Bite-Finder AG — Implementation Playbook (DSO)

Bite-Finder AG Implementation Playbook

3D Printing & Digital Workflow Platform for DSOs

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1. Executive Summary

What Bite-Finder AG Does

Bite-Finder AG is an AI-powered 3D printing and digital workflow platform that automates the design, production planning, and quality control of dental prosthetics, surgical guides, aligners, and restorations. The platform integrates intraoral scan data with automated design algorithms, manages print queue optimization across multiple printers, and provides real-time production analytics to streamline in-house lab operations.

Why DSOs Specifically Benefit from This Category of AI

Scale Advantages:

• Centralized production facilities can serve multiple locations, dramatically reducing per-unit costs
• AI-driven print queue optimization across dozens of printers eliminates idle time and maximizes throughput
• Bulk material purchasing tied to predictive demand algorithms reduces supply costs by 15–25%

Standardization:

• Uniform prosthetic quality across all locations regardless of which production hub fulfills the order
• Standardized design parameters ensure brand consistency and reduce remakes
• Automated QC reduces human variability in inspection processes

Data Aggregation:

• Cross-location production analytics reveal efficiency patterns invisible at the single-practice level
• Predictive maintenance across printer fleets reduces downtime
• Case mix analysis informs strategic decisions about insourcing vs. outsourcing specific restoration types

Expected Timeline: Decision to Full Deployment

Phase	Timeline	Scope
Pre-Implementation	Weeks 1–2	Infrastructure assessment, stakeholder alignment, baseline metrics
Wave 1 Pilot	Weeks 3–6	2–3 locations + central production hub
Wave 2 Expansion	Weeks 7–12	8–12 additional locations
Wave 3 Full Deployment	Weeks 13–20	Remaining locations
Optimization	Weeks 21–32	Refinement, advanced features, ROI validation

Total Timeline: 5–8 months depending on portfolio size, IT infrastructure maturity, and production centralization strategy.

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

Technical Requirements

Hardware

☐ 3D Printers — Verify compatibility with Bite-Finder AG's supported printer models (list available from vendor) ☐ Workstations — Minimum specs: Intel i7/AMD Ryzen 7, 32GB RAM, NVIDIA RTX 3060 or equivalent GPU, 500GB NVD SSD ☐ Intraoral Scanners — Confirm export capability in STL, PLY, or DCM formats ☐ Network Switches — Gigabit Ethernet minimum; 10GbE recommended for production hubs ☐ Post-Processing Equipment — UV curing stations, wash units must be logged in system for workflow tracking

Software

☐ Operating System — Windows 10/11 Pro (64-bit) or Windows Server 2019+ for production hubs ☐ Practice Management System — Confirm version compatibility (see Integration section) ☐ Browser — Chrome 90+ or Edge 90+ for web dashboard access ☐ CAD Software — Identify existing CAD tools; Bite-Finder includes native design module but supports external integrations

Network

☐ Bandwidth — Minimum 100 Mbps upload/download per location; 500 Mbps+ for production hubs ☐ Latency — <50ms to Bite-Finder cloud infrastructure ☐ Firewall Rules — Whitelist Bite-Finder IP ranges and ports (provided during onboarding) ☐ VPN/MPLS — Required for production hub connectivity if using centralized hosting model

Integrations

☐ PMS Integration — Confirm API availability or HL7/FHIR support ☐ Imaging Systems — Verify DICOM export capability from CBCT units ☐ Scanner Software — Test STL export workflow from all scanner models in portfolio

Vendor Onboarding Steps

Step	Owner	Timeline	Notes
🔵 Execute enterprise license agreement	Legal + Vendor	Week 1	Negotiate volume pricing tiers
🔵 Establish dedicated account team	Vendor	Week 1	Request named CSM, implementation lead, technical architect
🔵 Schedule technical architecture review	IT + Vendor	Week 1	2-hour session to finalize hosting model
🔵 Request sandbox environment access	IT	Week 1	Non-production instance for testing
🔵 Obtain BAA and security documentation	Compliance + Vendor	Week 1	Review vendor SOC 2 report
☐ Establish Slack/Teams channel for implementation	Project Manager	Week 1	Direct line to vendor technical team
☐ Define escalation contacts	Project Manager + Vendor	Week 1	Tiered support structure

