Migrate from The Dental System to Freshsales

The Dental System patient record maps directly to Freshsales Contact. Patient demographics (name, date of birth, gender) map to Freshsales standard fields. The Freshsales Create Contact API requires a valid email address — patients stored without an email in The Dental System are flagged for pre-migration email collection or landed in a custom No_Email__c field on Contact for manual enrichment after load.

Patient email from The Dental System maps to the Freshsales Contact.email field via direct field mapping. When no email exists in The Dental System, the record is created with Email_Missing__c set to true as a flag for the front desk to complete contact details before outreach sequences begin in Freshsales. This prevents API rejection and surfaces incomplete records for enrichment without blocking the migration batch.

Phone and mobile number fields map directly. The Dental System sometimes stores multiple phone numbers per patient (home, cell, emergency contact) — additional numbers beyond the first two map to Freshsales custom text fields rather than overwriting the standard phone fields.

The Dental System location or practice name maps to Freshsales Account.name. For multi-location groups, each location in The Dental System becomes a separate Account record. If The Dental System stores a parent-company relationship, the Parent Account link in Freshsales preserves the DSO or group structure.

Insurance carrier name, policy number, group number, and subscriber relationship from The Dental System have no standard Freshsales equivalent. These migrate as custom text fields on Contact: Insurance_Carrier__c, Insurance_Policy_Number__c, Insurance_Group_Number__c, Insurance_Subscriber_Name__c. Freshsales custom fields are available on all plans without an upgrade.

The Dental System tracks recall intervals and appointment types (new patient exam, cleaning, restorative, perio maintenance). Each appointment type becomes a Freshsales pipeline stage in a custom New Patient Intake pipeline. Stages map from recall frequency (6-month cleaning → Stage: Recall Due; annual exam → Stage: Annual Checkup Scheduled). The Freshsales Pro plan supports multiple pipelines — required if your practice runs more than one intake funnel.

Proposed treatment plans with estimated costs from The Dental System map to Freshsales Opportunity. The estimated treatment amount becomes Opportunity.amount. Treatment description maps to Opportunity.name (e.g., 'Treatment Plan: Implants + Crowns — $4,200'). Open treatment plans become open Opportunities; completed plans map with Closed Won stage and actual billed amount.

The Dental System assigns each patient and treatment plan to a provider. Owner resolution in Freshsales maps the provider name to a Freshsales user by email match. If no matching user exists, the Opportunity is assigned to a fallback owner designated by the practice manager. Unresolved owners are flagged in the pre-flight report before migration runs.

Free-text clinical notes attached to a patient record in The Dental System migrate as Freshsales Tasks linked to the Contact. Each note becomes a completed Task with Subject = 'Clinical Note' and Description = the original note text. Original note timestamp and provider author are preserved in the task metadata. This preserves the clinical record without requiring a custom object.

File attachments (x-rays, intraoral photos, consent forms) stored in The Dental System are downloaded and re-uploaded to Freshsales Files attached to the Contact record. Freshsales file storage limits vary by plan: Growth includes 2GB total, Pro includes 5GB per user. We flag any files exceeding Freshsales size limits before the migration commits.

Patient address components (street, city, state, postal code, country) map directly to Freshsales standard address fields on Contact. If The Dental System stores both home and billing address, the billing address maps to a custom address field set rather than overwriting the primary address.

Referral source tracking in The Dental System (e.g., 'New patient referred by Dr. Smith', 'Google Ads', 'Yelp') has no Freshsales standard equivalent. This migrates as a custom pick-list field (Referral_Source__c) on Contact so the practice can run Freshsales reports on lead source effectiveness across providers.