Migrate from Sensei Cloud to Zoho CRM

Sensei Cloud patients with no active treatment plan or sales relationship become Zoho Leads. The patient record's primary contact fields (name, phone, email, date of birth) map directly. A Source_System_ID__c external ID preserves the original Sensei PatientID for deduplication during future delta runs.

Active patients with an active treatment plan, confirmed appointments, or an established clinical relationship become Zoho Contacts. The Contact is linked to a Zoho Account (the practice location or referring practice record) via AccountId. Original patient create dates are preserved in Original_Create_Date__c custom datetime fields.

Each physical location in Sensei Cloud — including clinic name, physical address, phone number, and location identifier — maps directly to a Zoho Account record. This includes the location's operational details and contact information for the practice site. For DSOs with a parent-company structure spanning multiple offices, the organizational hierarchy maps to Zoho Accounts using the Parent Account relationship field. This preserves the multi-location DSO structure in Zoho, maintaining the relationship between individual clinic accounts and the overarching DSO parent organization.

Sensei Cloud provider records (dentist name, credentials, NPI, location assignment) map to Zoho Users by email match. Unmatched providers are flagged before migration — the team either creates Zoho users first or assigns records to a fallback user. Provider specialty (general dentist, oral surgeon, orthodontist) migrates as a custom pick-list on the User record.

Sensei Cloud appointments map to Zoho Tasks with Subject (patient name + procedure code), Due Date (appointment date), and Status (Open/Completed). The provider is set as the Task Owner by email match. Appointment type (exam, surgical, hygiene) migrates as a custom pick-list on the Task.

Full-day or multi-hour surgical appointments with a defined start time and end time map to Zoho Events. The original appointment start datetime, end datetime, and physical location are all preserved during migration. Each Event is linked to the corresponding Contact record for the patient, maintaining the clinical relationship and allowing the surgical team to view the appointment in the patient's activity timeline. This approach ensures surgical scheduling data is traceable and accessible within the Zoho CRM interface.

Sensei Cloud treatment plans have no Zoho CRM native equivalent. We create a Zoho custom module named Treatment_Plan__c with custom fields: Plan_ID, Patient_Link (lookup to Contact), Provider_Link (lookup to User), Diagnosis_Code__c, Proposed_Treatment__c, Estimated_Cost__c, and Status__c. This module links to the Contact record.

Sensei Cloud clinical notes migrate as Zoho Notes attached to the Contact record, preserving the original note body text, author (provider), and timestamp. If notes contain inline images, those are extracted as files and re-uploaded as Zoho Attachments to the Note.

Sensei Cloud ledger entries (charges, payments, adjustments, insurance payments) have no direct Zoho equivalent. We create a Payment_History__c custom module linked to the Contact, with fields for Transaction_Date__c, Type__c (charge/payment/adjustment), Amount__c, Insurance_Paid__c, and Balance__c — preserving the full financial history for collections follow-up.

Insurance information from Sensei Cloud — including carrier name, policy number, group number, and subscriber relationship — migrates as custom fields on the Zoho Contact record. The custom fields created are Insurance_Carrier__c, Policy_Number__c, Group_Number__c, and Subscriber_Relationship__c. Historical insurance claim activity from Sensei Cloud migrates to the Payment_History__c custom module, linking each claim payment to the patient's Contact record and preserving the complete insurance payment history for collections and audit purposes.

Sensei Cloud CDT procedure codes map to a custom pick-list on the Treatment_Plan__c module. We preserve the original code value and display label so the dental team can reference the source CDT code in Zoho without rebuilding the code table manually.

Referral source information in Sensei Cloud (referring dentist, referral type) migrates as a custom field on the Zoho Lead: Referral_Source__c and Referring_Dentist__c. When the Lead converts to a Contact, the referral fields carry over via field-level mapping in the Lead Conversion settings.

Sensei Imaging exports (radiographs, intraoral photos, scans) are binary files that Zoho CRM cannot natively render. We export files from Sensei Imaging, upload them to Zoho WorkDrive, and attach a WorkDrive link to the Contact record in Zoho. DICOM viewers are not included — this is a reference link, not an inline viewer.