ClearCorrect
Step-by-step implementation guide — pre-implementation checklist, onboarding, staff training, go-live runbook, and ROI tracking.
ClearCorrect — Implementation Playbook (DSO)
ClearCorrect Implementation Playbook for DSOs
A Strategic Guide for Deploying Clear Aligner Treatment Planning at Scale
1. Executive Summary
What ClearCorrect Does
ClearCorrect is a clear aligner system with integrated digital treatment planning technology that enables orthodontic and general dentists to design, visualize, and execute clear aligner cases through a cloud-based platform. The system converts intraoral scans into AI-assisted treatment simulations, generating staged aligner prescriptions with doctor-controlled modifications.
Why DSOs Specifically Benefit
For multi-location organizations, ClearCorrect delivers compounding advantages that single practices cannot replicate:
- Standardization at Scale: Unified treatment planning protocols across 15–50+ locations eliminate variation in case quality and patient outcomes, protecting brand reputation
- Aggregated Purchasing Power: Volume commitments unlock tiered pricing structures unavailable to independent practices, directly improving margins on every case
- Centralized Data Intelligence: Cross-location case data enables identification of top-performing providers, optimal case selection criteria, and predictable revenue forecasting
- Operational Efficiency: Train-the-trainer models reduce per-location implementation costs by 40–60% compared to individual practice deployments
- GP Ortho Expansion: Enable general dentists across your network to capture cases currently referred out, retaining revenue that would otherwise leave your ecosystem
Expected Timeline: Decision to Full Deployment
| Phase | Duration | Milestone |
|---|---|---|
| Pre-Implementation | Weeks 1–2 | Vendor contracts executed, baseline metrics captured |
| Pilot Wave (2–3 locations) | Weeks 3–6 | Pilot locations live, initial learnings documented |
| Wave 2 Expansion (5–8 locations) | Weeks 7–12 | Scaled deployment, refined training materials |
| Wave 3+ Full Rollout | Weeks 13–20 | Remaining locations deployed |
| Optimization | Weeks 21–24 | Full network operational, ROI assessment complete |
Total Timeline: 5–6 months for a 25-location DSO; 7–8 months for 50 locations
2. Pre-Implementation Checklist (Weeks 1–2)
Technical Requirements
Hardware Requirements
☐ Intraoral scanner compatible with ClearCorrect (iTero, 3Shape TRIOS, Carestream, Medit, Planmeca) — one per operatory performing aligner consultations ☐ Workstation specifications: Windows 10/11, 16GB RAM minimum, dedicated graphics card (NVIDIA GTX 1060 or better recommended for 3D rendering) ☐ Monitor: 24"+ display, 1920x1080 minimum resolution for treatment simulation review with patients ☐ Reliable internet: 25 Mbps download/10 Mbps upload minimum per location
Software Requirements
☐ ClearCorrect Doctor Portal access (browser-based, Chrome or Edge recommended) ☐ Scanner software updated to latest firmware version ☐ PMS integration module (if applicable — see Section 5)
Network Requirements
☐ Outbound HTTPS access to ClearCorrect cloud servers (*.clearcorrect.com domains) ☐ No restrictive firewall rules blocking cloud upload of scan files (typically 50–200MB per case) ☐ WiFi coverage in all operatories where scanning occurs
Vendor Onboarding Steps
| Step | Action | Timeline | Owner |
|---|---|---|---|
| 🔵 1 | Execute enterprise agreement with ClearCorrect | Day 1–3 | Legal/Procurement |
| 🔵 2 | Assign dedicated Enterprise Account Manager | Day 3 | Vendor |
