3Shape
Step-by-step implementation guide — pre-implementation checklist, onboarding, staff training, go-live runbook, and ROI tracking.
3Shape — Implementation Playbook (DSO)
3Shape Diagnostic Imaging AI Implementation Playbook
For Dental Service Organizations (DSOs)
1. Executive Summary
What This Tool Does
3Shape's diagnostic imaging platform combines industry-leading intraoral scanning technology with AI-powered diagnostic capabilities, including automated caries detection, shade matching, and treatment visualization. The system captures high-resolution 3D images that integrate with CAD/CAM workflows, enabling same-day restorations while providing AI-assisted analysis to support clinical decision-making and patient case presentation.
Why DSOs Specifically Benefit
DSOs gain distinct advantages from deploying 3Shape at scale:
- Standardization: Uniform diagnostic protocols across all locations eliminate provider-dependent variability in detection and treatment planning
- Data Aggregation: Centralized imaging data enables enterprise-wide clinical analytics, quality benchmarking, and identification of training gaps
- Economies of Scale: Negotiated enterprise licensing, centralized support contracts, and shared training resources reduce per-location deployment costs by 20-35%
- Quality Control: AI-assisted detection provides a consistent second opinion, reducing missed diagnoses and supporting defensible documentation
- Patient Experience Consistency: Standardized visualization and case presentation workflows create brand-aligned patient experiences regardless of location
Expected Timeline
| Phase | Duration | Cumulative |
|---|---|---|
| Decision to Contract Execution | 2-4 weeks | Week 4 |
| Pre-Implementation & Pilot Planning | 2 weeks | Week 6 |
| Wave 1 Pilot (2-3 locations) | 4 weeks | Week 10 |
| Wave 1 Assessment & Optimization | 2 weeks | Week 12 |
| Wave 2 Expansion (5-8 locations) | 4 weeks | Week 16 |
| Wave 3+ Full Deployment | 6-12 weeks | Week 22-28 |
| Total: Decision to Full Deployment | 22-28 weeks | Varies by portfolio size |
For a 30-location DSO, expect 6-7 months from contract to full deployment with proper wave structuring.
2. Pre-Implementation Checklist (Weeks 1–2)
Technical Requirements
Hardware (Per Location)
☐ Workstation specifications: Intel i7 (10th gen+) or equivalent, 32GB RAM minimum, dedicated GPU (NVIDIA GTX 1660 or better) — verify against 3Shape's current spec sheet 🔵
☐ TRIOS intraoral scanner hardware (TRIOS 3, TRIOS 4, or TRIOS 5) — confirm model compatibility with latest software version 🔵
☐ 24"+ high-resolution monitor (1920x1080 minimum; 4K recommended for detailed case review)
☐ Backup scanner availability plan (loaner program or regional backup unit)
Estimated Time: 2-4 hours for inventory audit across all locations
Software
☐ 3Shape Unite platform license (enterprise tier) 🔵
☐ 3Shape TRIOS software (current version; verify minimum version with vendor) 🔵
☐ Compatible Windows 10/11 Pro (64-bit); macOS not supported for clinical workstations
☐ .NET Framework 4.7.2 or higher
☐ Current antivirus with exclusions configured for 3Shape directories
Estimated Time: 1-2 hours per location for software audit
Network
☐ Minimum 100 Mbps upload/download per location (500 Mbps recommended for high-volume practices)
☐ Dedicated VLAN for clinical imaging devices recommended
☐ Static IP addresses for scanner workstations (required for some integrations)
☐ Firewall ports configured per 3Shape specifications 🔵
☐ Cloud connectivity verified (3Shape Communicate requires outbound HTTPS)
Estimated Time: 30 minutes per location for network assessment
Integrations
☐ Practice Management System integration capability verified:
- Dentrix (via 3Shape Dental Desktop)
- Eaglesoft (via API bridge)
- Open Dental (via direct integration module)
- Other PMS: confirm with vendor 🔵
☐ Imaging PACS/archive system integration requirements documented
☐ Lab communication workflow (3Shape Communicate) configured
Estimated Time: 4-6 hours for enterprise integration architecture planning
Vendor Onboarding Steps
☐ Execute enterprise Master Service Agreement (MSA) 🔵 🟣
☐ Complete Business Associate Agreement (BAA) for HIPAA compliance 🔵 🟣
☐ Establish dedicated enterprise account manager relationship 🔵
☐ Obtain enterprise admin portal access (3Shape Unite) 🔵
☐ Schedule enterprise onboarding kickoff call 🔵
☐ Confirm dedicated support escalation path for enterprise accounts 🔵
☐ Document vendor SLA commitments (response times, uptime guarantees) 🔵
Estimated Time: 1-2 weeks for contract and onboarding completion
Key Contacts to Establish
| Role | Purpose | Obtain By |
|---|---|---|
| Enterprise Account Manager | Strategic relationship, escalations | Day 1 🔵 |
| Technical Implementation Lead | Integration and deployment support | Day 1 🔵 |
| Training Coordinator | Champion certification, materials | Week 1 🔵 |
| Support Tier 2 Contact | Complex technical issues | Week 1 🔵 |
| Customer Success Manager | Ongoing optimization, renewals | Week 2 🔵 |
Data/Access Prerequisites
☐ Enterprise admin credentials for 3Shape Unite portal 🔵
☐ API keys for PMS integration (obtain from PMS vendor)
☐ Imaging archive access credentials (if migrating historical images)
☐ SSO/SAML configuration details from IT (if using centralized authentication)
☐ Provider NPI numbers for all clinicians who will use the system
☐ Location identifiers mapped to 3Shape location structure
Estimated Time: 4-8 hours to compile all access prerequisites
Internal Stakeholder Alignment
Inform (Awareness Required)
☐ All clinical providers across the organization ☐ All office managers ☐ Patient experience/call center teams (if applicable) ☐ Marketing team (patient communication implications)
Approve (Decision Authority Required)
☐ CEO/COO — strategic initiative approval 🟣 ☐ CFO — capital expenditure and ROI framework approval 🟣 ☐ Chief Dental Officer — clinical workflow and protocol approval 🟣 ☐ VP of IT — technical architecture and security approval 🟣 ☐ VP of Operations — rollout timeline and resource allocation approval 🟣 ☐ Board/Investors — significant capital deployment (if threshold met) 🟣
Execute (Hands-On Involvement)
☐ IT Director — technical implementation lead ☐ Clinical Operations Manager — workflow design and training ☐ Regional Managers — location-level coordination ☐ Location Champions — local implementation ownership
Estimated Time: 2-3 weeks for full stakeholder alignment cycle
Baseline Metrics to Capture
⚠️ Critical: Capture these metrics BEFORE go-live to enable accurate ROI measurement. Standardize measurement methodology across all locations.
