3Shape
Step-by-step implementation guide — pre-implementation checklist, onboarding, staff training, go-live runbook, and ROI tracking.
3Shape — Implementation Playbook (DSO)
3Shape AI Diagnostic Imaging Implementation Playbook
A Strategic Guide for Dental Support Organizations
1. Executive Summary
What 3Shape Does
3Shape's AI-powered diagnostic imaging platform combines intraoral scanning, CBCT analysis, and artificial intelligence to automate caries detection, periodontal assessment, and treatment planning workflows. The system integrates real-time AI analysis into the clinical workflow, generating standardized diagnostic findings, visual patient education assets, and automated documentation—reducing diagnostic variability while accelerating case presentation.
Why DSOs Benefit from AI Diagnostic Imaging at Scale
DSOs are uniquely positioned to extract outsized value from AI diagnostic imaging for three structural reasons:
Standardization Leverage: A single diagnostic protocol deployed across 15–50 locations eliminates provider-to-provider variability, creating consistent patient experiences and defensible clinical documentation regardless of which location a patient visits.
Data Aggregation Power: Centralized imaging data across locations enables population health insights, predictive analytics for treatment outcomes, and benchmarking that reveals which locations or providers are outliers—intelligence no single practice could generate.
Scale Economics: Vendor negotiation leverage, shared training infrastructure, and centralized IT management mean implementation costs per location decrease as you add sites, while ROI compounds through network effects.
Expected Timeline: Decision to Full Deployment
| Phase | Timeline | Description |
|---|---|---|
| Pre-Implementation | Weeks 1–2 | Technical readiness, stakeholder alignment, baseline capture |
| Pilot (Wave 1) | Weeks 3–6 | 2–3 locations, configuration validation |
| Wave 2 Expansion | Weeks 7–12 | 5–8 additional locations |
| Wave 3 Full Deployment | Weeks 13–20 | Remaining locations |
| Optimization | Weeks 21–28 | Post-launch refinement, ROI validation |
Total timeline: 5–7 months from signed contract to full deployment across 15–50 locations, with measurable ROI data available by month 8.
2. Pre-Implementation Checklist (Weeks 1–2)
Technical Requirements
Hardware Requirements (Per Location)
☐ Workstation specifications: Intel i7 (11th gen or newer) or AMD Ryzen 7, 32GB RAM minimum, dedicated GPU (NVIDIA RTX 3060 or higher) for AI processing ☐ Intraoral scanner compatibility verification: 3Shape TRIOS 3/4/5, or integration-compatible third-party scanners ☐ CBCT system compatibility: Confirm existing CBCT manufacturers supported (3Shape works natively; Carestream, Planmeca, Sirona require integration validation) ☐ Monitor resolution: 1920x1080 minimum; 4K recommended for detailed image review ☐ USB 3.0 ports available for scanner connectivity
Network Requirements
☐ Minimum bandwidth per location: 100 Mbps download / 50 Mbps upload (fiber preferred) ☐ Latency requirements: <50ms to 3Shape cloud servers ☐ Firewall configuration: Whitelist 3Shape cloud endpoints (vendor provides IP list) ☐ Network segmentation: Clinical devices on separate VLAN from guest/admin networks
Software Requirements
☐ Operating system: Windows 10/11 Pro (64-bit) ☐ 3Shape Unite platform license (enterprise tier for DSO) ☐ 3Shape Dental Desktop latest version ☐ Practice Management System integration module installed
Vendor Onboarding Steps
| Step | Owner | Timing | Details |
|---|---|---|---|
| 🔵 Execute enterprise agreement | VP Operations + Legal | Day 1–3 | Negotiate volume pricing, SLA terms, BAA |