| 🔵 3 | Schedule kickoff call with implementation team | Day 4–5 | Ops Lead + Vendor |
| 🔵 4 | Receive enterprise admin portal credentials | Day 5 | Vendor |
| 🟣 5 | Confirm pricing tier and volume commitments | Day 5–7 | CFO/CDO |
| 🔵 6 | Establish technical support escalation contacts | Day 7 | IT Lead + Vendor |
| 🔵 7 | Schedule provider certification sessions | Week 2 | Clinical Lead + Vendor |
Key Vendor Contacts to Establish
- Enterprise Account Manager: Strategic relationship, escalations, contract issues
- Clinical Education Specialist: Provider training, certification, case consultation
- Technical Support Tier 2: Integration issues, portal access, scan upload failures
- Regional Sales Support: Location-specific questions, local lab coordination
Data/Access Prerequisites
☐ Generate ClearCorrect account credentials for each location (recommend location-specific admin accounts) ☐ Create individual provider accounts linked to NPI numbers ☐ 🔵 Obtain API credentials if integrating with PMS (see vendor for availability by PMS) ☐ Document scanner serial numbers and software versions across all locations ☐ ⚠️ Verify scanner calibration is current at all locations (expired calibration = rejected scans) ☐ Export historical intraoral scan archives if migrating from another aligner system
Internal Stakeholder Alignment
Who Needs to Approve (🟣 Executive Decision Required)
| Stakeholder | Approval Needed For | Timeline |
|---|---|---|
| Board/Investors | Capital expenditure if scanner purchases required; strategic direction | Week 1 |
| CEO | Enterprise vendor agreement execution | Week 1 |
| CFO | Budget allocation, volume pricing commitment | Week 1 |
| CDO/Chief Dental Officer | Clinical protocol standardization, provider eligibility criteria | Week 1 |
| VP Operations | Rollout timeline, location prioritization | Week 1–2 |
| Legal/Compliance | BAA execution, data governance review | Week 1 |
Who Needs to Be Informed
| Stakeholder | Communication | Timeline |
|---|---|---|
| Regional Managers | Rollout timeline, their role in supporting locations | Week 2 |
| Office Managers (all locations) | High-level initiative announcement | Week 2 |
| Provider network (all dentists) | Opportunity overview, certification pathway | Week 2 |
| HR | Training scheduling, potential impact on job descriptions | Week 2 |
| Marketing | Patient communication assets needed, service launch timing | Week 2 |
Enterprise-Level Requirements
Network Standards Across Locations
☐ 🟣 Decision: Centralized hosting vs. location-level accounts (recommend: centralized admin portal with location-level sub-accounts for case segregation) ☐ Document minimum bandwidth requirements in location IT standards ☐ Standardize browser version and workstation configuration
Authentication & Access Control
☐ 🔵 Confirm SSO compatibility (ClearCorrect supports SAML-based SSO for enterprise accounts) ☐ 🟣 Decision: Implement SSO or use native ClearCorrect authentication ☐ Define role-based access: Admin (regional), Office Admin (location), Provider, Staff (view-only) ☐ Establish account provisioning/deprovisioning process for staff turnover
Centralized Credentialing
☐ Maintain master list of certified ClearCorrect providers by location ☐ Track provider certification expiration dates ☐ Integrate certification status with privileging/credentialing system
Baseline Metrics to Capture
⚠️ Critical: These metrics MUST be captured BEFORE go-live to enable ROI measurement. Failure to establish baselines is the #1 reason DSOs cannot demonstrate AI implementation value to boards.