Key Contacts to Establish

• Vendor Customer Success Manager — Primary relationship owner
• Vendor Implementation Engineer — Technical configuration lead
• Vendor Support Desk — Tier 1–3 support contacts and SLA documentation
• Vendor Executive Sponsor — Escalation path for contract/priority issues

Data/Access Prerequisites

☐ API Keys — Generate production and sandbox API credentials from Bite-Finder portal ☐ SSO Configuration — Provide SAML 2.0 metadata or OIDC configuration to vendor ☐ Service Accounts — Create dedicated service accounts for integration (avoid user-tied credentials) ☐ Imaging Archive Access — Ensure PACS/imaging server credentials are available for historical data pull ☐ Admin Portal Access — Designate initial super-admin users (minimum 2, maximum 5)

⚠️ Common Failure Point: Using individual employee credentials for integrations creates single points of failure when that employee leaves. Always use service accounts.

Internal Stakeholder Alignment

Who Needs to Approve (🟣 Executive Decision Required)

Stakeholder	Approval Needed For	Timeline
🟣 CFO	Budget allocation, capex for printers/hardware	Before Week 1
🟣 Chief Dental Officer	Clinical workflow changes, QC protocols	Week 1
🟣 CIO/IT Director	Architecture, security, hosting model	Week 1
🟣 VP Operations	Rollout sequence, staffing implications	Week 1
🟣 General Counsel	BAA, data governance, liability	Week 1
🟣 Board/Investors	Strategic initiative approval (if material investment)	Pre-project

Who Needs to Be Informed

Stakeholder	Communication Type	Timing
Regional Managers	Briefing on rollout plan + expectations	Week 1
Office Managers (all locations)	High-level announcement	Week 1
Lab Technicians (if applicable)	Detailed workflow preview	Week 2
Providers	CDO-led clinical overview	Week 2
HR	Training requirements, potential role changes	Week 1

Baseline Metrics to Capture

⚠️ Critical: Without baseline metrics, ROI cannot be proven. Capture these BEFORE any workflow changes.

Standardized Metrics Across All Locations

Metric Category	Specific Metrics	Data Source	Collection Method
Production Efficiency	Average turnaround time per restoration type	Lab logs / vendor invoices	Manual extraction + standardization
	Cases per printer per day (if in-house)	Printer logs	Automated pull
	Remake/adjustment rate	PMS case notes	Query + manual validation
Cost	Cost per unit by restoration type	Accounting / AP	Extract last 6 months
	Material waste percentage	Inventory system	Manual calculation
	Outside lab spend by category	AP	Categorize invoices
Clinical Workflow	Scan-to-seat time (days)	PMS appointment data	Custom report
	Appointment time for seating	Schedule analysis	Sampling
	Chair time for adjustments	Provider time logs	Sampling
Quality	Patient satisfaction with restorations	Survey data	NPS or custom survey
	Provider satisfaction with lab work	Internal survey	Create baseline survey
	Fit accuracy (subjective rating)	Provider input	Standardized 1–5 scale

Metric Standardization Protocol

1. Define metric definitions centrally — Create a data dictionary with exact formulas
2. Identify data source per location — Some may use different PMS versions
3. Normalize for volume — Express metrics per 100 cases or per provider FTE
4. Establish collection cadence — Weekly automated where possible, monthly manual
5. Create baseline snapshot — Lock baseline values as of Week 2 end date

🟣 Executive Decision Required: Determine acceptable data quality threshold. If some locations cannot provide reliable baseline data, decide whether to exclude from ROI analysis or invest in manual data cleanup.

Enterprise-Level Requirements

Network Standards Across Locations

☐ Minimum bandwidth policy — Enforce 100 Mbps threshold; flag locations below ☐ Network segmentation — Production traffic on isolated VLAN if printer fleet is centralized ☐ SD-WAN configuration — Prioritize Bite-Finder traffic for scan uploads ☐ Backup connectivity — LTE failover for production-critical locations

Hosting Model Decision

Model	Pros	Cons	Recommended When
Centralized Cloud (SaaS)	Simplest to manage, auto-scaling, vendor-maintained	Less control, latency for large files	Default for most DSOs
Centralized Private Cloud	Control + scale, good for regulated environments	Requires dedicated infra team	PHI concerns, existing private cloud
Hybrid	Critical processing local, analytics in cloud	Complex architecture	High-volume production hubs

🟣 Executive Decision Required: Select hosting model based on IT strategy, PHI risk tolerance, and existing infrastructure.

