Migrate from The Dental System to monday CRM

Each patient record in The Dental System becomes a single item in Monday's People board. First name, last name, email, phone, and address fields map directly to Monday's corresponding People columns. Provider assignment migrates as a Person column linked to the provider's Monday user account.

Insurance carriers in The Dental System map to Monday's Companies board as separate items. Carrier name, address, and payer ID become Company Name, Location, and a custom Text column respectively. Patient-to-insurance association uses a Link to Items column on the People item pointing to the carrier company.

Treatment plans map to Monday Deals board items. The treatment description becomes Deal Name, total treatment value becomes Deal Value (monetary column), and the clinical stage (Diagnosed, Proposed, In Progress, Completed) maps to Monday's pipeline stage groups. Each Deal item links back to the patient People item via a Link to Items column.

Providers in The Dental System resolve to Monday users by email match. Unmatched providers are flagged before migration — the team either creates Monday accounts first or assigns records to a fallback provider. Provider role (Dentist, Hygienist, Office Manager) migrates as a Dropdown column on relevant boards rather than a native user attribute.

Monday CRM has no native appointment or scheduling entity. Appointments migrate as items on a dedicated Appointments board with columns for date, time, patient link, provider, and status. If appointment history is extensive, the team may choose to archive older records as a CSV reference item rather than full board items to avoid inflating Monday item counts.

Clinical notes attach as subitems on the corresponding People board item. Each subitem carries a Date column (original visit date), a Text column for note content, and a Link to Items column back to the related Treatment Plan Deal. This preserves the patient-note-treatment relationship hierarchy within Monday's subitem model.

CDT (Current Dental Terminology) and ICD codes stored in The Dental System migrate as a Text column on the Deals item. The full code and description concatenate into a single string (e.g., 'D7140 — Extraction, erupted tooth') so the human-readable value is preserved without requiring a lookup table in Monday.

Insurance claim records map to a dedicated Claims board. Claim ID, submission date, amount billed, amount approved, and claim status migrate as separate columns. The claim item links to the originating Treatment Plan Deal and the Patient People item via two Link to Items columns. Claim status values require value mapping to Monday's Dropdown column options.

Patient files — X-rays, intraoral photos, consent forms — re-upload to Monday Files and attach to the corresponding People board item. Monday's 25MB per-file limit applies. Files larger than 25MB must be hosted externally and linked via a URL column. Original filenames and upload timestamps are preserved in the file metadata.

Tooth-chart data from The Dental System — typically a grid indicating which teeth have which conditions — converts to a structured text string (e.g., '#14: Filling, #19: Missing'). Visual diagram files export as image attachments rather than structured chart data. This transformation is disclosed in the migration plan before execution.