Migrate from PracticeHub to Microsoft Dynamics 365 Sales

PracticeHub patients map 1:1 to Dynamics 365 Sales Contact records. The patient's primary clinic is set as the Contact's AccountId lookup. For patients with multiple prior clinics in PracticeHub, the most-recently-modified clinic assignment becomes the primary Account; others surface as Account Contact Relationships.

Each PracticeHub clinic becomes a Dynamics Account record. Clinic name maps to Account.Name, address fields map to Address composites, phone maps to Telephone1, and website maps to WebsiteUrl. Multi-location practices produce multiple Account records linked via ParentAccountId. For practices operating under a parent organization, the top-level clinic becomes the primary Account with subsidiary locations as child Accounts.

PracticeHub appointments become Dynamics 365 Sales Appointment activity records. The appointment start time maps to ScheduledStart, end time to ScheduledEnd, status to StateCode/StatusCode composites, and patient to RegardingObjectId lookup on Contact. Practitioner assignment maps to OwnerId resolved by email match against Dynamics Users.

Prescription records — medication name, dosage, prescriber, and date — migrate as Salesforce Notes attached to the Contact. Each Note's Title carries the medication name and RegardingObjectId points to the patient Contact. For practices with prescription volume exceeding standard Note retention, a custom Prescription__c Dataverse table is recommended.

Staff members with Dynamics 365 user licenses become User records matched by email. Staff without Dynamics CRM licenses — such as administrative roles — become Contact records so their information is preserved even without a full user seat. Role and specialization fields migrate as custom fields on the User or Contact record.

PracticeHub insurance carrier, policy number, and group number map to custom text fields on the Contact entity (Insurance_Carrier__c, Insurance_Policy_Number__c, Insurance_Group__c). Billing responsibility and coverage type become custom pick-list fields. This requires Sales Enterprise licensing if more than 15 custom fields are needed on any single entity.

Free-text clinical notes attached to appointments migrate as Dynamics Notes with RegardingObjectId pointing to the Appointment activity. Original create date is preserved as a custom datetime field since Notes' CreatedOn is set at migration time. For notes exceeding Dynamics 32,768-character body limit, we split and flag the truncation.

Appointment-level payment status (paid, pending, failed) migrates as a custom pick-list field on the Appointment activity record (Payment_Status__c). Detailed billing transaction history migrates as Notes or a custom Payment_History__c table with a lookup to the associated Appointment — the approach is chosen during the sample migration review.

Referral source — referring physician, external clinic, marketing channel — maps to a custom pick-list field on Contact (Referral_Source__c). Original referral date maps to Referral_Date__c as a custom datetime field. If the referral source points to an external organization not in Dynamics, we create a stub Account record and link it.

Any PracticeHub custom patient properties — allergy flags, care-plan status, preferred contact method — migrate as custom fields on the Contact entity. Type-aware mapping applies: boolean flags become TwoOption fields, date fields become DateOnly fields, and multi-value selections become either custom pick-lists or delimited text fields depending on the source data cardinality.

Compliance policy documents, procedure manuals, and training records have no CRM equivalent in Dynamics 365 Sales. We export these as a structured document archive and recommend storing them in the associated SharePoint location or Microsoft Purview compliance library. The Contact record receives a custom field pointing to the archive URL.

Staff training completion records and certification dates stored in PracticeHub are not supported as native Dynamics objects. We map the most recent training date and certification status as custom fields on the Staff Contact record, and export the full training log as a CSV reference archive linked from the record.