nutshell's standard schema supports only one primary phone number. These supplementary contact numbers are preserved in dedicated custom fields labeled clearly (Mobile_Phone__c, Emergency_Contact_Phone__c) to distinguish them from the primary contact line.

For multi-location dental groups, each PbN practice location becomes a separate Nutshell Company record. The practice name, address, phone, and specialty fields map directly to their Nutshell Company counterparts. Single-location practices may skip this object if all patient records are managed under one clinic. When multiple locations are mapped, each Company record links to its associated patient People records, enabling location-based filtering in pipeline views and reports.

Each scheduled or historical appointment in PbN becomes a Nutshell Deal. The appointment date maps to the Nutshell Deal close date. The appointment status (Completed, No Show, Cancelled) becomes a custom pick-list field and also maps to the Nutshell Deal stage. Patient name is stored as a custom field on the Deal because Nutshell Deals are organization-centric rather than person-centric by default.

PbN appointment statuses (Scheduled, In Treatment, Completed, No Show, Cancelled, Rescheduled) map to Nutshell Deal stage values through explicit value-by-value mapping. Each status gets assigned a corresponding Nutshell stage or closed state. The original PbN status label is preserved as a custom field on the Deal for audit purposes.

Treatment records (procedure code, tooth number, materials used, provider notes) migrate as Nutshell Tasks attached to the patient People record with Task Type = 'Treatment Record' and the original PbN treatment date as the task due date. This preserves the chronological treatment timeline within the patient's Nutshell activity feed.

PbN provider records map to Nutshell People records with a separate matching step: the provider's email address is matched against Nutshell user accounts by email to assign OwnerId on migrated Deals and Tasks. Unmatched providers are flagged before migration so the team either creates a Nutshell user or reassigns records to a fallback owner.

PbN analytics (treatment acceptance rate, revenue per provider, goal attainment, patient growth rate) have no native Nutshell equivalent. These values are preserved as Note records labeled 'Legacy PbN Analytics' on each patient record, and key metrics are also stored as Nutshell custom number fields for reference. Reporting dashboards must be rebuilt in Nutshell using exported PbN data as a static source.

PbN insurance carrier and policy details map to Nutshell People custom text fields because Nutshell has no native insurance or benefits object. Before migration, we create Carrier_Name__c, Policy_Number__c, and Insurance_Type__c fields on the People object. Each patient's insurance information transfers into the corresponding custom fields, preserving carrier name, policy number, group number, and coverage type for reference in patient records.

PbN referral source data (referring dentist, marketing channel, patient referral) becomes Nutshell People custom pick-list fields. We create Referring_Dentist__c and Referral_Source__c fields on the People object. Existing pick-list values in PbN are mapped value-by-value; new values can be added in Nutshell after migration.

PbN records new patient inquiries and appointment requests that have not yet converted to confirmed appointments. These map to Nutshell Leads with the inquiry date as the Lead create date and the requested appointment type as a custom field. Once the appointment is confirmed, the Lead converts to a Person record and a corresponding Deal.