Asprodental — Implementation Playbook (DSO)

Asprodental Implementation Playbook

Practice Management AI for Dental Support Organizations

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1. Executive Summary

What Asprodental Does

Asprodental is an AI-powered practice management platform that automates front-office operations including intelligent scheduling optimization, automated patient communications, real-time insurance verification, and predictive analytics for production forecasting. The system learns from practice patterns to reduce no-shows, maximize chair utilization, and streamline administrative workflows across multi-location dental organizations.

Why DSOs Specifically Benefit

Practice management AI delivers exponential value at scale. Where a single practice might save 10 hours per week on scheduling and verification tasks, a 30-location DSO captures 300+ hours weekly—translating to significant labor cost reduction without proportional implementation complexity. More critically, Asprodental enables operational standardization across your portfolio: consistent patient communication protocols, unified scheduling logic, and centralized analytics that reveal performance variations between locations you'd never detect manually. The aggregated data across all locations also trains the AI more effectively, improving prediction accuracy for no-shows, treatment acceptance, and production forecasting in ways impossible for standalone practices.

Expected Timeline

Phase	Duration	Milestone
Decision to Contract	2–3 weeks	BAA signed, SOW finalized
Pre-Implementation	2 weeks	Technical readiness, baseline metrics captured
Pilot Wave (2–3 locations)	4 weeks	Validated deployment, refined playbook
Scaled Rollout	8–12 weeks	All locations live
Optimization	Ongoing	Quarterly reviews, continuous improvement

Total timeline from decision to full deployment: 16–20 weeks for a 30-location DSO. Organizations with mature IT infrastructure and strong change management capabilities may compress this by 3–4 weeks.

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2. Pre-Implementation Checklist (Weeks 1–2)

Technical Requirements

Hardware (Per Location)

☐ Workstations: Windows 10/11 or macOS 12+, minimum 8GB RAM, SSD storage ☐ Network: Minimum 50 Mbps download/10 Mbps upload per location (100/20 recommended for locations with 8+ operatories) ☐ Displays: 1920x1080 minimum resolution for dashboard visibility

Software

☐ Practice Management System: Compatible versions confirmed (see Section 5) ☐ Browser: Chrome 90+ or Edge 90+ (Firefox supported but not recommended) ☐ Imaging software: Confirm integration pathway with vendor 🔵

Network

☐ Static IP or reliable DHCP with MAC address reservation ☐ Firewall rules: Whitelist Asprodental domains (vendor provides list) 🔵 ☐ VPN compatibility confirmed if centralized hosting model selected

Vendor Onboarding Steps

Step	Owner	Timeline	Vendor Contact
☐ Execute Master Services Agreement	Legal/C-Suite	Day 1–3	Enterprise Sales Rep
☐ Sign Business Associate Agreement	Compliance	Day 1–3	Legal Team 🔵
☐ Complete enterprise security questionnaire	IT/Compliance	Day 3–5	Security Team 🔵
☐ Schedule kickoff call	Operations	Day 5	Customer Success Manager 🔵
☐ Confirm implementation project manager	Both parties	Day 5–7	🔵
☐ Establish Slack/Teams channel for implementation	IT	Day 7	🔵

Key Vendor Contacts to Establish:

• Enterprise Customer Success Manager (primary contact)
• Technical Implementation Specialist
• Integration Engineer (for PMS connectivity)
• Support escalation path (Tier 1 → Tier 2 → Engineering)

Data/Access Prerequisites

☐ Admin credentials for all PMS instances across locations ☐ API keys generated for PMS integration (see vendor documentation) 🔵 ☐ Read access to 24+ months of historical appointment data ☐ Patient contact database export capability confirmed ☐ Insurance verification portal credentials (if separate from PMS) ☐ Phone system admin access (for SMS/call integration) ☐ Email domain DNS access (for DKIM/SPF configuration)

Internal Stakeholder Alignment

Stakeholder Alignment Map 🟣

Stakeholder	Role in Implementation	Communication Cadence	Approval Required For
Board/Investors	Informed of strategic initiative, ROI expectations	Quarterly update, major milestone alerts	Budget approval, vendor selection
CEO/COO	Executive sponsor, removes blockers	Weekly during pilot, bi-weekly during rollout	Go/no-go decisions between waves
Chief Dental Officer	Clinical workflow validation	Weekly	Clinical workflow changes, AI interpretation protocols
VP of Operations	Implementation owner, day-to-day decisions	Daily during active waves	Rollout sequence, resource allocation
CTO/IT Director	Technical architecture, security	Daily during integration, weekly during rollout	Security protocols, infrastructure decisions
Regional Managers	Cascade to locations, monitor adoption	Bi-weekly briefings, daily during their region's wave	Location-level staffing for training
Office Managers	Local implementation lead	Daily during their location's go-live week	Local champion nomination
Providers	End users, clinical validation	Training sessions, feedback loops	None (but engagement critical)
HR/Training	Training logistics, compliance tracking	Weekly	Training schedule, completion verification

