Migrate from Sensei Cloud to Microsoft Dynamics 365 Sales

Patient first name, last name, date of birth, address, phone, and email map directly to Dynamics 365 Contact fields. The patient's primary dental practice is stored as AccountId lookup. Insurance subscriber relationship is preserved as a custom field or through the Contact's Related Contacts mechanism.

Sensei Cloud does not have a separate Account entity — the practice or DSO name lives on the Patient record. We split this into Dynamics 365 Account (the practice/DSO name) and Contact (the individual patient), linking them via AccountId. Multi-location practices create a parent Account hierarchy in Dynamics.

Provider records (dentist, hygienist, specialist) from Sensei Cloud map to Dynamics 365 Contact records tagged with a custom Provider_Role__c pick-list field (e.g., General Dentist, Oral Surgeon, Orthodontist). Provider NPI numbers map to a custom NPI__c field. Active/inactive status maps to a custom Provider_Status__c field.

Sensei Cloud appointment records (date, time, provider, procedure codes, treatment room, status) have no native Dynamics 365 equivalent. We create a custom Appointment__c table in Dataverse keyed to the Contact (patient) and the Provider Contact. CDT procedure codes map to a custom Procedure_Code__c pick-list. Appointment status (Confirmed, Completed, No-Show, Cancelled) maps to a custom Status__c field.

Treatment plans in Sensei Cloud include proposed procedures, tooth numbers, surface annotations, fees, and insurance estimates. We create a custom Treatment_Plan__c table linked to Contact (patient), storing procedure descriptions, CDT codes, estimated fees, and the planning provider as a Contact lookup. Historical plans migrate as completed records with a Completed_Date__c timestamp.

Clinical notes and per-tooth charting data (surfaces treated, materials used, periodontal readings) have no Dynamics 365 equivalent. We create a custom Clinical_Note__c table linked to Contact and Appointment__c, storing note content as a long-text field, tooth numbers as a text field, and periodontal data as structured custom fields. Original clinical timestamps are preserved.

Sensei Cloud insurance carrier records (payer name, payer ID, address) map to Dynamics 365 Account records with a custom Insurance_Carrier__c = true flag. Subscriber ID, group number, and subscriber relationship (Self, Spouse, Dependent) are custom fields on the patient Contact record. Insurance-eligible procedure lists are preserved as custom pick-list values on the Treatment_Plan__c procedure field.

Sensei Cloud ledger entries (charge, payment, adjustment, insurance payment, write-off, claim status) map to a custom Billing_Ledger__c table linked to Contact and Treatment_Plan__c. Entry type maps to a pick-list (Charge, Payment, Adjustment, Insurance Payment, Write-off). Claim submission status maps to a custom Claim_Status__c field. Original posting dates are preserved as custom datetime fields.

How the patient found the practice (referral, advertising, organic search, etc.) is stored in Sensei Cloud as a patient property. We migrate this as a custom pick-list field (Referral_Source__c) on Contact. If the referral is a specific dentist or physician, that provider record exists in Dynamics as a Contact with Provider_Role__c = Referral.

Sensei Cloud file attachments (PDF treatment plans, signed consent forms, imaging exports) are downloaded and re-uploaded to the SharePoint document library integrated with the Dynamics 365 Contact record. Smaller attachments (signed forms as PDFs) can attach directly to the Contact record via Dynamics Notes and Attachments. File size limits from the Dynamics/SharePoint integration apply.

Eligibility check results—including coverage percentage, annual maximum remaining, deductible met, and applicable waiting periods—are stored as custom Insurance_Eligibility__c table records in Dataverse, linked to the patient Contact and to the Insurance Carrier Account. The eligibility check date, response timestamp, and payer response code are preserved as custom datetime and text fields for audit continuity and downstream reconciliation.