Clinical Metrics (Per Location, Monthly Average)
| Metric | Data Source | Measurement Method |
|---|---|---|
| Caries detection rate | Chart audit (random sample of 50 patients) | Diagnosed caries per 100 patients examined |
| Restorative case acceptance rate | PMS treatment plan reports | Accepted treatments / Presented treatments |
| Average diagnosis-to-treatment time | PMS appointment data | Days from diagnosis to completed treatment |
| Re-scan rate (if using existing scanners) | Scanner logs | Rescans required / Total scans |
| Same-day crown completion rate (if applicable) | PMS procedure codes | Same-day crowns / Total crowns |
Operational Metrics (Per Location)
| Metric | Data Source | Measurement Method |
|---|---|---|
| Average chair time for imaging | Time studies (sample 20 appointments) | Minutes from patient seated to images captured |
| Lab case turnaround time | Lab invoices/tracking | Days from impression to delivery |
| Impression retake rate (if applicable) | Lab records | Retakes / Total impressions |
Financial Metrics (Per Location, Monthly)
| Metric | Data Source | Measurement Method |
|---|---|---|
| Production per provider-hour | PMS financial reports | Total production / Provider clinical hours |
| Restorative revenue | PMS procedure codes | Revenue from D2000-D2999 codes |
| Imaging-related claim denial rate | Clearinghouse reports | Denied imaging claims / Total imaging claims |
| Lab costs (impressions, remakes) | Accounting/AP records | Monthly lab expense detail |
Estimated Time: 2-3 weeks for comprehensive baseline data collection across all locations
Standardization Protocol
☐ Create standardized data collection template (Excel/Google Sheets) ☐ Assign data collection responsibility to each office manager ☐ Set uniform date range for baseline (recommend: trailing 3 months) ☐ Validate data completeness before proceeding with rollout ☐ Store baseline data in centralized location with access controls
Enterprise-Level Requirements
Network Standards
☐ Document minimum network specifications as enterprise standard ☐ Identify locations not meeting standards; create remediation timeline ☐ Establish network monitoring for imaging workstations ☐ Configure QoS policies prioritizing imaging traffic
Hosting Architecture Decision 🟣
| Option | Pros | Cons | Recommended For |
|---|---|---|---|
| Cloud-hosted (3Shape Unite) | Centralized management, automatic updates, anywhere access | Internet dependency, ongoing subscription cost | Most DSOs |
| Hybrid (local + cloud sync) | Offline capability, faster local performance | More complex management, higher IT burden | High-volume locations with unreliable internet |
Recommendation: Cloud-hosted via 3Shape Unite for DSOs unless specific locations have documented connectivity issues.
Single Sign-On (SSO)
☐ Confirm 3Shape SSO compatibility with your identity provider (Azure AD, Okta, etc.) 🔵 ☐ Plan SSO configuration timeline (typically 1-2 weeks with IT involvement) ☐ Document fallback authentication if SSO unavailable
Centralized Credentialing
☐ Map all provider credentials to 3Shape user accounts ☐ Establish role-based access control (RBAC) structure:
- Enterprise Admin: Full system access
- Regional Admin: Multi-location oversight
- Location Admin: Single location management
- Provider: Clinical use only
- Staff: Limited clinical support functions
Stakeholder Alignment Map
┌─────────────────────────────────────────────────────────────────┐
│ BOARD / INVESTORS │
│ Strategic approval, capital allocation 🟣 │
│ Communication: Quarterly updates │
└─────────────────────────────────────────────────────────────────┘
│
┌─────────────────────────────────────────────────────────────────┐
│ C-SUITE │
│ CEO: Strategic alignment | CFO: ROI accountability │
│ CDO: Clinical standards | COO: Operational execution 🟣 │
│ Communication: Bi-weekly steering │
└─────────────────────────────────────────────────────────────────┘
│
┌─────────────────────────────────────────────────────────────────┐
│ REGIONAL MANAGERS │
│ Rollout coordination, location support, escalation │
│ Communication: Weekly rollout calls │
└─────────────────────────────────────────────────────────────────┘
│
┌─────────────────────────────────────────────────────────────────┐
│ LOCATION OFFICE MANAGERS │
│ Local logistics, staff coordination, daily ops │
│ Communication: Daily during go-live │
└─────────────────────────────────────────────────────────────────┘
│
┌─────────────────────────────────────────────────────────────────┐
│ PROVIDERS │
│ Clinical adoption, patient communication, feedback │
│ Communication: Training + ongoing support │
└─────────────────────────────────────────────────────────────────┘
3. Location Readiness Assessment
Scoring Framework
Rate each location 1-5 on each factor. Total possible score: 25 points.
Factor 1: IT Infrastructure Maturity (1-5)
| Score | Criteria |
|---|---|
| 5 | Exceeds all specs: Gigabit internet, new workstations (<2 years), current PMS version |
| 4 | Meets all specs: 500+ Mbps, adequate workstations (<4 years), compatible PMS version |
| 3 | Meets minimum specs: 100 Mbps, workstations need minor upgrades, PMS requires update |
| 2 | Below specs: <100 Mbps, workstations need replacement, PMS integration uncertain |
| 1 | Significant gaps: Major infrastructure investment required before deployment |
Factor 2: Staff Tenure and Adaptability (1-5)
| Score | Criteria |
|---|---|
| 5 | Low turnover (<10%), previous successful tech adoption, tech-forward culture |
| 4 | Moderate turnover (10-20%), generally positive toward new technology |
| 3 | Average turnover (20-30%), mixed reactions to past tech changes |
| 2 | Higher turnover (30-40%), past resistance to technology changes |
| 1 | High turnover (>40%), significant resistance to change, recent staff disruptions |
Factor 3: Patient Volume (1-5)
| Score | Criteria | Impact/Risk Profile |
|---|---|---|
| 5 | High volume (40+ patients/day) | Highest ROI potential; highest risk if issues |
| 4 | Above average (30-40 patients/day) | Strong ROI potential; manageable risk |
| 3 | Average (20-30 patients/day) | Moderate ROI; lower risk for pilot |
| 2 | Below average (10-20 patients/day) | Lower ROI; good for learning |
| 1 | Low volume (<10 patients/day) | Limited ROI; not recommended for early waves |
Factor 4: Existing Tech Stack Compatibility (1-5)
| Score | Criteria |
|---|---|
| 5 | Supported PMS with existing integration, compatible imaging system, clean data |
| 4 | Supported PMS, minor integration configuration needed |
| 3 | Supported PMS, moderate integration work required, some data cleanup needed |
| 2 | PMS integration possible but complex, significant data preparation required |
| 1 | Unsupported PMS or major technical blockers |
Factor 5: Local Champion Availability (1-5)
| Score | Criteria |
|---|---|
| 5 | Identified champion: tech-forward provider + engaged office manager, both committed |
| 4 | Strong champion: either provider or OM highly engaged, other supportive |
| 3 | Adequate champion: willing participant identified, moderate enthusiasm |
| 2 | Weak champion: no natural candidate, will require assignment and extra support |
| 1 | No champion: leadership vacancy, recent turnover, or active resistance |
Composite Readiness Score Calculation
Total Score = IT + Staff + Volume + Tech Stack + Champion
Maximum: 25 points