⚠️ Common Failure Point: Skipping regional manager buy-in. If regional managers view this as "another corporate mandate," they'll undermine adoption passively. Invest time in their briefings—show them how this reduces their daily firefighting.

Baseline Metrics to Capture

Critical: Standardize measurement methodology across all locations BEFORE implementation. Inconsistent definitions make ROI measurement impossible.

Metric	Standard Definition	Capture Method	Target Source
☐ Chair utilization rate	Scheduled production hours ÷ Available chair hours	PMS report	Last 12 months, monthly
☐ No-show rate	No-show appointments ÷ Total scheduled appointments	PMS report	Last 12 months, monthly
☐ Same-day cancellation rate	Cancellations within 24 hours ÷ Total scheduled	PMS report	Last 12 months, monthly
☐ Time to schedule (new patient)	Days from initial inquiry to first appointment	Manual audit or CRM	Sample 50 patients/location
☐ Insurance verification time	Minutes from appointment creation to verification complete	Time study	Sample 20 appointments/location
☐ Front desk FTE hours	Total weekly hours worked by scheduling/admin staff	Payroll/HR system	Last 3 months average
☐ Patient response rate	% of outreach (confirmation, recall) that receives response	Current system data	Last 6 months
☐ Production per provider hour	Collections ÷ Provider clinical hours	PMS + Payroll	Last 12 months, monthly
☐ Recall effectiveness	% of due recall patients who schedule within 30 days	PMS report	Last 12 months

🟣 Executive Decision Required: Confirm budget authority for cross-location data analyst or BI resource to compile baseline metrics consistently.

Enterprise-Level Requirements

Hosting Decision 🟣

Model	Pros	Cons	Recommended For
Centralized Cloud (Vendor-Hosted)	Simpler management, automatic updates, lower IT burden	Dependency on vendor uptime, less customization	Most DSOs, especially those without robust IT teams
Hybrid (Centralized management, local processing)	Better performance for high-volume locations, some data locality	More complex, higher IT involvement	DSOs with 40+ locations or strict data residency needs

Recommendation: Start with vendor-hosted cloud for pilot wave. Evaluate hybrid only if latency issues emerge in high-volume locations.

Network Standards Across Locations

☐ Minimum bandwidth requirements documented and verified per location ☐ Network segmentation policy: Asprodental traffic isolated from general office WiFi ☐ Backup internet solution identified for critical locations (cellular failover recommended for locations with 6+ operatories) ☐ Standard firewall rules documented for IT to apply uniformly

Enterprise Authentication

☐ SSO integration scoped (SAML 2.0 or OAuth 2.0 supported) 🔵 ☐ Determine SSO provider (Okta, Azure AD, Google Workspace) ☐ Role-based access control matrix defined:

• Corporate Admin: All locations, all functions
• Regional Manager: Assigned region, limited admin functions
• Office Manager: Single location, operational functions
• Provider: Single location, clinical dashboard only
• Front Desk: Single location, scheduling/communication functions

☐ Centralized credentialing process documented for new employee onboarding ☐ Termination workflow documented for access revocation

⚠️ Common Failure Point: Delaying SSO integration until post-launch. Retro-fitting SSO creates credential chaos and security gaps. Insist on SSO from Wave 1.

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3. Location Readiness Assessment

Scoring Framework

Rate each location on the following factors using a 1–5 scale. This assessment should be completed by regional managers with IT input.

