3Shape (Digital Workflow)
Step-by-step implementation guide — pre-implementation checklist, onboarding, staff training, go-live runbook, and ROI tracking.
3Shape (Digital Workflow) — Implementation Playbook (DSO)
3Shape Digital Workflow Implementation Playbook
A Strategic Guide for DSO Deployment
Prepared for: VPs of Operations, Chief Dental Officers, and Regional Managers
Organization Type: Dental Service Organizations (15–50 Locations)
Tool Category: 3D Printing & Digital Workflow
Version: 1.0 | Publication Date: 2024
1. Executive Summary
What 3Shape Digital Workflow Does
3Shape Digital Workflow is an integrated digital dentistry platform that connects intraoral scanning (TRIOS), CAD/CAM design software (Dental System), and lab communication into a unified ecosystem. The platform digitizes impression-taking, automates restoration design, enables in-house 3D printing of surgical guides and models, and streamlines case submission to labs—eliminating analog bottlenecks and standardizing clinical outputs across locations.
Why DSOs Specifically Benefit from Digital Workflow AI
| Scale Advantage | DSO-Specific Value |
|---|---|
| Standardization | Enforce identical scan protocols, design parameters, and quality thresholds across all locations—eliminating provider-to-provider variability that plagues analog workflows |
| Data Aggregation | Centralized case analytics reveal which locations, providers, or case types have the highest remake rates, longest turnaround times, or lowest digital adoption—enabling targeted intervention |
| Procurement Leverage | Enterprise licensing, bulk scanner purchases, and consolidated lab partnerships yield 15–25% cost reductions unavailable to independent practices |
| Workflow Velocity | Same-day restorations and in-house printing compress case timelines from weeks to hours, increasing chair utilization and patient throughput across the portfolio |
| Talent Arbitrage | Centralized design centers can handle CAD work for multiple locations, reducing per-location staffing requirements and enabling 24/7 case processing |
Expected Timeline: Decision to Full Deployment
| Phase | Duration | Locations Covered |
|---|---|---|
| Pre-Implementation & Pilot Prep | Weeks 1–4 | 0 (planning only) |
| Wave 1: Pilot Locations | Weeks 5–10 | 2–3 locations |
| Wave 2: Early Majority | Weeks 11–18 | 5–8 locations |
| Wave 3: Broad Rollout | Weeks 19–30 | Remaining locations |
| Optimization & Standardization | Weeks 31–36 | All locations |
Total Timeline: 8–9 months for a 30-location DSO
Compressed Timeline (aggressive): 6 months with parallel waves and dedicated implementation team
2. Pre-Implementation Checklist (Weeks 1–2)
Technical Requirements
Hardware Requirements Per Location
| Component | Minimum Specification | Recommended Specification |
|---|---|---|
| Intraoral Scanner | 3Shape TRIOS 3 Basic | TRIOS 5 Wireless |
| Workstation | Intel i7, 16GB RAM, NVIDIA GTX 1060 | Intel i9, 32GB RAM, NVIDIA RTX 3070 |
| Monitor | 24" 1920x1080 | 27" 4K color-calibrated |
| 3D Printer (if in-house) | Desktop SLA (Form 3B) | Production SLA (3Shape D50) |
| Network | 50 Mbps up/down, <50ms latency | 100 Mbps symmetric, dedicated VLAN |
☐ Audit current scanner inventory across all locations
☐ Identify workstations requiring upgrade (CPU/GPU/RAM assessment)
☐ Verify network bandwidth at each location using standardized speed test protocol
☐ Assess electrical capacity for 3D printing equipment (dedicated 20A circuits)
☐ Inventory existing imaging equipment (CBCT, panoramic) for integration compatibility
Software Requirements
☐ Confirm current PMS versions at all locations (Dentrix G7.4+, Eaglesoft 21+, Open Dental 22.1+)
☐ Verify Windows 10/11 Pro across all clinical workstations
☐ Document current 3Shape software versions if any legacy installations exist
☐ Confirm antivirus/firewall exceptions policy for 3Shape cloud connectivity
Enterprise-Level Network Standards
🟣 Executive Decision Required: Centralized vs. Location-Level Architecture