Clinical Metrics (Per Location)
| Metric | How to Measure | Why It Matters |
|---|---|---|
| Orthodontic case volume (monthly) | Cases started, not consultations | Baseline for growth measurement |
| Case acceptance rate | Accepted cases ÷ presented cases | Tracks conversion improvement |
| Average case fee | Total ortho revenue ÷ cases | Monitors pricing discipline |
| Referral-out rate | Ortho referrals ÷ patients needing ortho | Measures revenue retention |
| Time from scan to treatment start | Days between consultation and first aligner | Workflow efficiency indicator |
| Case revision rate | % of cases requiring mid-course corrections | Quality indicator |
Operational Metrics (Per Location)
| Metric | How to Measure | Why It Matters |
|---|---|---|
| Chair time per ortho visit | Minutes scheduled for aligner appointments | Efficiency tracking |
| No-show/cancellation rate for ortho | % of ortho appointments not kept | Patient engagement indicator |
| Staff time per case submission | Hours from scan to case submission | Administrative efficiency |
Financial Metrics (Aggregate)
| Metric | How to Measure | Why It Matters |
|---|---|---|
| Ortho revenue per location (monthly) | Total clear aligner revenue | Growth tracking |
| Ortho profit margin | Revenue minus COGS (aligner cost) | Margin improvement |
| Revenue per provider | Ortho revenue ÷ providers offering service | Provider productivity |
Standardization Protocol for Cross-Location Comparison
☐ Create standardized data collection template in Excel/Google Sheets ☐ Define exact date range for baseline period (recommend: trailing 6 months) ☐ Assign regional managers responsibility for baseline collection at their locations ☐ Validate data quality before aggregating (check for zeros, outliers, missing months) ☐ Store baselines in centralized repository accessible to ops and finance teams
3. Location Readiness Assessment
Scoring Framework
Rate each location 1–5 on the following factors, then calculate a composite readiness score.
Factor 1: IT Infrastructure Maturity
| Score | Criteria |
|---|---|
| 5 | Current-generation scanner (<2 years old), 50+ Mbps internet, modern workstations, IT-managed network |
| 4 | Compatible scanner (<4 years old), 25+ Mbps internet, adequate workstations |
| 3 | Compatible scanner requiring firmware update, minimum viable internet, aging workstations |
| 2 | Scanner requires replacement or major upgrade, unreliable internet, hardware gaps |
| 1 | No scanner present, significant infrastructure investment required |
Factor 2: Staff Tenure and Adaptability
| Score | Criteria |
|---|---|
| 5 | Low turnover (<15% annual), prior successful tech implementations, documented training culture |
| 4 | Moderate turnover (15–25%), positive reception to recent changes, stable core team |
| 3 | Average turnover (25–35%), mixed track record with new technology |
| 2 | High turnover (35–50%), resistance to recent initiatives, training challenges documented |
| 1 | Very high turnover (>50%), active staffing crisis, no capacity for new initiatives |
Factor 3: Patient Volume
| Score | Criteria |
|---|---|
| 5 | 1,500+ active patients, high new patient flow, demonstrated ortho demand |
| 4 | 1,000–1,500 active patients, steady new patient flow, moderate ortho interest |
| 3 | 750–1,000 active patients, average new patient acquisition |
| 2 | 500–750 active patients, below-target growth |
| 1 | <500 active patients, location viability concerns |
Factor 4: Existing Tech Stack Compatibility
| Score | Criteria |
|---|---|
| 5 | PMS with confirmed ClearCorrect integration, scanner natively compatible, digital workflow established |
| 4 | PMS integration available, scanner compatible with minor setup, mostly digital |
| 3 | PMS integration possible with workaround, scanner compatible, mixed digital/analog |
| 2 | PMS integration limited, scanner requires upgrade, predominantly analog workflows |
| 1 | No PMS integration path, scanner incompatible, fully analog practice |
Factor 5: Local Champion Availability
| Score | Criteria |
|---|---|
| 5 | Tech-forward provider actively requesting aligners + engaged office manager committed to implementation |
| 4 | Provider interested in aligners + office manager supportive of new technology |
| 3 | Provider neutral but trainable + office manager willing to lead |
| 2 | Provider hesitant but compliant + office manager stretched thin |
| 1 | Provider actively resistant OR office manager opposed/vacant position |
Composite Score Calculation
Formula: (IT × 1.2) + (Staff × 1.0) + (Volume × 0.8) + (Tech Stack × 1.0) + (Champion × 1.5)
Weighting Rationale: Champion availability weighted highest because local advocacy is the strongest predictor of successful adoption. IT infrastructure weighted second because technical blockers cause delays that ripple across waves.