Factor 1: IT Infrastructure Maturity (Weight: 25%)

Score	Network Speed	Hardware Age	PMS Version	Evidence
5	100+ Mbps	< 2 years	Current	Speed test results, asset inventory
4	75–99 Mbps	2–3 years	Current-1
3	50–74 Mbps	3–4 years	Current-2	Minimum viable
2	25–49 Mbps	4–5 years	Current-3	Upgrades needed
1	< 25 Mbps	5+ years	Unsupported	Not ready

Factor 2: Staff Tenure and Adaptability (Weight: 20%)

Score	Turnover Rate (Annual)	Tech Comfort	Recent Tech Training	Evidence
5	< 15%	High	Yes, within 6 months	HR data, survey results
4	15–25%	Medium-High	Yes, within 12 months
3	26–35%	Medium	Some experience
2	36–50%	Low-Medium	Limited
1	> 50%	Low	None	High risk

Factor 3: Patient Volume (Weight: 15%)

Score	Daily Patients	Interpretation
5	50–80	High impact, manageable complexity
4	35–49	Good volume, lower risk
3	80–100	High volume, moderate risk
2	20–34	Lower impact, may not justify priority
1	> 100 or < 20	Extreme volume = high risk; low volume = low priority

Factor 4: Tech Stack Compatibility (Weight: 25%)

Score	PMS	Imaging System	Other Integrations	Evidence
5	Tier 1 (Dentrix, Eaglesoft, Open Dental)	Certified integration available	All standard	Vendor compatibility list
4	Tier 1	Integration available, not certified	Most standard
3	Tier 2 (Dentrix Ascend, Curve, etc.)	Custom integration required	Some custom
2	Legacy/Unsupported	Limited integration	Multiple custom
1	Proprietary/Unknown	No integration path	Incompatible	Not ready

Factor 5: Local Champion Availability (Weight: 15%)

Score	Champion Profile	Evidence
5	Tech-forward Office Manager + engaged lead provider	Named individual, expressed interest
4	Strong Office Manager OR engaged provider	One reliable champion
3	Office Manager willing but not enthusiastic	Cooperation expected
2	No clear champion, passive management	Will require external support
1	Active resistance from management or providers	Address before proceeding

Scoring Worksheet

Location	IT (×0.25)	Staff (×0.20)	Volume (×0.15)	Compatibility (×0.25)	Champion (×0.15)	Composite Score
Location A	4 (1.0)	5 (1.0)	4 (0.6)	5 (1.25)	5 (0.75)	4.60
Location B	3 (0.75)	4 (0.8)	3 (0.45)	4 (1.0)	4 (0.6)	3.60
Location C	2 (0.5)	2 (0.4)	5 (0.75)	3 (0.75)	2 (0.3)	2.70

Rollout Sequence Recommendations

Composite Score	Recommendation	Wave Assignment
4.0–5.0	Ideal pilot candidate	Wave 1
3.5–3.9	Strong rollout candidate	Wave 2
3.0–3.4	Standard rollout	Wave 2–3
2.5–2.9	Requires remediation before rollout	Wave 3 (with interventions)
< 2.5	Not ready—address blockers first	Hold for Wave 4 or exclusion

🟣 Executive Decision Required: Approve final wave assignments and any locations requiring capital investment (hardware, network upgrades) before proceeding.

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4. Rollout Strategy

Wave Structure

Recommended Wave Approach

Wave	Locations	Duration	Purpose
Wave 1 (Pilot)	2–3 locations	4 weeks	Validate deployment, refine playbook, build internal expertise
Wave 2	5–8 locations	3 weeks	Scale learnings, stress-test support model
Wave 3	10–15 locations	3 weeks	Full operational scale
Wave 4	Remaining locations	3–4 weeks	Complete deployment, address remediated locations

Buffer Between Waves: Minimum 1 week between waves for:

• Retrospective and playbook updates
• Champion debrief sessions
• Support queue clearance
• Go/no-go assessment

Wave 1 Pilot Selection Criteria 🟣

Select 2–3 locations that are:

☐ High readiness (score 4.0+) — Sets up for success, builds confidence ☐ Representative of portfolio diversity — Include one urban/suburban, one smaller market if applicable ☐ Geographically accessible — At least one within easy travel distance for central team site visits ☐ Different PMS if portfolio is mixed — Validate integration across your PMS variants ☐ Strong local champion identified — Named Office Manager and/or provider who will co-own the pilot ☐ Not your highest-volume locations — Manageable risk if issues arise

⚠️ Common Failure Point: Choosing only your "flagship" locations for pilot. If something goes wrong, the reputational damage internally is severe. Pick locations that are representative but recoverable.