| Architecture | Pros | Cons | Recommendation |
|---|---|---|---|
| Centralized Hosting | Single point of management, consistent backups, easier compliance | WAN dependency, latency concerns, single point of failure | Best for DSOs with robust WAN infrastructure |
| Location-Level with Central Sync | Local performance, WAN-independent for daily ops | More complex management, distributed backup responsibility | Best for geographically dispersed DSOs |
| Hybrid | Balance of both | Implementation complexity | Best for 30+ location DSOs |
☐ Establish minimum network SLA per location (uptime, latency, bandwidth)
☐ Deploy standardized network monitoring (Auvik, PRTG, or equivalent)
☐ Configure SSO integration with existing identity provider (Azure AD, Okta)
🔵 ☐ Request 3Shape enterprise SSO configuration documentation from vendor
☐ Establish VPN or SD-WAN connectivity for centralized case management
Vendor Onboarding Steps
🔵 ☐ Execute enterprise Master Services Agreement (MSA) with 3Shape
🔵 ☐ Negotiate volume licensing terms (scanner count, seat licenses, support tiers)
🔵 ☐ Establish named account team contacts:
| Role | Purpose | Contact Cadence |
|---|---|---|
| Enterprise Account Manager | Commercial decisions, escalations | Weekly during rollout |
| Implementation Project Manager | Deployment coordination | Daily during active waves |
| Technical Support Lead | Break/fix, configuration issues | As needed |
| Training Coordinator | Certification scheduling | Pre-wave coordination |
| Customer Success Manager | Adoption metrics, optimization | Monthly post-deployment |
🔵 ☐ Schedule kickoff call with 3Shape implementation team (Week 1)
🔵 ☐ Obtain enterprise admin portal access
🔵 ☐ Request dedicated support queue/phone number for enterprise customers
Data/Access Prerequisites
☐ Create centralized 3Shape Communicate lab portal admin account
☐ Generate API credentials for PMS integrations
☐ Document imaging archive access protocols (PACS, cloud imaging storage)
☐ Inventory existing digital impression files for potential migration
☐ Establish data classification policy for scan data (PHI handling procedures)
🔵 ☐ Obtain 3Shape API documentation for custom integrations
Internal Stakeholder Alignment Map
Decision-Makers (Require Approval)
| Stakeholder | Key Concerns | Required Deliverable | Timing |
|---|---|---|---|
| 🟣 Board/Investors | ROI, capital expenditure, competitive positioning | Business case with 3-year NPV | Pre-commitment |
| 🟣 CEO | Strategic alignment, operational disruption risk | Executive summary, risk register | Pre-commitment |
| 🟣 CFO | CapEx/OpEx model, cash flow impact | Financial model, payment terms | Pre-commitment |
| 🟣 CDO/Chief Dental Officer | Clinical efficacy, standard of care | Clinical validation data, peer references | Pre-commitment |
Influencers (Require Alignment)
| Stakeholder | Key Concerns | Required Deliverable | Timing |
|---|---|---|---|
| VP Operations | Implementation logistics, location disruption | Detailed rollout plan | Week 1 |
| VP Clinical | Training burden, provider adoption | Training plan, change management | Week 1 |
| IT Director | Security, integration complexity, support burden | Technical architecture, support model | Week 1 |
| Regional Managers | Location-level impact, staff capacity | Wave schedule, location assignments | Week 2 |
Implementers (Require Information)
| Stakeholder | Key Concerns | Required Deliverable | Timing |
|---|---|---|---|
| Office Managers | Daily workflow changes, staff training time | Location implementation guide | Pre-wave |
| Providers | Learning curve, appointment timing impact | Clinical quick-start guide | Training week |
| Front Desk Staff | Scheduling changes, patient communication | Updated scripts, scheduling protocols | Training week |
Baseline Metrics to Capture
⚠️ Critical: Capture these metrics BEFORE any deployment begins. Inconsistent baseline measurement is the #1 cause of ROI uncertainty.