| Composite Score | Readiness Tier | Rollout Recommendation |
|---|---|---|
| 22–27.5 | Tier 1 (High Readiness) | Wave 1 candidate — pilot location |
| 16–21.9 | Tier 2 (Moderate Readiness) | Wave 2 candidate — fast follower |
| 10–15.9 | Tier 3 (Low Readiness) | Wave 3 candidate — requires preparation |
| <10 | Tier 4 (Not Ready) | Defer until infrastructure/staffing remediated |
Sample Readiness Assessment Matrix
| Location | IT (×1.2) | Staff (×1.0) | Volume (×0.8) | Tech Stack (×1.0) | Champion (×1.5) | Composite | Tier |
|---|---|---|---|---|---|---|---|
| Oakwood | 4 (4.8) | 4 (4.0) | 5 (4.0) | 4 (4.0) | 5 (7.5) | 24.3 | 1 |
| Riverside | 5 (6.0) | 3 (3.0) | 4 (3.2) | 5 (5.0) | 4 (6.0) | 23.2 | 1 |
| Downtown | 3 (3.6) | 4 (4.0) | 5 (4.0) | 3 (3.0) | 4 (6.0) | 20.6 | 2 |
| Suburban | 4 (4.8) | 3 (3.0) | 3 (2.4) | 4 (4.0) | 3 (4.5) | 18.7 | 2 |
| Westside | 2 (2.4) | 2 (2.0) | 3 (2.4) | 2 (2.0) | 2 (3.0) | 11.8 | 3 |
Recommended Rollout Sequence
Based on composite scoring:
Wave 1 (Weeks 3–6): Select 2–3 Tier 1 locations
- Prioritize geographic diversity to test regional support models
- Include at least one high-volume location to stress-test workflows
- Include one location with your strongest champion for "success story" content
Wave 2 (Weeks 7–12): Deploy to 5–8 Tier 2 locations
- Group by region to enable regional manager support concentration
- Champions from Wave 1 can provide peer mentorship
Wave 3 (Weeks 13–20): Remaining Tier 2 and Tier 3 locations
- Apply learnings from earlier waves to accelerate deployment
- Pair struggling locations with successful ones for buddy support
Tier 4 Locations: Address infrastructure/staffing gaps first
- Create remediation plans with specific milestones
- Reassess readiness quarterly until threshold met
4. Rollout Strategy
Wave Structure Recommendation
Wave 1: Pilot Deployment (2–3 Locations)
Duration: 4 weeks (2 weeks implementation + 2 weeks stabilization)
Selection Criteria for Wave 1 Locations: ☐ Composite readiness score ≥22 (Tier 1) ☐ Geographic distribution representing different regions (tests regional support) ☐ Provider mix representative of broader network (at least one GP, one orthodontist if applicable) ☐ Office manager with bandwidth to provide detailed feedback ☐ Not your highest-volume location (manageable risk during learning phase) ☐ Not a location with pending staff transitions
Wave 1 Timeline:
| Week | Activities |
|---|---|
| Week 3 | Scanner verification, portal setup, provider certification training |
| Week 4 | Staff training, workflow dry-runs, first live cases submitted |
| Week 5 | Daily check-ins, troubleshooting, workflow refinement |
| Week 6 | Stabilization, documentation of learnings, champion debrief |
Wave 2: Scaled Deployment (5–8 Locations)
Duration: 6 weeks (3 weeks implementation + 3 weeks stabilization)
Selection Criteria for Wave 2 Locations: ☐ Composite readiness score 16–22 (Tier 2) ☐ Regional grouping to enable efficient support travel ☐ Wave 1 learnings addressed in pre-deployment preparation
Wave 2 Timeline:
| Week | Activities |
|---|---|
| Week 7–8 | Technical setup, Wave 1 champions train Wave 2 champions |
| Week 9–10 | Staff training, live cases begin |
| Week 11–12 | Stabilization, workflow refinement |
Wave 3: Full Network Deployment (Remaining Locations)
Duration: 8 weeks
Structure: Deploy in sub-waves of 5–8 locations every 2 weeks, using scaled resources developed in earlier waves.
