Migrate from Visual Practice to Microsoft Dynamics 365 Sales

Visual Practice patients map directly to Dynamics 365 Contacts. Dynamics 365 requires an AccountId (Account lookup) on most contact records — patients without a primary practice association get attached to a default 'Unaffiliated Patients' Account record. HIPAA-protected fields (SSN, insurance IDs) require field-level security configuration in Dynamics 365 before migration.

Visual Practice practices map to Dynamics 365 Accounts. Address fields, industry classification, and practice size translate directly. Multi-location practices in Visual Practice may have parent-child hierarchy — this maps to the Account.ParentAccountId lookup in Dynamics 365. Practices without a National Provider Identifier get a placeholder in the Account.Website field for identification.

Visual Practice treatment cases function as hybrid deal-project records with procedure codes, insurance estimates, and case-status stages. Dynamics 365 Opportunities use StageName pick-list values and close probabilities. We map each treatment case stage to a corresponding Opportunity StageName value — stage probability is derived from the source case outcome history. Procedure codes and insurance estimates migrate as custom fields on the Opportunity.

Visual Practice supports N:N patient-to-practice associations (a patient can have multiple practices). Dynamics 365 Contacts have a single primary AccountId plus Account Contact Relationships for additional affiliations. We migrate the primary (most recent) practice as AccountId and surface all secondary practice links as Account Contact Relationship records with a Role field indicating 'Primary Care' or 'Referring Practice'.

Visual Practice appointments map to Dynamics 365 Appointments (a type of Activity). Original start/end times, appointment type, provider (owner), and patient link are preserved. Appointment status (scheduled, completed, cancelled) migrates to the ActivityPointer.StateCode field. Past appointment history is imported as completed activities.

Visual Practice clinical notes map to Dynamics 365 Notes attached to the Contact record. Rich-text formatting is preserved where the source format is compatible. If Visual Practice stores notes as encrypted HIPAA-protected content, the note body is base64-decoded before migration — field-level security is applied to the Note.Text field post-migration.

Visual Practice insurance records (payer, policy number, group number, coverage details) have no direct Dynamics 365 equivalent. We create a Patient_Insurance__c custom table in Dataverse linked to Contact via a lookup field. Insurance status and payer name map to custom fields on this table. If Dynamics 365 Sales Enterprise is in use, this counts against the custom table limit.

Individual procedure codes attached to a treatment case require a custom Treatment_Procedure__c table linked to the Opportunity. Each procedure row captures the CDT code, description, fee, and insurance coverage estimate. This table is scoped to the Opportunity so report builders can aggregate procedure revenue by opportunity.

Visual Practice staff and providers resolve by email match to Dynamics 365 SystemUsers. Unmatched staff members are flagged before migration — the team either creates Dynamics 365 user accounts first or assigns records to a fallback owner. Provider specialty and credentials migrate as custom fields on the SystemUser record for routing logic.

Visual Practice file attachments (forms, X-rays, insurance cards) re-upload to Dynamics 365 as Note annotations with file attachments. Dynamics 365 default file size limit is 128MB per annotation. Files exceeding this limit are flagged and split or linked via SharePoint document management if configured.

Visual Practice custom patient properties (e.g., referral source, preferred contact method, medical alerts) migrate as custom fields on the Contact entity using Dataverse field creation. Each field is typed — text, picklist, number — based on the source property type. HIPAA-flagged properties get field-level security applied in Dynamics 365.

Visual Practice communication logs (patient messages, portal communications, and intake form submissions) map to Dynamics 365 Email activities attached to the Contact record. Timestamp, direction (inbound/outbound), and content subject line are preserved. The communication body migrates as Email.Description; encrypted communications require decryption before import. Attachments within communication threads are extracted and re-attached as Note annotations.