Standardized Metric Collection Protocol
| Metric Category | Specific Measure | Collection Method | Owner | Frequency |
|---|---|---|---|---|
| Case Acceptance | Crown/bridge case acceptance rate (%) | PMS report | Regional Manager | Monthly, trailing 90 days |
| Turnaround Time | Days from impression to seat (avg) | PMS procedure dates | Office Manager | All cases, trailing 90 days |
| Remake Rate | Lab remakes per 100 cases | Lab invoices | Billing | Monthly, trailing 12 months |
| Chair Time | Minutes per crown prep appointment | Schedule analysis | Office Manager | Sample 20 cases |
| Impression Retakes | Analog impression retakes per 100 cases | Provider self-report | Office Manager | Prospective 30-day count |
| Lab Costs | Average lab fee per unit | Accounting | Finance | Monthly, trailing 12 months |
| Patient Satisfaction | NPS or satisfaction score | Survey platform | Marketing | Trailing 6 months |
| Provider Utilization | Productive hours / available hours | PMS | Regional Manager | Monthly |
Cross-Location Standardization Requirements
☐ Create standardized Excel template for baseline metric collection
☐ Define consistent PMS report parameters across all locations
☐ Establish single deadline for all locations to submit baseline data
☐ Designate central analyst to validate data consistency
☐ Document any location-specific anomalies (recent provider turnover, renovations, etc.)
3. Location Readiness Assessment
Scoring Framework
Factor 1: IT Infrastructure Maturity (Weight: 25%)
| Score | Criteria |
|---|---|
| 5 | Fiber internet (100+ Mbps symmetric), modern workstations (<2 years), current PMS version, IT support on-call |
| 4 | Cable internet (50+ Mbps), adequate workstations (<4 years), current PMS version |
| 3 | Basic broadband (25+ Mbps), mixed workstation age, PMS within 2 versions of current |
| 2 | DSL/slow connection, aging workstations (>5 years), outdated PMS requiring upgrade |
| 1 | Unreliable internet, obsolete equipment, major infrastructure investment required |
Factor 2: Staff Tenure and Adaptability (Weight: 20%)
| Score | Criteria |
|---|---|
| 5 | <15% annual turnover, prior successful tech adoption, staff express enthusiasm for digital |
| 4 | 15–25% turnover, neutral tech adoption history, stable core team |
| 3 | 25–35% turnover, mixed tech adoption results, some resistant staff |
| 2 | 35–50% turnover, prior failed tech implementations, significant resistance expected |
| 1 | >50% turnover, active staff dissatisfaction, major change management risk |
Factor 3: Patient Volume (Weight: 20%)
| Score | Criteria | Note |
|---|---|---|
| 5 | 80+ patients/day, high restorative mix | High impact but monitor closely |
| 4 | 60–79 patients/day, moderate restorative mix | Ideal balance |
| 3 | 40–59 patients/day, average restorative mix | Lower risk, moderate impact |
| 2 | 25–39 patients/day, limited restorative | Limited ROI potential |
| 1 | <25 patients/day, primarily hygiene | May not justify investment priority |
Factor 4: Existing Tech Stack Compatibility (Weight: 20%)
| Score | Criteria |
|---|---|
| 5 | Already using 3Shape components, PMS with validated integration, compatible imaging |
| 4 | Using competitor digital workflow (easy transition), current PMS, standard imaging |
| 3 | No digital workflow, current PMS, may need imaging integration work |
| 2 | Legacy PMS requiring upgrade, incompatible imaging, significant integration work |
| 1 | Custom/niche PMS, no viable integration path, complete system overhaul needed |
Factor 5: Local Champion Availability (Weight: 15%)
| Score | Criteria |
|---|---|
| 5 | Tech-forward provider owner + eager office manager, both willing to lead training |
| 4 | Strong office manager champion OR engaged provider advocate |