| Score Range | Readiness Tier | Rollout Recommendation |
|---|---|---|
| 21-25 | Tier 1: Pilot Ready | Wave 1 candidate |
| 16-20 | Tier 2: Ready with Preparation | Wave 2 candidate |
| 11-15 | Tier 3: Requires Investment | Wave 3+, after remediation |
| ≤10 | Tier 4: Not Ready | Defer until significant improvements made |
Recommended Rollout Sequence
Wave 1 Selection Criteria
Select 2-3 locations that meet ALL of the following:
- Composite score ≥ 20
- IT Infrastructure score ≥ 4
- Local Champion score ≥ 4
- Represent geographic and patient demographic diversity of portfolio
- Office manager tenure > 1 year
- No major operational disruptions planned (remodels, provider transitions)
Wave 2 Selection Criteria
Select 5-8 locations that meet:
- Composite score ≥ 16
- No individual factor score ≤ 2
- Remediation plans in place for any factors scored 3
Wave 3+ Selection Criteria
- All remaining locations
- Remediation completed for any factors previously scored ≤ 2
- Extended support plans for locations with composite scores 11-15
Sample Readiness Assessment Template
| Location | IT (1-5) | Staff (1-5) | Volume (1-5) | Tech Stack (1-5) | Champion (1-5) | Total | Tier | Notes |
|---|---|---|---|---|---|---|---|---|
| Phoenix Central | 5 | 4 | 4 | 5 | 5 | 23 | 1 | Strong pilot candidate |
| Austin North | 4 | 4 | 3 | 4 | 4 | 19 | 2 | Wave 2 |
| Denver West | 3 | 3 | 4 | 3 | 2 | 15 | 3 | Needs champion development |
| Seattle Metro | 2 | 2 | 3 | 4 | 3 | 14 | 3 | Network upgrade required |
Estimated Time: 1-2 hours per location for complete assessment; 1-2 days for full DSO portfolio
4. Rollout Strategy
Recommended Wave Structure
Wave 1: Pilot Phase (2-3 Locations)
Duration: 4 weeks active + 2 weeks assessment
Purpose:
- Validate technical integration in production environment
- Refine training materials based on real-world feedback
- Identify workflow modifications needed before scale
- Build internal case studies and champion testimonials
Timeline:
| Week | Activities |
|---|---|
| Week 1 | Final technical preparation, champion intensive training |
| Week 2 | Go-live, daily support calls, intensive monitoring |
| Week 3 | Workflow stabilization, minor adjustments |
| Week 4 | Full operational status, outcome tracking |
| Week 5-6 | Assessment period, lessons learned documentation |
Wave 2: Controlled Expansion (5-8 Locations)
Duration: 4 weeks active + 1 week assessment
Purpose:
- Validate scalability of training model
- Test regional support structure
- Refine escalation procedures
- Expand champion network
Timeline:
| Week | Activities |
|---|---|
| Week 1 | Champion training (train-the-trainer), technical preparation |
| Week 2 | Staggered go-live (2-3 locations Mon, 2-3 locations Wed) |
| Week 3 | Stabilization, Wave 1 champions mentor Wave 2 |
| Week 4 | Full operational status, metrics comparison to Wave 1 |
| Week 5 | Assessment, final playbook refinements |
Wave 3+: Full Deployment (Remaining Locations)
Duration: 6-12 weeks depending on portfolio size
Purpose:
- Execute at scale using validated playbook
- Maintain quality while increasing velocity
- Complete enterprise deployment
Approach:
- Deploy 5-10 locations per week (capacity dependent)
- Stagger go-lives across week to manage support load
- Regional managers coordinate within their territories
- Central team provides oversight and escalation support
Wave 1 Pilot Location Selection
Selection Criteria
☐ Composite readiness score ≥ 20 ☐ Geographic representation (select from different regions if possible) ☐ Provider mix representation (GP + specialist if applicable) ☐ PMS representation (if using multiple PMS across DSO, include each) ☐ Engaged, articulate champion willing to share experience with other locations ☐ Office manager with bandwidth to dedicate extra time during pilot ☐ No planned disruptions (vacations, construction, provider transitions) during pilot period
Anti-Criteria (Exclude From Wave 1)
☐ Highest-volume location (too much risk if issues occur) ☐ Newest location (still establishing baseline operations) ☐ Locations with recent leadership changes ☐ Locations currently underperforming on key metrics (introduces confounding factors)
Timeline Per Wave with Buffer
Wave 1 (Pilot)
├── Week 1-2: Pre-implementation
├── Week 3-6: Active pilot (4 weeks)
├── Week 7-8: Assessment & learning capture
│ └── GO/NO-GO DECISION 🟣
│
Wave 2 (Expansion)
├── Week 9: Champion training
├── Week 10-13: Active rollout (4 weeks)
├── Week 14: Assessment
│ └── GO/NO-GO DECISION 🟣
│
Wave 3+ (Full Deployment)
├── Week 15+: Scaled deployment
└── Ongoing: 5-10 locations per week
Go/No-Go Criteria
Wave 1 → Wave 2 Advancement Criteria 🟣
Must Achieve (All Required): ☐ Technical integration stable (no critical bugs unresolved) ☐ ≥80% of staff report confidence using system (survey) ☐ No patient safety incidents related to AI diagnostics ☐ Data flowing correctly to centralized dashboard ☐ Support escalation process functioning (issues resolved within SLA)
Should Achieve (Majority Required): ☐ Case acceptance rate stable or improved vs. baseline ☐ Chair time for imaging within 15% of baseline (accounting for learning curve) ☐ Provider satisfaction ≥3.5/5 on standardized survey ☐ Staff satisfaction ≥3.5/5 on standardized survey ☐ Champion prepared to mentor Wave 2 locations
Red Flags (Any Triggers Pause): ⚠️ Unresolved technical issues affecting patient care ⚠️ Provider refusal to use system ⚠️ Integration causing PMS data corruption ⚠️ Support response times consistently exceeding SLA ⚠️ Staff turnover spike attributable to implementation
Wave 2 → Wave 3 Advancement Criteria 🟣
Must Achieve (All Required): ☐ Wave 2 metrics comparable to Wave 1 (within 10%) ☐ Train-the-trainer model validated (champions successfully trained their teams) ☐ Regional support structure functioning ☐ No degradation in Wave 1 locations post-support transition
Should Achieve (Majority Required): ☐ Demonstrable ROI indicators emerging ☐ Cross-location benchmarking dashboard functional ☐ Champion network engaged and communicating
Rollback Plan
Trigger Conditions for Rollback
- Critical technical failure affecting patient care
- Integration causing data loss or corruption
- Vendor unable to resolve blocking issues within agreed timeframe
- Significant negative impact on practice operations (>20% productivity decline sustained)
Rollback Procedure
Location-Level Rollback:
- Regional manager notifies central team of trigger condition
- Central team assesses and confirms rollback decision 🟣
- Location reverts to pre-3Shape workflow
- 3Shape hardware remains in place but powered off
- PMS integration disabled
- Staff notified of temporary pause
- Root cause analysis initiated with vendor 🔵
- Remediation plan developed before re-deployment
Wave-Level Rollback:
- Halt all pending go-lives in affected wave
- Assess whether issue is systemic or location-specific
- If systemic: pause program pending vendor resolution 🔵 🟣
- If location-specific: continue wave with exclusion, address individually
Rollback Communication Template
Subject: [Location Name] 3Shape Implementation Pause - Action Required
To: [Regional Manager], [Office Manager], [Champion]
Cc: [VP Operations], [IT Director]
The 3Shape implementation at [Location Name] has been paused effective
[Date] due to [brief reason]. This is a temporary measure while we
work with the vendor to resolve [specific issue].