| 🔵 Assign dedicated account manager | Vendor | Day 3 | Request single point of contact for entire DSO |
| 🔵 Schedule technical kickoff | IT Director | Day 5 | Include vendor implementation lead, your IT lead |
| 🔵 Obtain implementation documentation | IT Director | Day 5 | API specs, integration guides, security documentation |
| 🔵 Establish support escalation path | IT Director | Day 7 | Document L1/L2/L3 support contacts and response SLAs |
Key Vendor Contacts to Establish
- Enterprise Account Manager: Strategic relationship, contract issues, escalations
- Implementation Engineer: Technical configuration, integration support
- Clinical Success Manager: Training resources, clinical workflow optimization
- Technical Support Lead: Direct line for urgent production issues
Data/Access Prerequisites
☐ 🟣 Enterprise SSO integration decision (Azure AD, Okta, or 3Shape native auth) ☐ API credentials for PMS integration (request from PMS vendor—typically 5–10 business day lead time) ☐ Imaging archive access credentials for historical image migration (if applicable) ☐ Test patient records (minimum 50 de-identified cases per location for validation) ☐ Admin account provisioning list by location (office managers + providers) ☐ ⚠️ DICOM server credentials if connecting to existing PACS (common failure point—often requires radiology vendor coordination)
Internal Stakeholder Alignment
🟣 Stakeholder Alignment Map
| Stakeholder | Role in Implementation | Information They Need | Approval Required For |
|---|---|---|---|
| Board/Investors | Strategic oversight | ROI projections, competitive positioning, risk profile | Budget approval, timeline commitments |
| CEO/COO | Executive sponsor | Implementation roadmap, resource requirements, success metrics | Vendor selection, rollout strategy |
| Chief Dental Officer | Clinical champion | Clinical workflow changes, provider training plan, override protocols | Clinical protocols, diagnostic standards |
| VP Operations | Implementation lead | Detailed project plan, location readiness, resource allocation | Wave sequencing, go/no-go decisions |
| Regional Managers | Regional coordination | Location-specific timelines, staff communication, escalation paths | Location champion selection |
| IT Director | Technical lead | Integration specs, security requirements, infrastructure needs | Technical architecture, security sign-off |
| Location Office Managers | Local execution | Training schedules, workflow changes, patient communication | Staff scheduling, local process changes |
| Providers | Clinical end-users | Workflow impact, AI interpretation guidance, override protocols | None (but buy-in critical) |
Alignment Meeting Sequence (Week 1)
| Day | Meeting | Attendees | Duration | Objective |
|---|---|---|---|---|
| 1 | Executive alignment | CEO, COO, CDO, VP Ops | 60 min | Confirm strategic objectives, success metrics, budget |
| 2 | Clinical leadership brief | CDO, Regional Clinical Leads | 90 min | Define clinical protocols, address provider concerns |
| 3 | Technical kickoff | IT Director, Vendor Tech Lead | 120 min | Validate infrastructure, plan integrations |
| 4 | Regional manager cascade | VP Ops, Regional Managers | 60 min | Communicate timeline, assign location assessment tasks |
| 5 | Location manager webinar | All Office Managers | 45 min | Introduce initiative, set expectations, answer questions |
Baseline Metrics to Capture (BEFORE Go-Live)
⚠️ Critical: Capture these metrics BEFORE go-live at every location. Without baselines, ROI measurement is impossible. Standardize measurement methodology across all locations.