SSO & Centralized Credentialing

☐ Identity Provider Selection — Confirm IdP (Azure AD, Okta, Ping) supports SAML 2.0 or OIDC ☐ Role Mapping — Define role hierarchy in Bite-Finder (Admin, Manager, Designer, Operator, Viewer) ☐ Provisioning — Enable SCIM for automated user provisioning/deprovisioning ☐ MFA Enforcement — Require MFA for admin roles minimum; recommend for all ☐ Session Policies — Set timeout policies consistent with corporate security standards

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3. Location Readiness Assessment

Scoring Framework

Assess each location using the following five-factor model. Score each factor 1–5, then calculate a weighted composite score.

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

Score	Criteria
5	Gigabit network, hardware <2 years old, PMS on current supported version, dedicated IT point of contact
4	100+ Mbps network, hardware <3 years old, PMS on supported version
3	50–100 Mbps network, hardware 3–4 years old, PMS one version behind
2	25–50 Mbps network, hardware 4–5 years old, PMS significantly outdated
1	<25 Mbps network, hardware >5 years old, PMS unsupported or heavily customized

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

Score	Criteria
5	<10% annual turnover, prior successful tech adoption, staff enthusiasm documented
4	10–15% turnover, one successful tech adoption in past 2 years
3	15–25% turnover, neutral tech adoption history
2	25–40% turnover, one failed tech adoption in past 2 years
1	>40% turnover, multiple failed adoptions, documented resistance culture

Factor 3: Patient Volume (Weight: 20%)

Score	Criteria	Interpretation
5	Top quartile volume	High impact + high risk — good for later waves once process proven
4	60–75th percentile volume	Strong impact, manageable risk
3	40–60th percentile volume	Balanced — good pilot candidate
2	25–40th percentile volume	Lower impact but lower risk
1	Bottom quartile volume	Limited ROI impact; may not justify early investment

Note: For pilot selection, a score of 3 is often ideal — enough volume to generate meaningful data without overwhelming risk.

Factor 4: Existing Tech Stack Compatibility (Weight: 20%)

Score	Criteria
5	All systems on Bite-Finder verified compatibility list, APIs enabled, clean data
4	Most systems compatible, minor integration workarounds needed
3	Core systems compatible but imaging or secondary systems require manual workflows
2	PMS on legacy version requiring upgrade, or scanner model not natively supported
1	Major systems incompatible; significant upgrade required before deployment

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

Score	Criteria
5	Tech-forward provider AND experienced office manager both willing to champion
4	Either strong provider or strong manager champion identified
3	Potential champion identified but needs development/commitment confirmation
2	No clear champion; would need to develop or assign
1	Key staff actively resistant; leadership vacuum at location

Composite Score Calculation

Formula: (IT × 0.25) + (Staff × 0.20) + (Volume × 0.20) + (TechStack × 0.20) + (Champion × 0.15) = Readiness Score

Score Interpretation

Composite Score	Readiness Tier	Rollout Recommendation
4.5–5.0	Tier A (High Readiness)	Wave 1 pilot candidate
3.5–4.4	Tier B (Moderate-High)	Wave 2 early expansion
2.5–3.4	Tier C (Moderate)	Wave 2 late or Wave 3 early
1.5–2.4	Tier D (Low)	Wave 3 with remediation plan
<1.5	Tier F (Not Ready)	Defer until infrastructure/staff upgraded

Sample Readiness Assessment Output

Location	IT	Staff	Volume	TechStack	Champion	Composite	Tier
Austin Central	5	4	3	5	5	4.45	A
Dallas North	4	3	4	4	4	3.75	B
Houston West	3	4	5	3	3	3.60	B
San Antonio	3	2	3	3	2	2.65	C
El Paso	2	2	2	2	1	1.85	D