Immediate Actions:
1. Revert to previous imaging workflow
2. Keep 3Shape hardware in place but powered off
3. Continue normal operations using prior methods
Expected Resolution Timeline: [X days/weeks]
Next Steps:
- Root cause analysis call: [Date/Time]
- Status update to staff: [Date]
- Anticipated restart date: [TBD pending resolution]
Questions: Contact [Central Team Lead] at [contact info]
5. Configuration & Integration (Weeks 2–3)
Step-by-Step PMS Integration
Dentrix Integration
Estimated Time: 2-4 hours per location
☐ Verify Dentrix version compatibility (G7.0+ required) 🔵
☐ Install 3Shape Dental Desktop bridge software 🔵
☐ Configure patient data sync settings:
- Navigate to Dentrix Office Manager → Preferences → Third Party Links
- Add 3Shape as authorized bridge partner
- Map patient identifier fields
☐ Set up image attachment workflow:
- Configure automatic attachment of 3D scans to patient records
- Set default image categories for 3Shape outputs
- Test attachment workflow with sample patient
☐ Validate provider list sync between systems
☐ Test appointment-based patient lookup
⚠️ Common Issue: Dentrix user permissions may block bridge installation. Ensure installing user has local admin rights.
Eaglesoft Integration
Estimated Time: 3-5 hours per location
☐ Verify Eaglesoft version (21.0+ required) 🔵
☐ Install Eaglesoft Imaging Bridge module 🔵
☐ Configure API connection:
- Obtain API credentials from Patterson support
- Enter credentials in 3Shape Unite portal
- Test API connectivity
☐ Map operatory assignments to scanner locations
☐ Configure treatment plan image linking
☐ Validate insurance estimation integration (if applicable)
⚠️ Common Issue: Eaglesoft API rate limits may cause sync delays during high-volume periods. Configure off-peak sync windows.
Open Dental Integration
Estimated Time: 1-3 hours per location
☐ Verify Open Dental version (22.1+ recommended) 🔵
☐ Enable Open Dental API in Program Properties
☐ Generate API key for 3Shape integration
☐ Configure 3Shape Direct Integration module:
- Enter API endpoint and key
- Set patient matching criteria (prefer PatNum)
- Configure imaging bridge paths
☐ Test bidirectional data flow
☐ Validate charting integration for AI-detected findings
⚠️ Common Issue: Open Dental's open architecture allows multiple integration methods. Standardize on one approach across all locations to simplify support.
Imaging System Integration
TRIOS Scanner Setup
Estimated Time: 1-2 hours per scanner
☐ Unbox and inspect scanner hardware 🔵
☐ Install scanner on workstation following 3Shape specifications 🔵
☐ Complete scanner calibration wizard 🔵
☐ Register scanner to location in 3Shape Unite portal 🔵
☐ Configure scanner preferences:
- Auto-upload settings (immediate vs. batched)
- Scan resolution settings
- Color/shade capture settings
☐ Assign scanner to specific operatory/workstation
☐ Test scan capture with calibration model
3Shape AI Diagnostic Settings
☐ Enable Caries Detection AI module 🔵
☐ Configure AI sensitivity thresholds:
- Standard sensitivity (recommended starting point)
- Document threshold settings for consistency across locations
☐ Set AI finding display preferences:
- Highlight colors for different pathology types
- Opacity settings for overlays
- Default view configuration
☐ Configure AI report generation settings
Historical Data Migration (If Applicable)
⚠️ Note: Migration of historical imaging data is complex and may not be necessary for all DSOs. Assess ROI before committing.