| 3 | Willing participants but no clear champion; will need external support |
| 2 | Passive acceptance, no enthusiasm, champion must be developed |
| 1 | Active resistance from leadership, no viable champion candidate |
Composite Score Calculation
Formula: (IT × 0.25) + (Staff × 0.20) + (Volume × 0.20) + (Tech × 0.20) + (Champion × 0.15) = Composite Score
| Composite Score | Readiness Tier | Rollout Recommendation |
|---|---|---|
| 4.0 – 5.0 | Tier 1: Ready Now | Wave 1 pilot candidates |
| 3.0 – 3.9 | Tier 2: Ready with Prep | Wave 2 after pilot learnings |
| 2.0 – 2.9 | Tier 3: Needs Investment | Wave 3 after infrastructure remediation |
| <2.0 | Tier 4: Defer | Address fundamental issues before inclusion |
Sample Readiness Assessment Matrix
| Location | IT (×0.25) | Staff (×0.20) | Volume (×0.20) | Tech (×0.20) | Champion (×0.15) | Composite | Tier |
|---|---|---|---|---|---|---|---|
| Southside Dental | 5 (1.25) | 4 (0.80) | 4 (0.80) | 5 (1.00) | 5 (0.75) | 4.60 | 1 |
| Northgate Family | 4 (1.00) | 4 (0.80) | 5 (1.00) | 4 (0.80) | 4 (0.60) | 4.20 | 1 |
| Westend Smiles | 3 (0.75) | 3 (0.60) | 4 (0.80) | 3 (0.60) | 3 (0.45) | 3.20 | 2 |
| Downtown Dental | 2 (0.50) | 2 (0.40) | 5 (1.00) | 2 (0.40) | 2 (0.30) | 2.60 | 3 |
Rollout Sequence Recommendation
Wave 1 Pilot Selection Criteria:
- 2–3 locations with Tier 1 scores (4.0+)
- Geographic diversity (different regions if applicable)
- Representative of portfolio mix (urban/suburban, single/multi-provider)
- At least one location with existing partial 3Shape deployment (if any)
Wave 2 Expansion:
- Tier 1 locations not in Wave 1
- Tier 2 locations with straightforward remediation paths
- Apply learnings from Wave 1 to accelerate deployment
Wave 3 Completion:
- Remaining Tier 2 locations
- Tier 3 locations after infrastructure investments complete
- Leverage mature playbook and trained champions from earlier waves
Tier 4 Locations:
- Evaluate individually for remediation feasibility
- Consider timeline for acquisition integration, renovation, or divestiture
4. Rollout Strategy
Wave Structure
| Wave | Timing | Locations | Duration | Primary Objective |
|---|---|---|---|---|
| Wave 1: Pilot | Weeks 5–10 | 2–3 Tier 1 locations | 6 weeks | Validate workflows, identify issues, refine training |
| Wave 2: Early Majority | Weeks 11–18 | 5–8 Tier 1/2 locations | 8 weeks | Scale processes, build regional champion network |
| Wave 3: Broad Rollout | Weeks 19–30 | Remaining locations | 12 weeks | Full deployment leveraging mature playbook |
| Stabilization | Weeks 31–36 | All locations | 6 weeks | Optimization, standardization, advanced features |
Wave 1: Pilot Location Selection
Selection Criteria Matrix
| Criterion | Weight | Rationale |
|---|---|---|
| Readiness Score 4.0+ | Required | Minimize implementation friction |
| Geographic accessibility | High | Central team can provide hands-on support |
| Representative case mix | High | Learnings applicable to broader portfolio |
| Strong champion(s) | Required | Organic evangelism for later waves |
| Moderate volume (4 rating) | Preferred | Meaningful data without overwhelming risk |
| Existing 3Shape relationship | Preferred | Faster ramp, can validate upgrade path |
Recommended Wave 1 Configuration
- Location A: Urban multi-provider, high volume, strong IT infrastructure
- Location B: Suburban single-provider, moderate volume, enthusiastic champion
- Location C: (If applicable) Location with partial existing 3Shape deployment
Timeline Per Wave
Wave 1 Detailed Timeline (6 Weeks)
| Week | Activities |
|---|---|
| Week 1 | Site prep, equipment delivery, network configuration, staff pre-training |
| Week 2 | Equipment installation, software configuration, integration testing |