Rollout Sequence Recommendation

Based on the assessment:

1. Wave 1 (Pilot): Select 2–3 Tier A locations with composite scores ≥4.3

   • Include at least one location that is representative of the broader portfolio (avoid selecting only outlier high-performers)
   • Ensure geographic distribution if production hub logistics are a factor

2. Wave 2 (Early Expansion): Deploy to all Tier B locations

   • Sequence within Wave 2 by descending composite score
   • Target 8–12 locations per wave for manageable change velocity

3. Wave 3 (Full Deployment): Tier C locations + any Tier D that have completed remediation

4. Deferred: Tier F locations require prerequisite investments; create remediation roadmap with timeline before including in rollout plan

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4. Rollout Strategy

Wave Structure

Recommended Wave Model for 15–50 Location DSO

Wave	Location Count	Duration	Cumulative Coverage
Wave 1 (Pilot)	2–3	4 weeks	5–8%
Wave 2a	5–8	3 weeks	20–25%
Wave 2b	8–12	3 weeks	40–50%
Wave 3a	10–15	3 weeks	70–80%
Wave 3b	Remaining	3 weeks	100%
Optimization	All	Ongoing	—

Buffer Between Waves

• Wave 1 → Wave 2a: 2 weeks minimum for lesson capture, process refinement, training material updates
• Wave 2a → Wave 2b: 1 week for minor adjustments
• Wave 2b → Wave 3: 1 week — process should be mature by this point
• Within Wave 3: Deploy continuously with 1–2 days between locations

Wave 1 Pilot Selection Criteria

Select pilot locations using a combination of:

Criterion	Weight	Description
High Readiness Score	30%	Composite score ≥4.3 preferred
Manageable Risk	25%	Not a flagship revenue location; failure won't materially impact DSO
Representative Profile	25%	Mirrors average location in payer mix, specialty mix, patient demographics
Champion Quality	20%	Strong, committed local champion who will provide detailed feedback

Pilot Selection Matrix Example

Location	Readiness	Risk Profile	Representativeness	Champion	Pilot Score	Selected?
Austin Central	4.45	Medium (high vis.)	Above avg	Strong	8.2	✓
Suburban Dallas	4.20	Low	High	Strong	8.8	✓
Phoenix Metro	4.30	Low	High	Medium	7.9	✓
Houston Flagship	4.40	Very High	Low	Strong	6.5	✗

⚠️ Common Failure Point: Selecting only the best-performing locations for pilots creates a false sense of success. Include at least one location that is merely "good" to test process resilience.

Timeline Per Wave

Wave 1 Detailed Timeline (4 Weeks)

Week	Activities
Week 1	Champion training (2 days), configuration complete, test cases run, staff training begins
Week 2	Staff training complete, parallel run begins, daily stand-ups
Week 3	Parallel run continues, shadow support from vendor, data validation
Week 4	Transition to production, post-go-live optimization, lessons documented

Subsequent Waves Detailed Timeline (3 Weeks per Wave)

Week	Activities
Pre-Wave (−1)	Configuration replicated from template, champion pre-briefing
Week 1	Champion training (1 day — streamlined), staff training, configuration validation
Week 2	Parallel run (abbreviated), go-live mid-week
Week 3	Post-go-live support, handoff to BAU support

Go/No-Go Criteria

Advancing from Wave 1 to Wave 2

Criterion	Threshold	Measurement
System Uptime	≥99% during pilot	Platform monitoring
Integration Stability	Zero critical failures, <3 minor issues	Incident log
User Adoption	≥80% of trained users actively using	Usage analytics
Case Completion	≥90% of cases successfully processed	Production reports
Staff Sentiment	≥3.5/5 average on training effectiveness	Pulse survey
Champion Confidence	Written sign-off from all pilot champions	Champion debrief

🟣 Executive Decision Required: Final go/no-go for Wave 2 requires VP Operations sign-off based on data review.