☐ Inventory existing imaging data formats and locations
☐ Assess data quality and completeness
☐ Work with 3Shape on migration feasibility 🔵
☐ If proceeding:
- Create data mapping document
- Execute test migration with sample data set
- Validate migrated data integrity
- Schedule full migration during low-impact window
Test Environment Setup
Centralized Test Environment (Recommended for DSOs)
☐ Establish dedicated test tenant in 3Shape Unite 🔵
☐ Configure test environment to mirror production settings
☐ Create test patient records (clearly marked as test data)
☐ Validate all integrations in test environment before production deployment
☐ Maintain test environment for ongoing training and troubleshooting
Validation Checklist
☐ Patient creation in PMS appears in 3Shape (< 60 seconds)
☐ Scan captured in 3Shape attaches to correct patient in PMS
☐ AI analysis completes and displays within expected timeframe
☐ Treatment plan created from AI findings syncs to PMS
☐ Scan data uploads to 3Shape cloud successfully
☐ Multi-user concurrent access functions correctly
☐ Reporting data flows to centralized dashboard
Standardized Configuration Template
Settings to Standardize Centrally (All Locations Identical)
| Setting Category | Configuration | Rationale |
|---|---|---|
| AI sensitivity thresholds | Standard (default) | Consistent diagnostic support |
| Scan resolution | High (default) | Quality standardization |
| Finding highlight colors | Red: caries, Yellow: watch, Blue: existing | Visual consistency |
| Auto-upload | Enabled, immediate | Real-time data availability |
| Cloud backup | Enabled | Data protection |
| User role definitions | Standard RBAC template | Security consistency |
| Report templates | Enterprise standard templates | Branded, consistent patient experience |
Settings Allowing Local Discretion
| Setting Category | Local Options | Constraints |
|---|---|---|
| Operatory assignments | Match local operatory layout | Must be documented |
| Provider-specific preferences | Overlay opacity, view defaults | Within approved range |
| Scan naming conventions | Can include location identifier | Must include patient ID and date |
| Lab preferences | Location's preferred lab(s) | Must be network-approved labs |
| Appointment integration | Match local scheduling workflow | Must maintain data sync |
Security and HIPAA Compliance Verification
Enterprise-Level HIPAA Checklist
☐ Business Associate Agreement (BAA) executed with 3Shape 🔵 🟣
☐ Data processing addendum reviewed and accepted 🔵
☐ Verify 3Shape's SOC 2 Type II compliance 🔵
☐ Verify data encryption standards:
- Data at rest: AES-256 encryption
- Data in transit: TLS 1.2+ encryption
☐ Document data residency (where patient data is stored) 🔵
☐ Configure minimum necessary access controls
☐ Establish audit log review procedures
☐ Document data retention and deletion policies
☐ Verify backup and disaster recovery procedures 🔵
☐ Complete internal security assessment checklist
Access Control Configuration
☐ Implement role-based access control (RBAC)
☐ Configure automatic session timeout (15 minutes recommended)
☐ Enable multi-factor authentication for admin accounts
☐ Disable default accounts and passwords
☐ Create access provisioning and de-provisioning procedures
☐ Document emergency access procedures
Per-Location Security Checklist
☐ Workstation auto-lock configured
☐ Workstation encryption (BitLocker) enabled
☐ Scanner physical security (secured when not in use)
☐ Visitor access controls in clinical areas
☐ Staff training on imaging data handling completed
6. Team Training Plan
Train-the-Trainer Model Overview
┌─────────────────────────────────────────────────────────────────┐
│ CENTRAL TRAINING TEAM │
│ Creates materials, certifies champions │
└─────────────────────────────────────────────────────────────────┘
│
Certifies (1-day intensive)
│
▼
┌─────────────────────────────────────────────────────────────────┐
│ LOCATION CHAMPIONS │
│ 1 per location, train-the-trainer certified │
└─────────────────────────────────────────────────────────────────┘
│
Trains (role-specific sessions)
│
▼
┌─────────────────────────────────────────────────────────────────┐
│ LOCATION STAFF │
│ All roles: providers, hygienists, │
│ front desk, billing │
└─────────────────────────────────────────────────────────────────┘
Champion Selection Criteria
Required Qualifications: ☐ Minimum 1 year tenure at location ☐ Demonstrated technical competence (comfortable with existing tech) ☐ Respected by peers (influence without authority) ☐ Reliable communication (responsive, clear updates) ☐ Available for full champion certification training
Preferred Qualifications: ☐ Previous experience implementing new technology ☐ Clinical background (provider or hygienist) provides credibility ☐ Enthusiasm for the project (self-nominated preferred) ☐ Leadership aspirations (development opportunity)
Champion Responsibilities:
- Complete certification training (1 full day)
- Train all staff at their location (role-specific sessions)
- Serve as first-line support during go-live
- Escalate issues appropriately
- Provide feedback to central team
- Mentor champions at subsequent wave locations
Champion Certification Training (1 Day)
Delivered by: Central Training Team + 3Shape Trainer 🔵
Format: In-person at central location or selected pilot site
Agenda:
| Time | Topic | Content |
|---|---|---|
| 8:00-8:30 | Welcome & Objectives | Program overview, champion role expectations |
| 8:30-10:00 | Technical Deep Dive | Full system functionality, all features |
| 10:00-10:15 | Break | |
| 10:15-11:30 | Clinical Workflows | Integration into patient flow, provider use cases |
| 11:30-12:00 | AI Interpretation | Understanding AI outputs, appropriate use, limitations |
| 12:00-1:00 | Lunch | |
| 1:00-2:00 | Hands-On Practice | Each champion completes full scan and workflow |
| 2:00-2:45 | Train-the-Trainer Techniques | Adult learning principles, demonstration skills |
| 2:45-3:00 | Break | |
| 3:00-4:00 | Troubleshooting & Support | Common issues, escalation procedures |
| 4:00-4:30 | Role-Specific Training Review | Walk through each role's training module |
| 4:30-5:00 | Certification Assessment | Demonstrate competency, receive certification |
Certification Requirements: ☐ Complete all training modules ☐ Pass hands-on competency demonstration ☐ Commit to training completion timeline ☐ Sign champion agreement
Role-Specific Training Outlines
Dentists/Providers
Training Time: 90 minutes (delivered by champion)
Format: Live demonstration + hands-on practice
Modules:
System Overview (15 min)
- What 3Shape does and doesn't do
- AI as clinical decision support, not replacement
- Your clinical judgment remains paramount
Workflow Integration (30 min)
- When scanning occurs in patient visit
- How scans appear in your workflow
- Reviewing AI findings before patient consultation
Interpreting AI Outputs (30 min)
- Understanding confidence scores
- Color coding and highlighting conventions
- When AI findings should prompt additional investigation
- Documenting agreement/disagreement with AI findings
Patient Communication (15 min)
- Explaining AI-assisted diagnosis to patients
- Using visualizations for case acceptance
- Responding to patient questions about AI
Common Resistance Points:
| Resistance | Response |
|---|---|
| "AI will replace my judgment" | AI is a second opinion tool; you make all clinical decisions |
| "This will slow me down" | Initial learning curve is 2-3 weeks; then time-neutral to time-saving |
| "I don't trust AI for diagnosis" | Review AI accuracy data; you always validate before acting |
| "My way of diagnosing works fine" | This adds consistency and documentation, not replacement |
Day 1 Provider Cheat Sheet:
┌────────────────────────────────────────────────────────────────┐
│ 3SHAPE PROVIDER QUICK REFERENCE │
├────────────────────────────────────────────────────────────────┤
│ BEFORE PATIENT VISIT: │
│ ☐ Check that scan has uploaded and processed │
│ ☐ Review AI findings (red = detected, yellow = watch) │
│ ☐ Compare to your clinical observations │
│ │
│ DURING PATIENT VISIT: │
│ ☐ Use visualizations to explain findings │