| Week 3 | Hands-on training, parallel run begins (old + new workflows) |
| Week 4 | Full go-live, intensive monitoring, daily check-ins |
| Week 5 | Stabilization, workflow refinement, metrics collection |
| Week 6 | Pilot evaluation, lessons learned documentation, Wave 2 prep |
Wave 2 & 3 Accelerated Timeline (Per Location)
| Week | Activities |
|---|---|
| Week 1 | Site prep, equipment delivery, champion training |
| Week 2 | Installation, configuration, staff training |
| Week 3 | Go-live, monitoring, stabilization |
| Week 4 | Handoff to location team, ongoing support transition |
Go/No-Go Criteria for Wave Advancement
Wave 1 → Wave 2 Advancement Criteria
| Category | Metric | Go Threshold | No-Go Threshold |
|---|---|---|---|
| Technical | System uptime | >98% | <95% |
| Technical | Integration failures | <5 per week | >15 per week |
| Adoption | Provider scan completion rate | >80% | <50% |
| Adoption | Staff training completion | 100% | <80% |
| Quality | Scan acceptance rate (first attempt) | >85% | <70% |
| Quality | Remake rate vs. baseline | Equal or better | Significantly worse |
| Satisfaction | Provider satisfaction (survey) | >3.5/5 | <2.5/5 |
| Satisfaction | Staff satisfaction (survey) | >3.0/5 | <2.0/5 |
🟣 Executive Decision Required: If 1–2 metrics are in "No-Go" range but others pass, convene leadership review before advancing.
Wave 2 → Wave 3 Advancement Criteria
Same metrics as above, plus:
- Champion training certification: 100% of Wave 2 champions certified to train
- Regional manager sign-off on Wave 2 location readiness
- No unresolved critical support tickets from Wave 2 locations
Rollback Plan
Rollback Triggers
| Trigger | Action |
|---|---|
| Critical integration failure affecting patient care | Immediate pause, revert to analog workflow |
| >3 locations reporting same critical issue | Pause wave, central investigation |
| Provider safety concern | Immediate pause, CDO review required |
| Vendor support capacity exceeded | Pause new deployments until resolved |
Rollback Procedure
Immediate (Day 0):
- Notify vendor support of rollback
- Communicate to affected location(s)
- Resume analog impression workflow
- Document issue in detail
Short-Term (Days 1–3):
- Root cause analysis with vendor
- Impact assessment on other locations
- Update risk register
- Revise timeline if needed
Recovery (Days 4–14):
- Implement fix in test environment
- Validate resolution
- Gradual re-enablement with enhanced monitoring
- Update playbook with lessons learned
Isolation Protocols
- Each location operates independently—one location's rollback does not affect others
- Centralized systems (lab portal, reporting) maintained regardless of location status
- Wave progression can continue for unaffected locations
5. Configuration & Integration (Weeks 2–3)
Practice Management System Integration
Dentrix Integration (Version G7.4+)
🔵 ☐ Step 1: Obtain 3Shape-Dentrix bridge installer from 3Shape partner portal
☐ Step 2: Verify Dentrix version compatibility (minimum G7.4)
☐ Step 3: Create Dentrix user account with API access permissions
☐ Step 4: Install bridge software on primary workstation
🔵 ☐ Step 5: Configure bi-directional sync (patient demographics, procedure codes)
☐ Step 6: Map 3Shape case types to Dentrix procedure codes
⚠️ ☐ Step 7: Test patient search and case attachment (common failure point)
☐ Step 8: Validate appointment linking functionality
☐ Step 9: Configure automatic case status updates
☐ Step 10: Document provider-specific settings
Estimated Time: 4–6 hours per location
Vendor Involvement Required: Steps 1, 5
Eaglesoft Integration (Version 21+)
🔵 ☐ Step 1: Request Patterson integration package from 3Shape
☐ Step 2: Verify Eaglesoft SQL Server accessibility
