Migrate from The Dental System to Microsoft Dynamics 365 Sales

Provision Dynamics 365 environment and configure CDT product catalog

We begin by provisioning a sandbox Dynamics 365 Sales environment (or validating your existing tenant). We import the CDT code reference table as Dynamics 365 Products so all procedure codes have valid Product IDs before any patient or treatment data arrives. We also create the custom fields identified in the object-mapping plan — new_Treatment_Stage__c on Opportunity, new_Procedure_Code__c on Event, new_Insurance_Claim_Status__c on Case, Source_Patient_ID__c on Contact — and configure the insurance carrier Account type and practice location Account type. This step produces a schema-ready environment before data extraction begins.

Extract patient, provider, appointment, and treatment data from The Dental System API

We connect to The Dental System API using scoped read-only credentials and extract all standard objects: patient records with demographics and addresses, provider profiles with specialty and license data, appointment history with procedure codes and provider assignments, treatment plans with stage and fee data, and insurance claim records with status and carrier references. We also extract any active custom fields your practice has configured. During extraction, we flag duplicate patient records, unresolved provider email addresses, and appointments with missing procedure codes so your team can address them before mapping runs.

Run provider-to-User resolution and build foreign-key dependency chain

Before committing any records to Dynamics 365, we resolve The Dental System provider IDs against your Microsoft 365 tenant by email. Matched providers become Dynamics 365 Users linked to the correct security role; unmatched providers become Contacts with a Source_System_Type__c = 'Provider' flag. We build the insertion order based on Dynamics 365 foreign-key dependencies: insurance carrier Accounts first, then practice location Accounts, then patient Contacts (resolving employer references to Accounts), then providers (as Users or Contacts), then Opportunities (with resolved Contact and provider lookups), then Events, then Cases. Circular references and orphaned records are flagged and reported before execution.

Execute sample migration with field-level diff and stakeholder review

We run a representative slice of the migration — typically 200–500 records spanning patients, providers, appointments, treatment plans, and claims — into the Dynamics 365 sandbox. We generate a field-level diff report comparing source values against the migrated Dynamics 365 record values, covering all mapped fields including custom fields and pick-list value mappings. You review the diff report, verify that treatment stages, appointment procedure codes, and claim statuses resolved correctly, and approve the sample before the full run commits. Any mapping corrections are applied to the migration engine before the production run.

Execute full migration with delta-pickup window and audit commit

The full migration runs against Dynamics 365 Production. We capture the extraction timestamp and open a delta-pickup window (typically 24–48 hours) so any new patients, appointments, or claim updates created in The Dental System during the cutover are captured in a follow-on sync pass. Every record operation — insert, update, skip, error — is logged to an audit trail. If reconciliation reveals gaps (missed claim updates, incomplete treatment plan stages), we trigger a targeted re-migration of affected records. One-click rollback reverts all committed records if critical issues are found before go-live sign-off.

Post-migration validation, owner handoff, and workflow rebuild reference

After migration, we run a record-count reconciliation against The Dental System source totals for each object type. We validate foreign-key lookups (Contacts linked to Accounts, Opportunities linked to Contacts, Cases linked to both Contact and insurance carrier Account) and surface any broken links for manual resolution. We deliver a Provider_License_Report__c showing all providers who resolved as Contacts versus Users, so your team can make licensing decisions. We also export a Workflow_Definition_Export__c from The Dental System — this document lists all active appointment reminder sequences, insurance claim alert rules, and treatment-stage automation triggers that do not migrate, giving your Dynamics 365 admin a rebuild reference for Power Automate or Dynamics 365 Workflow.