Clinical Metrics
| Metric | Measurement Method | Capture Frequency | Owner |
|---|---|---|---|
| Case acceptance rate | Accepted treatment value ÷ Presented treatment value | Monthly average, trailing 3 months | Office Manager |
| Average diagnosis time | Time from scan completion to treatment plan presentation | Sample 20 cases per location | Clinical Lead |
| Diagnostic consistency score | CDO audit of randomly sampled cases for protocol adherence | 10 cases per location | Chief Dental Officer |
| Radiograph retake rate | Retakes ÷ Total images captured | Monthly average | IT/Imaging Lead |
Operational Metrics
| Metric | Measurement Method | Capture Frequency | Owner |
|---|---|---|---|
| Average patient chair time | Check-in to check-out for diagnostic appointments | Sample 50 appointments per location | Office Manager |
| Treatment plan generation time | PMS timestamp: exam complete to plan documented | Sample 30 plans per location | Office Manager |
| Provider hours per diagnostic workflow | Time study: capture, review, documentation | 1-day time study per location | Regional Manager |
Financial Metrics
| Metric | Measurement Method | Capture Frequency | Owner |
|---|---|---|---|
| Claim denial rate (diagnostic codes) | Denied claims ÷ Total claims for D0xxx codes | Trailing 3-month average | Billing Manager |
| Revenue per diagnostic appointment | Diagnostic appointment revenue ÷ Diagnostic appointment count | Monthly average | Finance |
| Outstanding treatment value | Total unscheduled treatment in patient records | Snapshot at baseline | PMS report |
Standardization Protocol for Cross-Location Comparison
☐ Create centralized data collection spreadsheet with locked formulas ☐ Assign regional managers to validate location submissions ☐ Schedule baseline capture completion deadline: End of Week 2 ☐ VP Operations reviews aggregate baseline report before Wave 1 go-live
Enterprise-Level Requirements
Network Standards Across Locations
☐ 🟣 Decision required: Centralized cloud hosting (3Shape cloud) vs. hybrid (local processing + cloud sync)
- Recommendation: Centralized cloud for DSOs <30 locations; hybrid for 30+ to reduce bandwidth costs ☐ Document minimum network specifications as a location qualification requirement ☐ Identify locations requiring network upgrades before they can enter rollout
Centralized vs. Location-Level Hosting
| Consideration | Centralized (Cloud) | Location-Level (On-Premise) |
|---|---|---|
| Infrastructure cost | Lower (no local servers) | Higher (server per location) |
| Data access | Anywhere, any device | Location-restricted |
| Maintenance burden | Vendor-managed | IT team-managed |
| Latency | Network-dependent | Minimal |
| Recommendation | ✓ For most DSOs | Only if regulatory/network constraints |
SSO and Centralized Credentialing
☐ 🔵 Confirm 3Shape supports your identity provider (Azure AD, Okta, Google Workspace) ☐ Map 3Shape roles to existing corporate role hierarchy ☐ Establish automated provisioning/deprovisioning tied to HR system ☐ Define break-glass access procedure for SSO outages
3. Location Readiness Assessment
Scoring Framework
Score each factor 1–5 for every location. Total possible score: 25 points.
Factor 1: IT Infrastructure Maturity (1–5 points)
| Score | Criteria |
|---|---|
| 5 | Fiber internet (100+ Mbps), workstations <2 years old, latest PMS version |
| 4 | Cable internet (50+ Mbps), workstations 2–3 years old, PMS within 1 version of current |
| 3 | Cable internet (25–50 Mbps), workstations 3–4 years old, PMS 2+ versions behind |
| 2 | DSL/unreliable internet, workstations 4–5 years old, legacy PMS version |
| 1 | Frequent network outages, workstations >5 years old, unsupported PMS version |
Factor 2: Staff Tenure and Adaptability (1–5 points)
| Score | Criteria |
|---|---|
| 5 | <15% annual turnover, previous successful tech implementations, staff <5 years average tenure |
| 4 | 15–25% turnover, one recent tech implementation, mixed tenure |
| 3 | 25–35% turnover, no recent tech changes, average tenure 3–5 years |
