Migrate from Practice by Numbers to Salesforce Sales Cloud

PbN patients map directly to Salesforce Contacts. The patient's primary provider becomes the Contact's OwnerId (resolved by email match against Salesforce users). PbN patient IDs are preserved as Source_System_ID__c custom field for traceability and delta-run de-duplication. Each Contact also retains the original PbN created date in Original_Create_Date__c to maintain historical reporting continuity.

PbN providers who are also Salesforce users map by email match to User records. Providers without Salesforce user licenses become Contacts with a Provider__c custom checkbox set to true, allowing reporting on provider performance without consuming paid user licenses. This hybrid approach ensures all provider data is accessible in Salesforce while optimizing license costs for organizations with many part-time or referring providers.

PbN offices map to Salesforce Accounts. For multi-location dental groups, the PbN practice hierarchy maps to Salesforce Account hierarchy via ParentId. Each office's location address becomes the Account's billing/shipping address. Office-level production totals roll up to the parent Account via custom rollup fields.

PbN appointments map to Salesforce Events with custom fields: Procedure_Code__c (ADHA CDT code), Treatment_Type__c, Provider__c (lookup to User/Contact), and Appointment_Status__c. Original start/end times and patient-provider relationships (WhoId) are preserved. Note that Salesforce Events do not support procedure-code validation — this is enforced via custom validation rules post-migration.

PbN treatment records merge into Salesforce Opportunities for financial tracking and a custom Treatment__c object for clinical detail. Opportunity.Amount captures the fee; Treatment__c stores ADHA procedure code, surface/tooth designation, insurance payment, and patient payment. The Opportunity links to the patient Contact and the provider User.

PbN insurance claims have no Salesforce standard equivalent. We create an Insurance_Claim__c custom object linked to the Contact (patient) and the Treatment__c record, with fields for Claim_Status__c, Payer_Name__c, Submitted_Amount__c, Paid_Amount__c, and Adjustment_Reason__c. Claim history and status-change timestamps are preserved as custom audit fields.

Patient payments map to a Payment__c custom object linked to the Contact and Treatment__c. Fields include Payment_Date__c, Amount__c, Payment_Method__c, and Payment_Type__c (patient payment vs. insurance payment). This preserves the complete payment history that PbN tracks separately from the treatment record.

PbN's production-per-hour and production-vs-goal metrics are calculated fields in the source. We create a Production__c custom object keyed by Provider__c and Period__c (month/year), storing Actual_Production__c, Goal_Production__c, and Variance__c. These values are extracted from PbN's report exports and loaded as records, not as live formulas, to preserve historical accuracy.

PbN's goal-management module has no Salesforce equivalent. We create a Goal__c custom object with Goal_Type__c (production, acceptance rate, new patients), Target_Value__c, Start_Date__c, End_Date__c, and Status__c (green/yellow/red from PbN). This preserves the goal hierarchy (office > provider > team member) as parent-child relationships via Goal__c lookup fields.

PbN calculates treatment acceptance rate as accepted procedures divided by presented procedures per patient. We extract this as a percentage value from PbN reports and store it on the Contact record as Treatment_Acceptance_Rate__c. Ongoing tracking in Salesforce requires a flow to recalculate from Treatment__c records; the migrated value provides historical baseline.

PbN allows practices to create custom KPI fields for specialty tracking (e.g., orthodontic starts, implant case value). Each custom field is analyzed: numeric metrics map to custom Number fields on the relevant object; yes/no flags map to custom Checkbox fields. Custom field metadata (label, data type, pick-list values) is preserved in the field name and help text for the Salesforce admin to finalize labeling.

PbN attachments on patient records (e.g., treatment plan PDFs, X-rays referenced via URL) are re-uploaded as Salesforce Files linked to the patient Contact record. File size limits apply (Salesforce default 25MB per file). Inline images are downloaded and re-hosted; external URLs are preserved as custom URL fields if the target system does not permit download.