Migrate from Practice by Numbers to Pipedrive

Practice by Numbers patient records map to Pipedrive People. We migrate name, email, phone, address, date of birth, and the primary practice association. Dental insurance fields that don't map to a native Pipedrive field become custom fields on the Person record.

Each Practice by Numbers location or practice entity maps to a Pipedrive Organization. Organization name, address, phone, and domain transfer as standard fields. For multi-location groups, we map each location as a separate Organization with an optional parent-Organization hierarchy if the source uses a practice-group structure.

Active treatment plans migrate as Pipedrive Deals linked to the patient Person and the practice Organization. Treatment plan status (scheduled, in-progress, completed, pending insurance) maps to a custom Pipedrive pipeline stage set. Treatment dollar amounts map to Deal value (amount).

Practice by Numbers treatment stages translate into a Pipedrive pipeline. We create one pipeline in Pipedrive per treatment-category workflow (e.g., restorative, cosmetic, hygiene). Each stage in the pipeline maps to a Pipedrive Stage with a probability percentage and optional forecast category.

Scheduled appointments with a start/end time become Pipedrive Activities of type 'Meeting', linked to the patient Person and the deal Treatment Plan. Appointment status (confirmed, completed, no-show, cancelled) maps to the Activity's done flag and a custom status field. Uncompleted appointments migrate as open Tasks with a due date.

Providers (dentists, hygienists, office managers) in Practice by Numbers resolve to Pipedrive Users by email match. Unmatched providers are flagged before migration — the team either invites them to Pipedrive or assigns their records to a fallback user. Provider production goals don't map to any native Pipedrive field and are stored as custom fields on the Organization or as Deal custom fields.

Dental KPIs like treatment acceptance rate, production per hour, patient flow score, and hygiene recall rate have no Pipedrive native equivalent. We create custom fields (e.g., Acceptance_Rate__c, Production_Per_Hour__c, Flow_Score__c) on the Deal or Organization object and populate them from Practice by Numbers' goal tracking export. These are informational in Pipedrive and must be reported manually or via a BI integration.

Clinical notes and patient communications stored in Practice by Numbers migrate as Pipedrive Notes attached to the Person record. Original create timestamps are preserved. Rich-text formatting is flattened to plain text. If the source stores notes as HTML, we strip tags and preserve readable content.

Treatment plan attachments, patient forms, and imaging references stored in Practice by Numbers re-upload as file attachments on the corresponding Pipedrive Deal or Person. File size limits apply (Pipedrive's per-file upload limit is 150 MB for Enterprise, lower for lower tiers). We re-upload files to Pipedrive's native file storage.

Insurance carrier, policy number, treatment cost breakdown, and insurance payment status migrate as custom fields on the Deal (Treatment Plan). Outstanding balance and write-off amounts also map to Deal custom fields. Pipedrive has no native insurance object, so billing context lives in custom fields and is surfaced in the Deal detail view.

Practice by Numbers' reputation management data (Google rating, review count, patient satisfaction score) migrates as Organization-level custom fields in Pipedrive. These are reference data only — Pipedrive has no native review-tracking or reputation broadcast feature, so the team manages this outside Pipedrive post-migration.

Patient recall records for hygiene appointments (typically 6-month intervals) migrate as recurring Tasks in Pipedrive, linked to the Person. The recall interval and next-appointment date map to the Task due date. Automated recall reminders built in Practice by Numbers must be rebuilt as Pipedrive automations triggering email sequences.