| 2 | 35–50% turnover, recent failed implementation, high new-hire concentration |
| 1 | >50% turnover, no implementation experience, unstable staffing |
Factor 3: Patient Volume (1–5 points)
| Score | Criteria | Rationale |
|---|---|---|
| 5 | 40–60 patients/day | Optimal: high impact, manageable complexity |
| 4 | 60–80 patients/day | High impact, higher execution risk |
| 3 | 25–40 patients/day | Moderate impact, easier implementation |
| 2 | 80+ patients/day | Very high risk—too much to manage during transition |
| 1 | <25 patients/day | Low impact, limited ROI |
Factor 4: Existing Tech Stack Compatibility (1–5 points)
| Score | Criteria |
|---|---|
| 5 | 3Shape scanner already deployed, integrated PMS, modern imaging system |
| 4 | Compatible third-party scanner, integrated PMS, modern imaging |
| 3 | Compatible scanner, PMS requires integration work, adequate imaging |
| 2 | Incompatible scanner (requires replacement), PMS integration uncertain |
| 1 | Legacy systems throughout, significant hardware investment required |
Factor 5: Local Champion Availability (1–5 points)
| Score | Criteria |
|---|---|
| 5 | Tech-forward provider + engaged office manager, both volunteered for pilot |
| 4 | One strong champion (provider or manager), other supportive |
| 3 | Potential champions identified, need development |
| 2 | No obvious champions, general skepticism present |
| 1 | Active resistance from key staff, no internal advocates |
Composite Scoring and Rollout Sequencing
Readiness Tiers
| Tier | Composite Score | Rollout Phase | Timeline |
|---|---|---|---|
| Tier 1: Pilot Ready | 21–25 | Wave 1 | Weeks 3–6 |
| Tier 2: Early Adopter | 16–20 | Wave 2 | Weeks 7–12 |
| Tier 3: Standard Rollout | 11–15 | Wave 3 | Weeks 13–20 |
| Tier 4: Remediation Required | 6–10 | Wave 4 (after remediation) | Weeks 21+ |
| Tier 5: Defer/Deprioritize | 1–5 | Hold until infrastructure upgraded | TBD |
Location Assessment Worksheet
| Location | Infra (1–5) | Staff (1–5) | Volume (1–5) | Tech Stack (1–5) | Champion (1–5) | Total | Tier |
|---|---|---|---|---|---|---|---|
| Example: Downtown | 4 | 5 | 4 | 5 | 5 | 23 | Tier 1 |
| Example: Suburban A | 3 | 4 | 4 | 3 | 4 | 18 | Tier 2 |
| (Your locations) |
Wave 1 Pilot Selection Criteria
Select 2–3 locations for Wave 1 that meet ALL of the following: ☐ Composite score 21+ (Tier 1) ☐ Represents at least 2 different regional managers (tests cascade communication) ☐ Includes at least 1 high-volume location (validates workflow at scale) ☐ Includes at least 1 location with specialty mix representative of portfolio (validates clinical protocols) ☐ Geographic distribution allows for in-person support during go-live ☐ ⚠️ Avoid: Flagship locations where failure would be highly visible; brand-new locations with unestablished teams
4. Rollout Strategy
Wave Structure Overview
| Wave | Locations | Duration | Purpose |
|---|---|---|---|
| Wave 1: Pilot | 2–3 locations | 4 weeks | Validate configuration, train champions, identify issues |
| Wave 2: Expansion | 5–8 locations | 5 weeks | Scale processes, stress-test support infrastructure |
| Wave 3: Full Deployment | Remaining locations | 6–8 weeks | Complete rollout with refined playbook |
Wave 1: Pilot Phase (Weeks 3–6)
Week 3: Configuration & Integration
☐ 🔵 Vendor on-site for initial configuration at first pilot location ☐ Complete PMS integration at all pilot locations ☐ Validate imaging system connectivity ☐ Establish test environment with sample patient data ☐ Configure user accounts and role permissions
Week 4: Champion Training & Parallel Run
☐ Location champions complete certification training (8 hours) ☐ Champions shadow vendor trainer for 2 days ☐ Parallel run begins: AI system active alongside existing workflow ☐ Daily check-ins between champion and central implementation team
Week 5: Soft Go-Live
☐ Begin using AI diagnostics for subset of patients (new patient exams first) ☐ Champions train their local teams (role-specific sessions) ☐ Daily documentation of issues, workarounds, and questions ☐ Vendor support on-call for immediate escalation