☐ Step 3: Configure Eaglesoft API credentials
🔵 ☐ Step 4: Install 3Shape Eaglesoft connector
☐ Step 5: Map clinical data fields (patient ID, provider, procedures)
⚠️ ☐ Step 6: Test image attachment workflow (common permission issue)
☐ Step 7: Validate ledger/financial integration if enabled
☐ Step 8: Configure automated backup of connector settings
Estimated Time: 4–5 hours per location
Vendor Involvement Required: Steps 1, 4
Open Dental Integration (Version 22.1+)
☐ Step 1: Enable Open Dental API in Program Links
☐ Step 2: Generate API key for 3Shape integration
🔵 ☐ Step 3: Install 3Shape Open Dental bridge
☐ Step 4: Configure FHIR endpoints (if using advanced integration)
☐ Step 5: Map user permissions for scan technicians
☐ Step 6: Test patient data pull and case creation
☐ Step 7: Validate procedure attachment workflow
Estimated Time: 3–4 hours per location
Vendor Involvement Required: Step 3
Imaging System Integration
CBCT Integration (Carestream, Planmeca, Vatech)
🔵 ☐ Step 1: Verify CBCT DICOM export capability
☐ Step 2: Configure DICOM storage path accessible to 3Shape workstation
☐ Step 3: Set up automatic DICOM push or scheduled pull
🔵 ☐ Step 4: Install 3Shape DICOM importer module
☐ Step 5: Configure scan-to-CBCT alignment parameters
☐ Step 6: Test import workflow with sample dataset
⚠️ ☐ Step 7: Validate implant planning integration (if applicable)
Estimated Time: 3–4 hours per location
2D Imaging Integration (Dexis, Schick, Apteryx)
☐ Step 1: Verify image export format compatibility (JPEG, PNG, DICOM)
☐ Step 2: Configure shared network folder for image transfer
☐ Step 3: Set up automatic attachment to 3Shape case
☐ Step 4: Test x-ray overlay functionality in scan review
Estimated Time: 1–2 hours per location
Test Environment Setup
Centralized Test Environment (Recommended for DSOs)
🟣 ☐ Step 1: Establish dedicated test tenant in 3Shape Communicate
🔵 ☐ Step 2: Request test account provisioning from 3Shape
☐ Step 3: Configure test lab connections (sandbox mode)
☐ Step 4: Create synthetic patient records for testing
☐ Step 5: Replicate production configuration in test
☐ Step 6: Document test environment credentials and access
Validation Checklist
| Test Case | Expected Result | Pass/Fail |
|---|---|---|
| Patient search from PMS | Returns matching patient with demographics | ☐ |
| Scan initiation | Opens TRIOS with pre-populated case info | ☐ |
| Scan completion | Saves to correct patient record | ☐ |
| Lab submission | Case appears in lab portal | ☐ |
| Lab communication | Rx details transmitted accurately | ☐ |
| Case return | Notification received, file accessible | ☐ |
| Image attachment | Scan viewable in PMS imaging module | ☐ |
| Billing integration | Procedure code logged correctly | ☐ |
| Reporting | Case appears in analytics dashboard | ☐ |
Data Migration
Historical Case Migration (If Applicable)
☐ Step 1: Inventory existing digital impression files (STL, PLY, DCM)
☐ Step 2: Assess file compatibility with 3Shape import
🔵 ☐ Step 3: Request migration utility from 3Shape (if large volume)
☐ Step 4: Map legacy patient IDs to current PMS records
☐ Step 5: Perform test migration with sample dataset
☐ Step 6: Execute full migration during off-hours
☐ Step 7: Validate migrated data integrity
Estimated Time: Variable (1 day to 2 weeks depending on volume)
Enterprise Configuration Standards
Standardized Settings (Mandatory Across All Locations)
| Setting Category | Standardized Value | Rationale |
|---|---|---|
| Scan resolution | "High" for all final impressions | Quality consistency |
| Margin marking | Required before submission | Lab quality |
| Auto-articulation | Enabled | Workflow efficiency |
| Case numbering | [LocationCode]-[YYYYMMDD]-[Seq] | Cross-portfolio tracking |