Timeline Per Wave

Wave 1 (Pilot): 4 Weeks

• Week 1: Configuration, integration, training
• Week 2: Soft launch (limited patient-facing features)
• Week 3: Full launch, intensive support
• Week 4: Stabilization, metrics capture, retrospective

Waves 2–4: 3 Weeks Each

• Week 1: Configuration, training (champion-led with central support)
• Week 2: Go-live, intensive support
• Week 3: Stabilization, handoff to standard support

Go/No-Go Criteria Between Waves 🟣

Criteria	Measurement	Threshold to Advance
System uptime	Asprodental dashboard	> 99% during business hours
Integration success rate	Failed syncs ÷ Total syncs	< 1% failure rate
Staff adoption	Active daily users ÷ Expected users	> 85%
Patient communication delivery	Sent ÷ Attempted	> 95% delivery rate
Support ticket resolution	Tickets resolved within SLA	> 90%
No critical workflow disruptions	Incident reports	Zero Category 1 incidents
Champion confidence	Champion survey	Average 4+ out of 5

⚠️ Mandatory: Do not proceed to next wave if ANY of the following occur:

• Critical integration failure affecting appointments or patient data
• Security incident or potential HIPAA breach
• Champion resignation or withdrawal from role
• Provider revolt (3+ providers refusing to use system at single location)

Rollback Plan

If a wave fails go/no-go criteria:

Immediate (Within 24 Hours): ☐ Pause all scheduled go-lives for next wave ☐ Notify all stakeholders of pause (template below) ☐ Activate incident response team (IT lead, vendor contact, VP Ops)

Assessment (Days 2–5): ☐ Root cause analysis with vendor 🔵 ☐ Document all failure points and contributing factors ☐ Determine if issue is systemic or location-specific ☐ Assess remediation timeline

Decision Tree:

Is the issue location-specific?
├── YES → Continue wave, exclude affected location, remediate separately
└── NO → Is remediation < 2 weeks?
    ├── YES → Pause, remediate, resume with extended buffer
    └── NO → Executive escalation for project replanning 🟣

Rollback Execution (If Needed): ☐ Revert to previous workflows (document current state first) ☐ Disable patient-facing AI communications ☐ Revert scheduling to manual/PMS-only mode ☐ Preserve all data and logs for analysis ☐ Communicate to staff: "We're pausing to get this right, not abandoning"

Isolation Protocol: A rollback at one location does NOT automatically trigger rollback at successfully-deployed locations. Isolate failures to prevent organizational panic.

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5. Configuration & Integration (Weeks 2–3)

Practice Management System Integrations

Dentrix (G6/G7)

Timeline: 3–5 business days 🔵

☐ Step 1: Enable Dentrix API access via Office Manager module (Settings → API Integration) ☐ Step 2: Generate API credentials (record securely in password manager) ☐ Step 3: Provide credentials to Asprodental implementation team via secure portal 🔵 ☐ Step 4: Asprodental configures webhook endpoints 🔵 ☐ Step 5: Test connection: Verify bi-directional sync of appointments ☐ Step 6: Validate patient demographics sync (name, DOB, contact info) ☐ Step 7: Test insurance information pull ☐ Step 8: Verify appointment status updates flow correctly

⚠️ Known Issue: Dentrix G6 versions prior to 16.5 have intermittent webhook failures. Confirm version and update if needed.

Eaglesoft (21+)

Timeline: 2–4 business days 🔵

☐ Step 1: Access Eaglesoft Practice Manager → Tools → System Integrations ☐ Step 2: Enable Patterson API module (may require Patterson support call) ⚠️ ☐ Step 3: Create service account for Asprodental (do not use individual user credentials) ☐ Step 4: Share credentials via secure method with Asprodental 🔵 ☐ Step 5: Test read access to schedule, patients, insurance ☐ Step 6: Test write-back of appointment confirmations ☐ Step 7: Verify operatory mapping between systems

⚠️ Known Issue: Eaglesoft Patterson API activation can take 24–48 hours. Do not schedule testing until confirmation received.

Open Dental (20.1+)

Timeline: 1–3 business days 🔵

☐ Step 1: Setup → Advanced Setup → API/Third Party ☐ Step 2: Enable API access, generate API key ☐ Step 3: Set appropriate permissions (read appointments, patients, insurance; write appointment status) ☐ Step 4: Provide API key and practice database URL to Asprodental 🔵 ☐ Step 5: Asprodental configures integration 🔵 ☐ Step 6: Test full data sync ☐ Step 7: Verify recall list integration

Open Dental Advantage: Most straightforward integration. If piloting with mixed PMS portfolio, prioritize Open Dental locations for Wave 1.

