Migrate from Sensei Cloud to Nutshell

Patient first name, last name, date of birth, and contact details map directly to Nutshell Person fields. Patient ID from Sensei Cloud is stored as Source_System_ID__c for traceability. Clinical notes, medical history, and insurance data have no Nutshell destination and are not migrated.

Guarantor records (the billing party, which may differ from the patient) migrate as separate Nutshell Person records. The relationship between patient and guarantor is preserved as a custom text field linking the two records, since Nutshell has no native guarantor-equivalent object.

Each Sensei Cloud practice location becomes a separate Nutshell Company record. The location's address, phone number, and primary contact name map directly to Company fields. For multi-location DSOs, this generates multiple Company records, with each one linked to the Person records of patients who were seen at that specific location, enabling territory-based reporting.

Insurance carrier names and plan types have no native Nutshell Company classification. We create separate Company records tagged with a custom Insurance_Carrier__c flag. If insurance data is required for reporting, a custom pick-list field is added to the Person record.

Appointment date, time, provider name, and procedure codes (CDT) are consolidated into a Nutshell Activity record attached to the Person. The original appointment status (completed, no-show, cancelled) maps to Activity type. Operatory and provider notes are stored as activity description text.

Treatment plans with procedure codes, tooth numbers, and clinical notes cannot map to any Nutshell object. We export treatment plan data as a structured text blob and attach it as a Note to the Person record. The clinical detail cannot be rendered in Nutshell's data model and requires a reference back to Sensei Cloud or a PDF export.

Billing ledger entries—including procedure charges, payments, write-offs, and insurance adjustments—have no equivalent object in Nutshell's data model. We generate a summary note attached to each patient record that lists total charges, total payments received, and outstanding balance as of the migration date. The complete ledger history remains accessible in Sensei Cloud for reference.

Clinical notes, periodontal charting, radiograph references, intraoral images, and treatment plans are dental-clinical data types that Nutshell's CRM cannot represent in any form. These records are not migrated during the process. Patients with active clinical relationships or ongoing treatment should remain in Sensei Cloud or be transferred to an alternative clinical dental platform to preserve care continuity.

Sensei Cloud providers and staff users are matched to Nutshell users by email address. Unmatched providers are assigned to a fallback Nutshell user (office admin) and flagged for review. Provider role (dentist, hygienist, admin) is stored as a custom text field on the User record.

Uploaded documents, consent forms, and referral letters attached to patient records are downloaded and re-hosted if they are small image or PDF files. Large imaging files (DICOM radiographs) cannot be stored in Nutshell and are flagged for manual retrieval from Sensei Cloud.