│ ☐ Document your clinical assessment │
│ ☐ Note agreement/disagreement with AI findings │
│ │
│ IF AI FINDS SOMETHING YOU DON'T SEE: │
│ → Take additional radiographs if indicated │
│ → Document your clinical reasoning │
│ → Mark finding as "reviewed, not confirmed" if appropriate │
│ │
│ NEED HELP? │
│ Champion: [Name] at [Extension] │
│ IT Support: [Number] │
│ 3Shape Support: [Number] │
└────────────────────────────────────────────────────────────────┘
Hygienists
Training Time: 45 minutes (delivered by champion)
Format: Live demonstration + observation
Modules:
Your Role in the Workflow (15 min)
- Scanning responsibilities (if applicable)
- Assisting with scan capture
- Initial patient communication
Scanning Best Practices (if performing scans) (20 min)
- Proper scanning technique
- Patient positioning
- Handling common issues (fog, saliva, patient movement)
Supporting Provider Review (10 min)
- Preparing images for provider review
- Flagging notable findings
- Documenting in patient notes
Common Resistance Points:
| Resistance | Response |
|---|---|
| "This isn't in my scope" | You're assisting, not diagnosing; provider reviews all findings |
| "More work added to my plate" | Scanning replaces traditional impressions; net time savings |
Day 1 Hygienist Cheat Sheet:
┌────────────────────────────────────────────────────────────────┐
│ 3SHAPE HYGIENIST QUICK REFERENCE │
├────────────────────────────────────────────────────────────────┤
│ SCANNING CHECKLIST: │
│ ☐ Verify patient in system │
│ ☐ Position patient comfortably │
│ ☐ Apply anti-fog as needed │
│ ☐ Start with upper right, follow consistent pattern │
│ ☐ Verify complete capture before saving │
│ │
│ TROUBLESHOOTING: │
│ Scanner won't connect → Restart scanner and software │
│ Foggy images → Apply anti-fog, check patient breathing │
│ Incomplete scan → Re-scan affected area │
│ │
│ NEED HELP? Champion: [Name] at [Extension] │
└────────────────────────────────────────────────────────────────┘
Front Desk / Office Manager
Training Time: 30 minutes (delivered by champion)
Format: Walkthrough + documentation review
Modules:
Patient Check-In Changes (10 min)
- Any new paperwork or consent requirements
- Scheduling considerations for scan appointments
Reporting Overview (10 min)
- Accessing location dashboard
- Key metrics to monitor
- Generating standard reports
Patient Communication (10 min)
- Explaining 3Shape technology to patients
- Handling patient questions and concerns
- Scheduling follow-up appointments
Common Resistance Points:
| Resistance | Response |
|---|---|
| "Patients will have questions I can't answer" | Provide approved FAQ; escalate clinical questions to providers |
| "This changes my workflow" | Minimal changes at front desk; mostly same processes |
Day 1 Front Desk Cheat Sheet:
┌────────────────────────────────────────────────────────────────┐
│ 3SHAPE FRONT DESK QUICK REFERENCE │
├────────────────────────────────────────────────────────────────┤
│ PATIENT QUESTIONS: │
│ "What is this scanner?" │
│ → "It's a 3D camera that takes detailed images of your teeth. │
│ It's more comfortable than traditional impressions." │
│ │
│ "Is this AI safe?" │
│ → "The AI helps Dr. [Name] spot potential issues. The doctor │
│ reviews everything and makes all treatment decisions." │
│ │
│ "Will this cost extra?" │
│ → [Follow your location's billing guidance] │
│ │
│ REPORTING ACCESS: │
│ Dashboard: [URL] | Login: [Your credentials] │
│ │
│ NEED HELP? Champion: [Name] at [Extension] │
└────────────────────────────────────────────────────────────────┘
Billing/Insurance Staff
Training Time: 45 minutes (delivered by champion)
Format: Documentation review + coding walkthrough
Modules:
Coding Changes (20 min)
- New CDT codes applicable to digital imaging
- AI-assisted diagnosis documentation requirements
- Bundling and unbundling considerations
Claims Documentation (15 min)
- Attaching imaging to claims
- Narrative requirements for AI-assisted findings
- Payer-specific requirements
Denial Management (10 min)
- Common denial reasons and responses
- Appeal documentation
- Payer education on AI technology
Common Resistance Points:
| Resistance | Response |
|---|---|
| "Insurance won't pay for AI" | You're billing for imaging, not AI; AI supports clinical decision |
| "This creates more documentation work" | System auto-generates much of the documentation needed |
Day 1 Billing Cheat Sheet:
┌────────────────────────────────────────────────────────────────┐
│ 3SHAPE BILLING QUICK REFERENCE │
├────────────────────────────────────────────────────────────────┤
│ COMMON CODES: │
│ D0350 - 2D oral/facial photographic image │
│ D0470 - Diagnostic casts (if applicable) │
│ [Add location-specific codes] │
│ │
│ DOCUMENTATION REQUIREMENTS: │
│ ☐ Date of scan │
│ ☐ Provider signature/attestation │
│ ☐ Clinical findings (from provider notes) │
│ ☐ Medical necessity statement │
│ │
│ DENIAL RESPONSE: │
│ "AI-assisted" denial → Emphasize provider reviewed findings │
│ "Not medically necessary" → Attach clinical notes and images │
│ │
│ NEED HELP? Champion: [Name] at [Extension] │
│ Billing Questions: [Central billing contact] │
└────────────────────────────────────────────────────────────────┘
Training Completion Tracking
Tracking System
☐ Create training completion matrix (location × staff member × module)
☐ Champions report completions to central team weekly during rollout
☐ No location goes live until 100% training completion verified
Training Completion Matrix Template
| Location | Staff Member | Role | Module 1 | Module 2 | Module 3 | Certified Date |
|---|---|---|---|---|---|---|
| Phoenix Central | Dr. Smith | Provider | ✓ | ✓ | ✓ | 2024-01-15 |
| Phoenix Central | Jane Doe | Hygienist | ✓ | ✓ | - | - |
| ... | ... | ... | ... | ... | ... | ... |
Ongoing Training Requirements
☐ New hire training: Complete within first 2 weeks of employment
☐ Refresher training: Annual (30-minute online module)
☐ Major update training: As needed when significant software changes occur 🔵
7. Change Management
Executive Sponsor Communication Plan
Board/Investor Updates
Frequency: Quarterly (aligned with board meetings) + ad-hoc for milestones
Format: Executive summary (1-page) + detailed appendix
Content Framework:
┌────────────────────────────────────────────────────────────────┐
│ 3SHAPE AI IMPLEMENTATION - BOARD UPDATE │
│ [Quarter/Year] │
├────────────────────────────────────────────────────────────────┤
│ EXECUTIVE SUMMARY │
│ • Deployment progress: [X of Y locations live] │
│ • On track / Behind schedule by [X weeks] │
│ • Key milestone achieved: [Description] │
│ • Emerging ROI indicators: [Metric + trend] │
│ │
│ FINANCIAL SNAPSHOT │
│ • Capex deployed: $XXX of $XXX budget │
│ • Projected ROI timeline: [On track / Revised] │
│ • Early financial indicators: [Production/efficiency gains] │
│ │
│ KEY DECISIONS NEEDED │
│ • [Any decisions requiring board input] │
│ │
│ NEXT QUARTER OUTLOOK │
│ • Planned: [X locations to deploy] │
│ • Risk factors: [Any concerns] │
└────────────────────────────────────────────────────────────────┘
C-Suite Updates
Frequency: Bi-weekly during active rollout; monthly during steady-state
Format: Dashboard review + exception-based discussion
Participants: CEO, CFO, CDO, COO, VP IT, VP Operations
Regional Manager Briefing Guide
Pre-Rollout Briefing (2 Weeks Before Wave)
Duration: 60 minutes
Agenda:
- Wave overview and timeline (10 min)
- Location-specific readiness status (15 min)
- Regional manager responsibilities (15 min)
- Escalation procedures (10 min)
- Q&A (10 min)
Regional Manager Responsibilities: ☐ Verify location readiness with office managers
☐ Confirm champion availability and preparation
☐ Clear schedule for go-live week to support locations
☐ Conduct daily check-ins with locations during first week
☐ Escalate issues per defined pathways
☐ Provide weekly status updates to central team
Cascade Communication Template
Subject: 3Shape Implementation Coming to Your Region - [Wave X] Timeline
To: [Office Managers in Wave]
From: [Regional Manager]
I'm excited to share that our 3Shape AI imaging implementation will be
coming to your location(s) in [Wave X], with go-live scheduled for
[Date Range].