Advancing Between Subsequent Waves

Criterion	Threshold
Prior wave locations stable	No regression in go-live metrics
Support queue manageable	<24 hour average ticket resolution
No unresolved critical issues	Zero P1 tickets open
Training capacity available	Champions certified, materials ready

Rollback Plan

Triggers for Rollback

• Critical integration failure affecting patient care
• Data loss or corruption incident
• Security breach or PHI exposure
• Sustained system outage >4 hours
• Provider refusal rate >30% at location

Rollback Procedure

1. Immediate (0–2 hours)

   • Location champion contacts central IT + vendor support
   • Document incident in detail
   • Assess patient safety impact — escalate to CDO if clinical risk

2. Short-term (2–24 hours)

   • Revert to pre-implementation workflow (lab slips, manual processes)
   • Disable Bite-Finder integration at affected location(s)
   • Quarantine affected location from deployment until root cause identified

3. Communication

   • Regional manager notifies all location managers in wave
   • Central team drafts brief for executive sponsor
   • Vendor provides root cause analysis within 48 hours

4. Recovery

   • Address root cause
   • Re-validate in sandbox
   • Pilot fix at single location before resuming wave
   • Update rollout plan timeline if necessary

Isolation Principle

Rollback at one location does not require rollback at other locations unless issue is systemic. Architecture should allow per-location enablement/disablement.

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5. Configuration & Integration (Weeks 2–3)

Integration with Practice Management Systems

Dentrix Enterprise Integration

Step	Description	Owner	Time Est.	Notes
1	🔵 Request Dentrix API credentials from Henry Schein	Vendor + IT	3–5 days	Requires active Dentrix support contract
2	Configure Bite-Finder Dentrix connector in admin portal	IT	30 min	Enter API key, practice ID, database connection string
3	Map patient identifiers	IT	1 hour	Ensure patient ID, chart number, provider ID mappings
4	Map procedure codes	Clinical + IT	2 hours	CDT codes for restorations, aligners, surgical guides
5	Configure bi-directional sync	IT	1 hour	Production status updates back to Dentrix
6	⚠️ Test with sample cases	IT + Champion	2 hours	Create test patient, validate end-to-end flow
7	Validate financial posting	Billing + IT	1 hour	Ensure production costs/revenues post correctly

Eaglesoft Integration

Step	Description	Owner	Time Est.	Notes
1	🔵 Enable Eaglesoft API (requires Patterson support)	Vendor + IT	5–7 days	May require Eaglesoft version upgrade
2	Install Bite-Finder sync agent on Eaglesoft server	IT	45 min	Windows service; requires admin rights
3	⚠️ Configure firewall for sync agent	IT	30 min	Common failure point — agent blocked
4	Map procedure codes and patient data fields	Clinical + IT	2 hours
5	Enable real-time case status updates	IT	30 min
6	Test full workflow with sample cases	IT + Champion	2 hours

Open Dental Integration

Step	Description	Owner	Time Est.	Notes
1	Verify Open Dental API is enabled (free in recent versions)	IT	15 min
2	Generate API key in Open Dental Program Links	IT	15 min
3	Configure Bite-Finder connector with Open Dental endpoint	IT	30 min
4	Test patient search and case creation	IT	1 hour
5	Configure eClaims bridge if using automated billing	IT + Billing	1 hour

Integration with Imaging Systems

Intraoral Scanner Integration (3Shape, iTero, Medit, etc.)

Step	Description	Owner	Time Est.
1	Configure scanner to export to shared network folder or cloud	IT	30 min
2	🔵 Install Bite-Finder scanner bridge software	Vendor + IT	1 hour
3	Configure watched folder or API endpoint in Bite-Finder	IT	30 min
4	Map scan metadata (patient ID, scan type, provider)	IT	1 hour
5	Test automatic ingest with sample scans	IT + Champion	1 hour

CBCT Integration (DICOM)

Step	Description	Owner	Time Est.
1	Configure CBCT unit as DICOM source	IT	1 hour
2	🔵 Configure Bite-Finder DICOM listener	Vendor	30 min
3	⚠️ Verify DICOM tags include required PHI mappings	IT	1 hour
4	Test surgical guide workflow with sample CBCT	IT + Provider	2 hours

Test Environment Setup

☐ Request sandbox instance from Bite-Finder (🔵 vendor action) ☐ Configure sandbox with representative data (anonymized if possible) ☐ Grant access to test users (IT, champions, key stakeholders) ☐ Document test cases for each workflow type:

• Crown/bridge design → production
• Aligner series design
• Surgical guide creation
• QC reject/rework flow ☐ Execute all test cases with documented results ☐ Vendor sign-off on test environment validation (🔵)

Test Environment Validation Checklist

Test Category	Test Case	Pass/Fail	Notes
Integration	Patient lookup from PMS	☐
Integration	Scan auto-ingest	☐
Design	Crown design workflow	☐
Design	Aligner design workflow	☐
Production	Print job queuing	☐
Production	QC pass workflow	☐
Production	QC fail/rework workflow	☐
Analytics	Dashboard data accuracy	☐
Security	SSO login	☐
Security	Role-based access controls	☐

Data Migration / Historical Data Ingestion

Step	Description	Owner	Time Est.	Notes
1	Assess historical data value	Clinical + Ops	2 hours	Determine if historical cases add AI training value
2	⚠️ Extract historical STL files from legacy systems	IT	4–8 hours	Format compatibility critical
3	🔵 Provide data to Bite-Finder for ingestion	Vendor	Varies	Vendor may charge for migration services
4	Validate migrated data integrity	IT + Clinical	2 hours	Sample-check 5% of records
5	Sign off on migration completeness	Project Manager	30 min

Recommendation for DSOs: Prioritize forward-looking data capture over historical migration. ROI of historical data ingestion is often limited unless AI model personalization is a key feature.

Security & HIPAA Compliance Verification

Enterprise-Level HIPAA Checklist

Item	Owner	Status	Notes
🔵 Business Associate Agreement executed	Legal + Vendor	☐	Must be signed before PHI flows
Vendor SOC 2 Type II report reviewed	IT Security	☐	Request most recent report
Data encryption at rest (AES-256) verified	IT Security	☐
Data encryption in transit (TLS 1.2+) verified	IT Security	☐
Access logging enabled	IT	☐	Audit trail for all data access
User access review policy defined	IT + Compliance	☐	Quarterly review cadence
Data retention policy aligned	Compliance + Vendor	☐	Match DSO retention requirements
Data deletion/export capability verified	IT + Compliance	☐	Patient rights compliance
Incident response plan reviewed	IT Security + Vendor	☐	Know vendor's breach notification SLA
Penetration test results reviewed	IT Security	☐	Request from vendor or conduct own

⚠️ Common Failure Point: BAA must be fully executed before production go-live. Do not allow "in progress" status on go-live day.

DSO-Specific Configuration Guidance

Standardized Configuration Template

The following settings should be identical across all locations to ensure consistency and enable meaningful cross-location analytics:

Configuration Category	Settings to Standardize
Procedure Code Mapping	CDT code → Bite-Finder case type mappings
Quality Control Parameters	Tolerance thresholds, inspection checkpoints
Material Library	Approved materials with settings, curing times
Design Parameters	Default margin thickness, contact point specs
Workflow Stages	Stage names, sequence, required approvals
Role Definitions	Permission sets per role
Reporting Fields	Metric definitions, calculation methods
Notification Rules	Trigger events, escalation timeframes

Location-Specific Configuration (May Vary)

Configuration Category	What Can Vary	Governance
Provider Preferences	Individual provider design preferences within tolerances	Provider can request; champion approves
Printer Assignment	Which printer pool serves location	Central IT manages
Operating Hours	Production queue priority based on location hours	Office manager sets
Local Contacts	Escalation contacts, champion details	Location configures
Specialty Mix	Enable/disable case types not offered at location	Regional manager approves

Configuration Template Management

1. Create master template in sandbox environment
2. Lock template — require central IT approval for any deviations
3. Version control — track all template changes with date/author
4. Propagate updates — use bulk configuration push for updates
5. Audit — monthly review of per-location config vs. template

Testing Approach: Centralized vs. Per-Location

Recommended: Centralized test environment with per-location validation

Phase	Environment	Purpose
Integration Testing	Central sandbox	Full workflow testing, one time
Configuration Validation	Central sandbox	Per-location config verification
User Acceptance Testing	Production (limited)	Champion tests with real cases
Go-Live Validation	Production	First-case supervised walkthrough

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6. Team Training Plan

Train-the-Trainer Model

For DSOs