Week 6: Full Go-Live + Learning Capture
☐ Full patient volume on new system ☐ Daily huddles at each pilot location (15 min) ☐ Weekly cross-pilot debrief (all champions + central team) ☐ Document lessons learned, update playbook for Wave 2 ☐ 🟣 Go/no-go decision for Wave 2 (VP Operations)
Go/No-Go Criteria: Wave 1 → Wave 2
Must-Pass Criteria (All Required)
| Criterion | Threshold | Measurement |
|---|---|---|
| System uptime | ≥99% during pilot | 3Shape dashboard |
| Integration stability | Zero critical failures in final week | Incident log |
| Staff training completion | 100% of pilot staff certified | Training tracker |
| Provider adoption | ≥80% of providers using AI diagnostics | Usage analytics |
| Patient throughput | ≤10% increase in appointment time | Time tracking |
Advisory Criteria (Majority Should Pass)
| Criterion | Target | Actual |
|---|---|---|
| Staff satisfaction | ≥3.5/5 on pulse survey | |
| Patient feedback | No significant complaints | |
| Champion confidence | Champions confirm readiness to support Wave 2 training | |
| Support ticket volume | Declining week-over-week |
🟣 Decision Meeting Agenda (End of Week 6)
- Review must-pass criteria status
- Review advisory criteria
- Champion testimonials and concerns
- Technical team readiness assessment
- Go/no-go vote
- If no-go: Define remediation actions and revised timeline
Wave 2: Expansion Phase (Weeks 7–12)
Location Selection
☐ Select 5–8 locations from Tier 2 (scores 16–20) ☐ Ensure regional diversity ☐ 🟣 Confirm regional manager capacity to support additional locations
Timeline Per Location (Within Wave)
| Week | Activity |
|---|---|
| Week 1 | Infrastructure validation, configuration deployment |
| Week 2 | Champion training (delivered by Wave 1 champions + central team) |
| Week 3 | Parallel run and staff training |
| Week 4–5 | Go-live and stabilization |
Wave 2 Enhancements (Based on Wave 1 Learning)
☐ Update training materials with FAQs from Wave 1 ☐ Pre-position solutions for known issues ☐ Assign Wave 1 champions as peer mentors to Wave 2 champions ☐ Establish champion Slack/Teams channel for real-time support
Wave 3: Full Deployment (Weeks 13–20)
Scaling Mechanics
- Deploy to remaining locations in sub-waves of 5–10 locations per week
- Leverage train-the-trainer model fully; vendor on-site support minimal
- Regional managers own local execution; central team provides playbook and escalation support
Accelerated Timeline (Per Location)
| Day | Activity |
|---|---|
| Day 1–2 | Remote configuration deployment |
| Day 3 | Champion training (virtual, 4 hours) |
| Day 4–5 | Staff training by champion |
| Day 6–7 | Parallel run |
| Day 8 | Go-live |
| Day 9–14 | Stabilization with daily check-ins |
Rollback Plan
Triggers for Rollback Consideration
- System uptime <95% for 48+ consecutive hours
- Critical integration failures affecting patient care
30% of staff unable to complete core workflows
- Provider safety concerns raised
Rollback Procedure (Per Location)
| Step | Action | Owner | Timeline |
|---|---|---|---|
| 1 | Document failure and impact | Location Champion | Immediately |
| 2 | Escalate to Regional Manager + VP Operations | Champion | Within 1 hour |
| 3 | 🟣 VP Operations authorizes rollback | VP Operations | Within 4 hours |
| 4 | Revert to pre-implementation workflow | Office Manager | Same day |
| 5 | Notify vendor of rollback | IT Director | Within 24 hours |
| 6 | Conduct root cause analysis | Vendor + IT | Within 1 week |
| 7 | Develop remediation plan | Implementation Team | Within 2 weeks |
| 8 | Reschedule location for later wave | VP Operations | After remediation |
Rollback Impact Isolation
- Rollback at one location does NOT pause other locations in the wave
- If >50% of wave locations require rollback, pause entire wave for systemic review
- 🟣 CEO/COO notification required if wave paused
5. Configuration & Integration (Weeks 2–3)
Practice Management System Integrations
Dentrix Enterprise Integration
| Step | Action | Owner | Time Est. | Notes |