KEY DATES:
• Champion training: [Date]
• Staff training window: [Date Range]
• Go-live date: [Date]
• First-week support: Daily check-ins at [Time]
YOUR ACTION ITEMS:
1. Confirm your location champion by [Date]
2. Block staff training time on schedules
3. Review attached readiness checklist
4. Notify staff of upcoming change
I'll be scheduling a prep call with each office manager next week.
Please come prepared with any questions or concerns.
[Regional Manager Name]
Staff Resistance Framework
Common Resistance Patterns in Multi-Location Environments
| Pattern | Signs | Response Strategy |
|---|---|---|
| Wait and See | Low engagement, "let other locations figure it out" | Share early wins from pilot locations; create FOMO |
| Not Invented Here | "Our location is different" | Involve them in configuration decisions; acknowledge uniqueness while maintaining standards |
| Change Fatigue | "Another initiative?" | Acknowledge past changes; differentiate this as a tool, not process overhaul |
| Tech Anxiety | Avoiding training, excessive questions | Extra hands-on time; pair with tech-comfortable peer |
| Clinical Skepticism | "AI can't replace my expertise" | Emphasize AI as decision support; share clinical evidence |
Resistance Response Escalation
Level 1: Champion handles locally
↓ (if unresolved after 1 week)
Level 2: Regional manager intervenes
↓ (if unresolved after 2 weeks)
Level 3: Central team + CDO involvement 🟣
↓ (if unresolved after 4 weeks)
Level 4: Performance management discussion
Internal Marketing
Initiative Naming
Create a branded name for the initiative that:
- Is memorable and positive
- Connects to organizational values
- Avoids "AI" in the name (reduces tech anxiety)
Examples:
- "Vision 2024" (forward-looking)
- "ClearView Initiative" (clarity, visualization)
- "DiagnostIQ" (intelligence + diagnostic)
Creating Momentum
☐ Launch video from CEO/CDO explaining the "why" 🟣
☐ "Coming Soon" communications 3 weeks before each wave
☐ Champion spotlight features in internal communications
☐ Progress tracker visible to all staff (% locations live)
☐ Early win announcements (specific patient outcomes, efficiency gains)
Celebrating Milestones
| Milestone | Recognition |
|---|---|
| Location goes live | Recognition in company newsletter |
| Wave completion | Virtual celebration, regional shoutout |
| 50% deployment | All-hands announcement, champion awards |
| 100% deployment | Celebration event, success story video |
| ROI targets achieved | Performance bonuses per plan 🟣 |
8. Go-Live Day Runbook
Standardized Go-Live Checklist (Every Location)
T-3 Days: Final Preparation
☐ Technical readiness verified (checklist complete)
☐ All staff training completed and documented
☐ Champion confirmed available for go-live week
☐ Vendor support notified of go-live date 🔵
☐ Regional manager notified and available
☐ Patient communication materials in place (if applicable)
☐ Rollback plan reviewed with office manager
T-1 Day: Pre-Go-Live
☐ Final system test (end-to-end scan and workflow)
☐ Backup workflows documented and accessible
☐ Support contact information posted in clinical areas
☐ Staff briefing meeting completed
☐ Patient schedule reviewed (first day not overbooked)
Go-Live Day: Hour-by-Hour
| Time | Activity | Owner |
|---|---|---|
| 7:00 AM | Champion arrives early, final system check | Champion |
| 7:15 AM | Brief huddle with clinical staff | Champion |
| 7:30 AM | First patient arrival | All staff |
| 7:30-8:00 AM | Champion shadows first scan | Champion |
| 8:00 AM | Check-in call with central team | Champion + Central |
| 10:00 AM | Mid-morning pulse check | Champion |
| 12:00 PM | Lunch check-in call | Champion + Regional Manager |
| 12:30 PM | Address any morning issues | Champion + Support |
| 2:00 PM | Afternoon pulse check | Champion |
| 4:00 PM | End-of-day debrief with staff | Champion |
| 4:30 PM | End-of-day report to central team | Champion |
| 5:00 PM | Document issues and wins | Champion |
Go-Live Day: On-Site/On-Call Requirements
| Role | Location | Availability |
|---|---|---|
| Location Champion | On-site all day | Required |
| Office Manager | On-site all day | Required |
| Regional Manager | On-call, available within 30 min | Required |
| Central IT Support | On-call, phone support | Required |
| 3Shape Support | On-call per SLA | Required 🔵 |
Known Gotchas and Troubleshooting
Common First-Day Issues
⚠️ Issue: Scanner not recognized by workstation
Symptoms: Software launches but no scanner listed
Troubleshooting:
- Check USB connection (try different port)
- Restart 3Shape software
- Restart workstation
- Verify scanner firmware is current 🔵
- Escalate to vendor support if persists
⚠️ Issue: Patient lookup fails from PMS
Symptoms: "Patient not found" when starting scan
Troubleshooting:
- Verify patient exists in PMS
- Check patient ID format matches between systems
- Manually enter patient if urgent
- Check integration service is running
- Escalate to IT support
⚠️ Issue: Scan upload fails
Symptoms: Scan completes locally but doesn't appear in cloud
Troubleshooting:
- Check network connectivity
- Verify cloud sync status in software
- Check if firewall is blocking
- Scans queue locally; will upload when connection restored
- Escalate if persistent
⚠️ Issue: AI analysis not appearing
Symptoms: Scan visible but no AI findings displayed
Troubleshooting:
- Check AI module is enabled for location
- Verify scan quality meets minimum threshold
- Allow additional processing time (2-3 minutes)
- Check cloud connectivity
- Escalate to vendor support 🔵
⚠️ Issue: Staff forget new workflow
Symptoms: Reverting to old processes, skipping scans
Troubleshooting:
- Champion shadow and redirect
- Quick refresher at huddle
- Post visual workflow reminders
- Reduce patient volume temporarily if needed
- Additional one-on-one training
Patient Communication Script
If Patients Ask About the New Technology
"We've added new 3D imaging technology that gives [Dr. Name] incredibly
detailed views of your teeth. It uses advanced computer analysis to help
identify potential issues early.