Imaging System Integration

If your imaging system will integrate with Asprodental for enhanced scheduling workflows (e.g., flagging patients with pending imaging):

☐ Confirm imaging system model and version with vendor compatibility list 🔵 ☐ Establish DICOM gateway requirements (if applicable) ☐ Test imaging archive query from Asprodental ☐ Validate patient matching between imaging and PMS

Note: Full imaging integration is optional for core practice management features. Prioritize PMS integration first.

Test Environment Setup

Centralized Test Environment (Recommended)

☐ Asprodental provisions sandbox environment with sample data 🔵 ☐ Configure SSO for test environment (separate from production) ☐ Create test users for each role type ☐ Establish test location with synthetic patient data ☐ Document test environment URL and credentials

Validation Checklist

Test	Steps	Expected Result	Pass/Fail
☐ Patient sync	Create patient in PMS, verify in Asprodental	Patient appears within 5 minutes
☐ Appointment sync	Create appointment in PMS	Appointment appears in Asprodental
☐ Bi-directional status	Confirm appointment in Asprodental	Status updates in PMS
☐ Insurance verification	Trigger verification for test patient	Verification completes, results visible
☐ Patient communication	Send test confirmation	SMS/email delivered to test number
☐ Recall campaign	Generate recall list, send test batch	Communications delivered correctly
☐ Reporting	Generate daily production forecast	Report generates with accurate data
☐ User permissions	Test each role's access restrictions	Users see only permitted functions

Data Migration / Historical Ingestion

☐ Determine historical data scope (recommendation: 24 months minimum for AI training) ☐ Export historical appointment data from PMS ☐ Export historical patient communication logs (if available) ☐ Asprodental ingests historical data 🔵 ☐ Validate AI predictions against known historical patterns ☐ Flag any data quality issues (missing fields, duplicates)

⚠️ Common Failure Point: Garbage in, garbage out. If historical data is incomplete or inconsistent, AI predictions will be unreliable. Spend time on data cleanup before ingestion.

Security and HIPAA Compliance Verification

Enterprise-Level HIPAA Checklist

Requirement	Evidence	Owner	Verified
☐ BAA executed	Signed agreement	Legal
☐ SOC 2 Type II report current	Vendor provides	Compliance 🔵
☐ Data encryption at rest	Vendor attestation	IT 🔵
☐ Data encryption in transit	TLS 1.3 confirmed	IT
☐ Access logging enabled	Audit log sample reviewed	Compliance
☐ PHI retention policy aligned	Policy comparison	Legal
☐ Incident response plan reviewed	Vendor provides	Compliance 🔵
☐ Minimum necessary access	RBAC configuration verified	IT
☐ Employee training verification	Vendor provides	HR 🔵
☐ Subcontractor agreements	Vendor provides list	Legal 🔵

Standardized vs. Location-Specific Configuration

Standardize Centrally

Setting	Standard Configuration	Rationale
Appointment confirmation timing	48 hours, 24 hours, 2 hours before	Consistent patient experience
Communication templates	Corporate-approved messaging	Brand consistency, compliance
No-show policy messaging	Standard language	Legal consistency
Insurance verification triggers	Automatic at scheduling, 3 days before	Operational efficiency
Recall intervals	Per ADA guidelines	Clinical standards
Data retention	7 years	Compliance
User role definitions	Standard RBAC matrix	Security
Reporting cadence	Daily, weekly, monthly standard reports	Comparability

Allow Local Discretion

Setting	Customization Allowed	Guardrails
Provider schedule templates	Match provider preferences	Must use standard time blocks
Operatory naming	Local convention	Must map to standard types
Communication "from" name	Local practice name	Must be accurate
Recall messaging tone	Slight localization	Must use approved template base
Holiday schedules	Local market	Must update 30 days ahead
Specialty-specific workflows	If applicable	Must not conflict with core logic

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6. Team Training Plan

Train-the-Trainer Model

Champion Selection Criteria 🟣

Each location requires ONE certified champion (Office Manager strongly preferred) and ONE backup champion (clinical lead or senior front desk).

