Migrate your Sensei Cloud data

Patients are the primary demographic record in Sensei Cloud. We migrate patient demographics, contact information, insurance details, and clinical alerts. Insurance payer and plan associations require field-level mapping because naming conventions differ between source and destination systems.

Charts hold periodontal data, tooth conditions, elastic orthodontic tracking, and clinical notes per patient. We map the chart structure and all documented fields, but free-text clinical notes may require custom extraction to preserve narrative content in the destination system.

Appointments include provider, location, date/time, procedure codes, and status. We export the full appointment history including recall dates and block-booking patterns. Recurrence and series data are mapped by date rather than by reference ID.

Clinical encounter documentation varies widely by provider and practice. We extract structured encounter data but free-form clinical notes may land in a notes field or require a custom mapping pass depending on the destination system's clinical note object.

Claims include status, submission history, payer cross-references, and CDT code associations. The status workflow in Sensei Cloud may not map 1:1 to the destination system's claim object, so we flag open claims and pending submissions for explicit review before cutover.

Treatment plans store proposed procedures, sequencing, fee schedules, and acceptance status. Plans with multiple phases and case presentation notes require value mapping because the way phases are named and ordered differs between dental platforms.

Ledger records include charges, payments, adjustments, and insurance write-offs with running balances. We flag entries with post-date alterations or corrections because Sensei Cloud makes it difficult to delete or modify ledger entries after creation. Aged trial balances are preserved as-is.

Providers include dentists, hygienists, and specialists with associated credentials and NPI numbers. Provider assignment in clinical records is sometimes stored as a text field rather than a foreign key, so we deduplicate and normalize provider names during export.

Multi-location configuration defines which providers, resources, and fee schedules apply at each office. We migrate all location records including address, contact, and scheduling preferences. Location-specific custom fields are mapped as custom properties in the destination.

Sensei Cloud imaging uses Carestream's proprietary format. We can export radiographs and CBCT data as JPEG, PNG, or DICOM via the built-in export tool, but DICOM conversion is required for full clinical fidelity. The imaging data migration runs as a parallel workstream to the core patient data migration.

Custom fields on patients, appointments, and claims vary by practice configuration. Some custom fields are stored as user-defined properties while others live in free-text notes fields. We inventory all custom fields during discovery and apply field-level mapping per practice.

Referral tracking holds referring dentist and physician records with associated case data. We migrate referral source names and case associations, but the referral tracking workflow (referral slip, case assignment, outcome logging) may not map directly to the destination system's referral object.