| Lab routing | Centralized preferred lab list | Procurement leverage |
| Backup frequency | Nightly, 30-day retention | Data protection |
| Session timeout | 15 minutes | HIPAA compliance |
| Password policy | Match SSO provider | Security consistency |
Location-Specific Settings (Customizable)
| Setting Category | Allowed Variation | Governance |
|---|---|---|
| Provider preferences | Shade guides, prep style | Provider discretion |
| Specialty workflows | Ortho, implant, sleep | Case mix dependent |
| Local lab connections | Secondary/specialty labs | Regional manager approval |
| Scanner positions | Physical operatory assignment | Office manager discretion |
| Appointment durations | Per procedure type | Provider + office manager |
Security & HIPAA Compliance
Enterprise HIPAA Checklist
🟣 ☐ BAA Execution: Signed Business Associate Agreement with 3Shape covering all entities
☐ Data Classification: All scan data classified as PHI, handling procedures documented
☐ Access Controls: Role-based access configured (provider, assistant, admin, read-only)
☐ Audit Logging: Enabled for all user actions, 7-year retention
☐ Encryption: Verified AES-256 for data at rest, TLS 1.3 for transit
☐ Minimum Necessary: Access limited to required data per role
☐ De-identification: Protocols for research or analytics use
☐ Breach Notification: Vendor commitment to 24-hour breach notification
☐ Subcontractor Management: 3Shape lab partner BAAs verified
☐ Physical Security: Scanner workstation locations assessed (no public visibility)
Compliance Documentation
☐ Create 3Shape-specific addendum to HIPAA policies
☐ Update risk assessment to include 3Shape integration
☐ Document data flow diagram (patient → scan → cloud → lab)
☐ Establish incident response procedure for digital workflow
☐ Schedule annual compliance review
6. Team Training Plan
Train-the-Trainer Model
Champion Selection Criteria
| Criterion | Ideal Profile |
|---|---|
| Role | Lead dental assistant, office manager, or tech-forward hygienist |
| Tenure | 2+ years at location, established credibility |
| Tech Comfort | Demonstrated ability to learn and teach technology |
| Availability | Capacity for 8 hours initial training + ongoing mentorship |
| Influence | Respected by peers, ability to motivate adoption |
| Communication | Clear verbal and written communication skills |
Champion Responsibilities
| Responsibility | Time Commitment | Frequency |
|---|---|---|
| Complete advanced certification | 8 hours | One-time |
| Train all location staff | 8–16 hours total | Pre-go-live |
| Provide go-live day support | Full day | Go-live |
| Answer peer questions | 30 min/day | First 30 days |
| Escalate issues to regional/central | As needed | Ongoing |
| Track training completion | 1 hour/week | Pre-go-live |
| Conduct new hire training | 2 hours per new hire | Ongoing |
| Attend champion community calls | 1 hour/month | Ongoing |
Champion Certification Program
🔵 Week 1: 3Shape-led certification training (virtual, 2 half-days)
- Day 1: Technical fundamentals, system architecture, troubleshooting
- Day 2: Training delivery skills, objection handling, adult learning principles
☐ Week 2: Shadow experienced champion at Wave 1 location (if Wave 2+)
☐ Week 3: Deliver training to own staff with certification trainer observation
☐ Assessment: Demonstrate competency through practical evaluation
☐ Certification: Badge and recognition upon successful completion
Role-Specific Training Outlines
Dentists/Providers
Estimated Training Time: 3–4 hours (can be split across 2 sessions)
**Training
AI-generated implementation guide based on public vendor information. Verify specifics directly with 3Shape (Digital Workflow).