|---|---|---|---|---|
| 1 | 🔵 Request Dentrix API credentials from Henry Schein | IT Director | 5–10 days | ⚠️ Start early—Henry Schein approval can delay |
| 2 | Install 3Shape Dentrix Connector module | 3Shape Tech | 2 hours | Requires Dentrix admin access |
| 3 | Configure patient sync (demographics, appointments) | IT Lead | 4 hours | Map field mappings per DSO standards |
| 4 | Configure treatment plan sync | IT Lead | 4 hours | Verify ADA code mapping |
| 5 | Configure image attachment workflow | IT Lead | 2 hours | Define auto-attach vs. manual attach |
| 6 | Test bi-directional sync with 10 sample patients | IT Lead | 2 hours | Document any sync failures |
| 7 | 🔵 Vendor validation sign-off | 3Shape Tech | 1 hour | Required before go-live |
Eaglesoft Integration
| Step | Action | Owner | Time Est. | Notes |
|---|---|---|---|---|
| 1 | 🔵 Request Eaglesoft integration license from Patterson | IT Director | 7–14 days | ⚠️ Patterson licensing process is slow |
| 2 | Install 3Shape Eaglesoft bridge | 3Shape Tech | 2 hours | Requires Eaglesoft 21+ |
| 3 | Configure patient demographics sync | IT Lead | 3 hours | |
| 4 | Configure image export path | IT Lead | 1 hour | Eaglesoft uses file-based image import |
| 5 | Test appointment and patient workflows | IT Lead | 3 hours | |
| 6 | 🔵 Vendor validation sign-off | 3Shape Tech | 1 hour |
Open Dental Integration
| Step | Action | Owner | Time Est. | Notes |
|---|---|---|---|---|
| 1 | Enable Open Dental API in Program Links | IT Lead | 30 min | Native capability, no vendor approval needed |
| 2 | 🔵 Install 3Shape Open Dental bridge | 3Shape Tech | 1 hour | |
| 3 | Configure bi-directional sync | IT Lead | 2 hours | Open Dental's API is well-documented |
| 4 | Test full workflow | IT Lead | 2 hours | |
| 5 | 🔵 Vendor validation sign-off | 3Shape Tech | 1 hour |
Imaging System Integration
3Shape TRIOS Scanner (Native)
☐ Verify scanner firmware is current version ☐ Connect scanner to 3Shape Unite platform ☐ Test scan capture and AI analysis workflow ☐ Configure auto-upload settings
CBCT Integration (Third-Party Systems)
| CBCT System | Integration Method | Complexity | Notes |
|---|---|---|---|
| Carestream CS 9600 | DICOM export + 3Shape import | Medium | Requires DICOM server configuration |
| Planmeca Romexis | Direct integration available | Low | 🔵 Vendor coordination required |
| Sirona Orthophos | DICOM export | Medium | May require Sidexis bridge |
| Vatech | DICOM export | Medium | Standard DICOM workflow |
DICOM Integration Steps (If Applicable)
| Step | Action | Owner | Time Est. |
|---|---|---|---|
| 1 | Document DICOM server settings (IP, port, AE title) | IT Lead | 1 hour |
| 2 | ⚠️ Configure CBCT system to export to DICOM server | IT Lead / CBCT Vendor | 2–4 hours |
| 3 | Configure 3Shape to import from DICOM server | 3Shape Tech | 2 hours |
| 4 | Test end-to-end: CBCT capture → 3Shape analysis | IT Lead | 2 hours |
| 5 | Validate AI analysis on CBCT images | Clinical Lead | 1 hour |
Test Environment Setup
Centralized Test Environment (Recommended for DSO)
☐ 🔵 Request dedicated test tenant from 3Shape ☐ Provision test accounts for IT team, clinical leads, and pilot champions ☐ Load de-identified test patient data (50+ cases) ☐ Configure test environment to mirror production settings ☐ Document test environment access and reset procedures
Validation Checklist
| Test Case | Expected Outcome | Pass/Fail | Notes |
|---|---|---|---|
| Patient lookup from PMS | Patient appears in 3Shape within 30 seconds | ||
| Intraoral scan capture | Scan completes and uploads to cloud | ||
| AI caries detection | AI findings overlay on images within 60 seconds | ||
| Treatment plan creation | Plan syncs back to PMS with correct codes | ||
| Image attachment | Images accessible from PMS patient record | ||
| Multi-user concurrent access | 5+ users can access system simultaneously | ||
| Network failover | System handles 30-second network interruption gracefully |
Data Migration / Historical Data Ingestion
Decision: Migrate Historical Images?