[Dr. Name] reviews everything personally – the computer just helps make
sure nothing gets missed. Many patients find the images really interesting
to see, and it helps us explain what's going on with your teeth.
The scan itself only takes a few minutes and is much more comfortable
than traditional impressions. Do you have any questions?"
If Patients Express AI Concerns
"That's a great question. The computer analysis is just one more tool
[Dr. Name] uses – like a really thorough second opinion. [Dr. Name]
makes all the decisions about your care and always reviews everything
personally.
Think of it like spell-check for your teeth – it might highlight
something, but [Dr. Name] decides if it's actually an issue and what
to do about it."
First-Week Daily Check-In Protocol
Champion → Central Team (Daily at 4:30 PM)
Format: 10-minute call or standardized form submission
Report Contents:
- Scans completed today: [Number]
- Issues encountered: [Brief description]
- Issues resolved: [Which ones, how]
- Outstanding issues: [Pending items]
- Staff sentiment: [1-5 rating, brief note]
- Patient feedback: [Any notable comments]
- Support needed: [Specific requests]
Escalation Tiers
┌─────────────────────────────────────────────────────────────────┐
│ TIER 1: Location Champion │
│ • First response for all issues │
│ • Expected resolution: 80% of issues │
│ • Response time: Immediate │
└─────────────────────────────────────────────────────────────────┘
│ (if unresolved in 2 hours)
▼
┌─────────────────────────────────────────────────────────────────┐
│ TIER 2: Regional Manager │
│ • Workflow and staff issues │
│ • Cross-location support coordination │
│ • Response time: Within 1 hour │
└─────────────────────────────────────────────────────────────────┘
│ (if unresolved in 4 hours or technical)
▼
┌─────────────────────────────────────────────────────────────────┐
│ TIER 3: Central IT Support │
│ • Technical issues, integration problems │
│ • Configuration changes │
│ • Response time: Within 30 minutes │
└─────────────────────────────────────────────────────────────────┘
│ (if beyond internal capability)
▼
┌─────────────────────────────────────────────────────────────────┐
│ TIER 4: 3Shape Vendor Support │
│ • Software bugs, hardware failures │
│ • Advanced technical issues │
│ • Response time: Per SLA (typically 2-4 hours) 🔵 │
└─────────────────────────────────────────────────────────────────┘
9. Post-Launch Optimization (Weeks 4–8)
Weekly Metrics Review Cadence
Week 1-2: Stabilization Phase
Frequency: Daily champion check-ins; 2x weekly regional roll-ups
Focus Metrics:
- Scan completion rate (% of eligible patients scanned)
- Technical issue frequency
- Staff comfort level (qualitative)
- System uptime
Week 3-4: Normalization Phase
Frequency: Daily champion → weekly regional → bi-weekly central
Focus Metrics:
- Scan volume vs. baseline
- AI finding rates (establishing location norms)
- Workflow timing (are we at pre-implementation efficiency?)
- Support ticket volume (should be declining)
Week 5-8: Optimization Phase
Frequency: Weekly location → bi-weekly regional → monthly central
Focus Metrics:
- Case acceptance rate (compare to baseline)
- Production indicators
- Patient satisfaction scores
- ROI indicators emerging
30-Day Checkpoint
What "Good" Looks Like
| Metric | Target | Method |
|---|---|---|
| Scan completion rate | ≥ 90% of eligible patients | Dashboard |
| Staff training retention | ≥ 85% competency on spot-check | Random observation |
| Technical issues | ≤ 2 per week, none critical | Support logs |
| Provider utilization | All providers using system | Usage logs |
| Patient complaints about technology | ≤ 1 per 100 patients | Patient feedback |
Red Flags (Require Intervention)
⚠️ Scan completion rate < 70%
⚠️ Any provider refusing to use system
⚠️ Technical issues increasing (not decreasing) week-over-week
⚠️ Staff satisfaction declining vs. Week 1
⚠️ Patients declining scans at rate > 10%
⚠️ Production decline > 10% vs. baseline (attributable to implementation)
30-Day Checkpoint Meeting
Attendees: Regional Manager, Office Manager, Champion, Central Team Rep
Duration: 30 minutes
Agenda:
- Review metrics against targets (10 min)
- Identify root causes for any gaps (10 min)
- Action plan for optimization (10 min)
60-Day Checkpoint: ROI Assessment Framework
Productivity Metrics
| Metric | Baseline | Current | Change | Status |
|---|---|---|---|---|
| Production per provider-hour | $XXX | $XXX | +/-X% | 🟢/🟡/🔴 |
| Patients seen per day | XX | XX | +/-X% | 🟢/🟡/🔴 |
| Chair time for imaging | XX min | XX min | +/-X% | 🟢/🟡/🔴 |
Quality Metrics
| Metric | Baseline | Current | Change | Status |
|---|---|---|---|---|
| Restorative case acceptance | XX% | XX% | +/-X pts | 🟢/🟡/🔴 |
| Same-day completion rate | XX% | XX% | +/-X pts | 🟢/🟡/🔴 |
| Diagnosis consistency (audit) | XX% | XX% | +/-X pts | 🟢/🟡/🔴 |
Cost Metrics
| Metric | Baseline | Current | Change | Status |
|---|---|---|---|---|
| Lab costs (impression materials) | $XXX | $XXX | -$XXX | 🟢/🟡/🔴 |
| Remake/retake rate | XX% | XX% | -X pts | 🟢/🟡/🔴 |
| Claim denial rate (imaging) | XX% | XX% | -X pts | 🟢/🟡/🔴 |
ROI Calculation
Monthly Benefit:
+ Production increase: $______
+ Lab cost savings: $______
+ Efficiency savings (staff time): $______
= Total Monthly Benefit: $______
Monthly Cost:
+ Software licensing: $______
+ Equipment depreciation: $______
+ Support/maintenance: $______
= Total Monthly Cost: $______
Net Monthly ROI: $______
Payback Period: ______ months
Staff Feedback Collection
5-Question Pulse Survey (Administer at 30 and 60 Days)
Ease of Use: "How easy is the 3Shape system to use in your daily work?"
- Scale: 1 (Very Difficult) to 5 (Very Easy)
Workflow Impact: "How has 3Shape affected your workflow efficiency?"
- Scale: 1 (Much Worse) to 5 (Much Better)
Training Adequacy: "How prepared do you feel to use 3Shape effectively?"
- Scale: 1 (Not Prepared) to 5 (Very Prepared)
Patient Benefit: "Do you believe 3Shape improves patient care?"
- Scale: 1 (Strongly Disagree) to 5 (
AI-generated implementation guide based on public vendor information. Verify specifics directly with 3Shape.