Migrate from Sensei Cloud to Salesforce Sales Cloud

Active patient records in Sensei Cloud map to Salesforce Contact. If a patient record has no treatment history and a 'Lead' status flag, it routes to Salesforce Lead. The split rule is applied based on whether a patient has at least one completed treatment plan in Sensei — clinical activity determines the Salesforce object type. Unmatched person-type records without patient IDs are flagged in the pre-flight report before migration begins.

Each Sensei appointment record becomes a Salesforce Task with Type='Appointment'. The appointment date and time migrate to Task.ActivityDate and Task.ActivityDatetime respectively. Provider assignment migrates as Task.OwnerId via email matching to a Salesforce user. Procedure codes (CDT codes) are preserved in a custom Procedure_Code__c text field on the Task. Appointment status maps to Task.Status (Open / Completed / Cancelled).

Sensei Cloud stores treatment plans as a structured clinical record — procedure code, tooth number, surface, estimated cost, and clinical notes. Salesforce has no native treatment-plan object. We create a custom Treatment_Plan__c object with lookup to Contact and fields for Procedure_Code__c (Text), Tooth_Number__c (Text), Surface__c (Text), Estimated_Cost__c (Currency), Clinical_Notes__c (Long Text Area), and Plan_Status__c (Picklist). Clinical notes longer than 32,768 characters are split across multiple Long Text Area fields.

Each provider (dentist, oral surgeon, hygienist) in Sensei Cloud migrates as a Salesforce Contact record. We map Provider_Specialty__c (a custom pick-list capturing dentist, oral surgeon, periodontist, endodontist, hygienist, orthodonist) and NPI__c (National Provider Identifier as a text field). Provider-to-Salesforce-user linking uses email match so the provider's Salesforce Contact and Salesforce User records are associated by email address. Unmatched provider emails are flagged before migration.

Dental insurance coverage records — plan type (PPO, HMO, Medicaid, Fee-for-Service), subscriber ID, group number, employer name, and coverage percentages per procedure category — have no Salesforce standard object equivalent. We create an Insurance_Coverage__c custom object with a lookup to Contact. Custom fields include Plan_Type__c (Picklist), Subscriber_ID__c (Text), Group_Number__c (Text), Employer__c (Text), Coverage_Percentage__c (Percent), and Max_Annual_Benefit__c (Currency). Coverage percentage logic per procedure type requires a custom formula field in Salesforce.

Sensei Cloud file attachments (PDFs, JPEG images, Word documents) on patient records are downloaded and re-uploaded to Salesforce Files linked to the corresponding Contact record. Salesforce Files enforce a 25MB per-file size limit. Any file exceeding this limit is flagged in the pre-flight report with the patient record ID and file name so your team can split the file or store it externally. Inline images in clinical notes are extracted and re-hosted as Salesforce Files with a reference link in the Notes field.

Sensei Cloud recall records — next hygiene appointment date, recall type (6-month, annual, perio maintenance), and provider preference — migrate as Salesforce Tasks with a custom Recall_Type__c pick-list field. The Task.ActivityDate is set to the recall due date. A Salesforce Flow or formula field can then generate an outreach reminder based on this date. Original recall frequency (e.g., every 6 months) is preserved in a custom Original_Recall_Frequency__c text field for future Flow logic.

Each physical practice location in Sensei Cloud becomes a Salesforce Account record representing the practice site. Address fields (street, city, state, zip, country) map directly to Account.BillingStreet, Account.BillingCity, Account.BillingState, Account.BillingPostalCode, and Account.BillingCountry. The practice site name maps to Account.Name. For multi-location DSOs, the parent Account relationship (ParentId) is used to model the DSO hierarchy if the source Sensei data includes a parent-organization identifier.

Sensei Cloud ledger entries and payment records do not map to a native Salesforce billing object — Salesforce Sales Cloud does not include a dental ledger. We create an audit record as a custom Task with Type='Ledger' and a Ledger_Reference__c custom text field holding the Sensei ledger entry ID, payment date, amount, and adjustment reason. Full financial reporting requires a separate billing system integration. The audit reference Task preserves the original payment history for compliance and reconciliation.

Free-text clinical notes attached to patient records in Sensei Cloud migrate as Salesforce Notes (ContentNote in Lightning Experience). The Note.Title is set to 'Clinical Note — [Date]' and the Note.Body contains the full note text. Rich-text formatting is preserved where the source supports it. If a clinical note exceeds 32,000 characters, we split it into two Note records with a sequential suffix in the title to indicate continuation.