🟣 Executive Decision Required
| Option | Pros | Cons | Recommendation |
|---|---|---|---|
| Full historical migration | Complete patient history, AI can analyze trends | Time-consuming, expensive, may surface data quality issues | Only for <3 years of data |
| Selective migration | Faster, lower cost | Incomplete history | Migrate only active patients with images in past 12 months |
| No migration (start fresh) | Fastest go-live | No AI analysis of historical images | Acceptable for most DSOs |
If Migrating Historical Data
☐ 🔵 Coordinate migration timeline with 3Shape ☐ Export images in DICOM/PNG format from existing imaging system ☐ Validate patient ID mapping between systems ☐ ⚠️ Test migration with 100-patient sample before full migration ☐ Schedule migration during off-hours to minimize production impact
Security and HIPAA Compliance Verification
Enterprise-Level HIPAA Checklist
| Requirement | Status | Documentation | Owner |
|---|---|---|---|
| 🔵 Business Associate Agreement (BAA) executed | ☐ | [BAA Doc Location] | Legal |
| Data encryption at rest (AES-256) | ☐ | 3Shape Security Whitepaper | IT Director |
| Data encryption in transit (TLS 1.2+) | ☐ | 3Shape Security Whitepaper | IT Director |
| Access controls and audit logging | ☐ | Platform audit log review | IT Director |
| User authentication (SSO/MFA) | ☐ | SSO configuration doc | IT Director |
| Data retention and deletion policies | ☐ | 3Shape Data Policy | Compliance |
| Incident response procedures | ☐ | 3Shape Incident Response Plan | Compliance |
| Annual security assessment | ☐ | 3Shape SOC 2 Type II report | Compliance |
| Patient consent documentation updated | ☐ | Revised consent forms | Legal/CDO |
Data Governance Framework
☐ Define data ownership (DSO owns patient data; 3Shape processes under BAA) ☐ Document data residency requirements (US data centers confirmed) ☐ Establish data access policies (who can view what) ☐ Configure role-based access controls per DSO hierarchy ☐ Enable audit logging for all PHI access ☐ Schedule quarterly access reviews
Configuration Standards
Standardized Configuration Template (Apply to All Locations)
| Setting Category | Standardized Value | Rationale |
|---|---|---|
| AI sensitivity threshold | 75% (moderate) | Balances detection rate vs. false positives |
| Auto-documentation format | Standard template v2.3 | Ensures uniform clinical notes |
| Image quality threshold | Reject below 70% quality score | Maintains diagnostic accuracy |
| Treatment plan templates | DSO-approved templates only | Standardizes patient communication |
| Notification preferences | Email digest (not real-time) | Reduces alert fatigue |
| Data retention | 10 years | Complies with state maximums |
Location-Specific Configuration (Can Vary)
| Setting Category | Options | Decision Owner |
|---|---|---|
| Provider-specific AI sensitivity | Can adjust ±10% from standard | Chief Dental Officer |
| Specialty-specific templates | Ortho, perio, pedo variations | CDO |
| Appointment type mapping | Depends on local PMS setup | Office Manager |
| Printer/display preferences | Local hardware dependent | IT Lead |
6. Team Training Plan
Train-the-Trainer Model
Champion Selection Criteria
Each location needs ONE certified champion (ideally office manager or lead hygienist). Champions must meet these criteria:
☐ Employed at location ≥12 months ☐ Demonstrated tech proficiency (comfortable with PMS, digital imaging) ☐ Respected by peers (influence, not just authority) ☐ Available for 8-hour certification + ongoing champion duties (2–3 hours/week during rollout) ☐ Willing to participate (volunteerism matters)
Champion Responsibilities
| Phase | Responsibility | Time Commitment |
|---|---|---|
| Pre-Go-Live | Complete certification training | 8 hours |
| Pre-Go-Live | Customize training materials for local team | 4 hours |
| Pre-Go-Live | Deliver role-specific training to all staff | 6–8 hours |
| Go-Live Week | On-site support for questions and troubleshooting | 10–15 hours |
| Post-Go-Live | Weekly check-ins with central team | 1 hour/week |
| Post-Go-Live | Train new hires, deliver refresher training | 2–4 hours/month |
Champion Certification Program
🔵 Delivered by 3Shape Clinical Success Manager
| Module | Duration | Format | Assessment |
|---|---|---|---|
| Platform Overview | 1 hour | Virtual | Quiz |
| Technical Setup & Troubleshooting | 2 hours | Virtual |
AI-generated implementation guide based on public vendor information. Verify specifics directly with 3Shape.