Criteria	Minimum Requirement
Tenure at location	1+ year
Role	Office Manager, lead provider, or senior front desk
Tech comfort	Demonstrates proficiency with current PMS
Influence	Respected by clinical and admin staff
Availability	Can dedicate 4+ hours for initial training, 2 hours/week ongoing
Communication skills	Can explain concepts clearly, addresses questions patiently
Commitment	Expressed willingness (do not voluntell)

Champion Responsibilities

• Complete certified champion training (6 hours total) 🔵
• Deliver role-specific training to all location staff
• Serve as first point of contact for location questions
• Participate in daily check-ins during go-live week
• Escalate issues beyond their scope to regional manager
• Collect and submit staff feedback
• Train new hires on Asprodental within 2 weeks of start

Champion Certification Process 🔵

Format: Virtual live training with vendor (2 sessions × 3 hours)

Session 1: Technical Foundation

• System architecture and data flow
• Integration troubleshooting basics
• Configuration options and when to escalate
• Admin functions and user management

Session 2: Training Delivery

• Adult learning principles for peer training
• Role-specific workflow walkthroughs
• Handling resistance and questions
• Day 1 cheat sheet usage
• Certification quiz (80% pass required)

Standardized Training Materials

Centrally Created: ☐ Role-specific slide decks (provided by vendor, customized by DSO) 🔵 ☐ Day 1 cheat sheets (one per role) ☐ Video library for self-service reference 🔵 ☐ FAQ document (updated after each wave) ☐ Troubleshooting decision tree

Champion Customizes: ☐ Local examples and workflow specifics ☐ Provider schedule nuances ☐ Location-specific terminology ☐ Patient population context

Role-Specific Training Outlines

Dentists/Providers

Training Time: 45 minutes initial + 15 minutes follow-up after Week 1

Format: Champion-led demo with hands-on practice; video backup available

Content:

1. What changed and why (executive summary of benefits)
2. Dashboard overview: Your daily view
3. AI-predicted no-shows: How to interpret, what actions to take
4. Production forecasts: Daily, weekly, monthly views
5. Schedule optimization suggestions: Accept/decline workflow
6. Patient communication history: Seeing what patients received
7. When the AI is wrong: Override and feedback process
8. Mobile access (if applicable)

Common Resistance Points:

• "I don't trust AI predictions" → Show accuracy data from pilot; emphasize it's a tool, not a replacement for judgment
• "This adds to my workload" → Demo how it REDUCES interruptions from front desk
• "My schedule preferences won't be respected" → Show local customization options

Day 1 Cheat Sheet: Providers

┌─────────────────────────────────────────────────┐
│ ASPRODENTAL QUICK REFERENCE - PROVIDERS         │
├─────────────────────────────────────────────────┤
│ LOG IN: [SSO URL] → Use your network credentials│
│                                                 │
│ DAILY VIEW: Dashboard → Today's Schedule        │
│                                                 │
│ ⚠️ FLAG ICONS:                                  │
│   🔴 High no-show risk (>50%)                   │
│   🟡 Moderate no-show risk (25-50%)             │
│   🔵 Insurance issue flagged                    │
│                                                 │
│ TO OVERRIDE AI SUGGESTION:                      │
│   Click suggestion → "Dismiss" → Select reason  │
│                                                 │
│ NEED HELP? → Ask [Champion Name] or click ? icon│
└─────────────────────────────────────────────────┘

Hygienists

Training Time: 30 minutes initial

Format: Champion-led overview (can combine with front desk training)

Content:

1. What changed in patient communication (so you can answer questions)
2. Accessing patient communication history
3. Flagged patients: What the icons mean
4. Recall campaigns: How patients are being contacted
5. Your role is unchanged—this is mostly front-office impact

Common Resistance Points:

• "Patients are getting too many messages" → Show communication frequency limits; provide feedback channel
• "I need to see what patients were told" → Demo patient history view

Day 1 Cheat Sheet: Hygienists

┌─────────────────────────────────────────────────┐
│ ASPRODENTAL QUICK REFERENCE - HYGIENISTS        │
├─────────────────────────────────────────────────┤
│ WHAT THIS IS: AI helping front desk with        │
│ scheduling, confirmations, and recalls          │
│                                                 │
│ IF PATIENT ASKS ABOUT TEXTS/EMAILS:             │
│   "We've upgraded our reminder system to better │
│    keep you informed about your appointments."  │
│                                                 │
│ TO SEE WHAT PATIENT RECEIVED:                   │
│   PMS patient record → Communication History    │
│                                                 │
│ NOTICE SOMETHING WRONG? → Tell [Champion Name]  │
└─────────────────────────────────────────────────┘

Front Desk / Office Manager

Training Time: 90 minutes initial + 30 minutes advanced features

Format: Champion-led hands-on workshop (maximum 4 staff per session)

Content:

1. System overview and login
2. Dashboard navigation and daily tasks
3. Scheduling workflow changes: AI suggestions, accepting/modifying
4. Patient communication management: Templates, manual sends, opt-outs
5. Confirmation tracking: Who