Wave 3 Timeline:
| Week | Activities |
|---|---|
| Week 13–14 | Sub-wave 3a deployment |
| Week 15–16 | Sub-wave 3b deployment |
| Week 17–18 | Sub-wave 3c deployment |
| Week 19–20 | Final locations, network-wide stabilization |
Go/No-Go Criteria Between Waves
🟣 To Advance from Wave 1 to Wave 2, ALL Must Be True:
☐ ≥80% of submitted cases accepted by ClearCorrect lab without revision requests ☐ All Wave 1 providers certified and have submitted ≥3 cases each ☐ Case submission workflow documented with average time <30 minutes ☐ No unresolved Severity 1 technical issues (portal access, scan upload failures) ☐ Staff training completion rate ≥95% at all Wave 1 locations ☐ Champion feedback indicates manageable workload and adequate support
⚠️ Red Flags Triggering Wave Pause:
20% of scans rejected by lab (calibration or technique issue)
- Provider refusal to adopt platform after training
- Unresolved integration issue blocking patient records access
- Champion burnout or turnover
- Patient complaints about aligner quality or fit
To Advance from Wave 2 to Wave 3, Additionally:
☐ Train-the-trainer model validated (Wave 1 champions successfully trained Wave 2 staff) ☐ Regional support model operational (regional managers actively engaged) ☐ Centralized dashboard metrics populating accurately for all Wave 1 + Wave 2 locations ☐ 🟣 CFO sign-off on unit economics validation (margin per case meets projections)
Rollback Plan
If a wave experiences critical failures, execute the following containment protocol:
Immediate Actions (Within 24 Hours of Issue Identification)
- Document the failure mode and affected locations
- 🔵 Engage vendor technical support for root cause analysis
- Communicate pause to affected location champions
- Notify next wave locations of delay (if applicable)
Containment Options (Based on Failure Type)
| Failure Type | Containment Action |
|---|---|
| Single-location technical issue | Isolate location, continue wave at other locations |
| Vendor platform outage | Pause all activity, activate SLA escalation |
| Training/adoption failure at one location | Remove from wave, provide additional support, re-queue for later wave |
| Systemic workflow issue | Pause wave, convene rapid improvement team, redesign before resuming |
Rollback Execution (If Wave Must Be Fully Reversed)
☐ 🔵 Vendor deactivates accounts for affected locations ☐ Staff reverts to pre-implementation referral workflow ☐ Document all learnings in formal post-mortem ☐ 🟣 CDO/VP Ops present findings to C-suite with remediation plan ☐ Establish specific criteria that must be met before reattempting
5. Configuration & Integration (Weeks 2–3)
Practice Management System Integration
Dentrix Integration
| Step | Action | Time Estimate | Owner |
|---|---|---|---|
| 🔵 1 | Confirm Dentrix version compatibility (G7.1+) | 15 min | IT + Vendor |
| 2 | Install ClearCorrect connector module | 30 min/location | IT |
| 3 | Configure patient data sync settings | 20 min | IT |
| 4 | Map procedure codes (D8040, D8070) to ClearCorrect case types | 30 min | Billing |
| ⚠️ 5 | Test patient search and record pull in Dentrix sandbox | 45 min | IT + Staff |
| 6 | Enable automatic case status updates in patient record | 15 min | IT |
Eaglesoft Integration
| Step | Action | Time Estimate | Owner |
|---|---|---|---|
| 🔵 1 | Confirm Eaglesoft version compatibility (21.x+) | 15 min | IT + Vendor |
| 2 | Enable API access in Eaglesoft admin panel | 20 min | IT |
| 🔵 3 | Obtain integration credentials from vendor | 10 min | Vendor |
| 4 | Configure bi-directional sync settings | 30 min | IT |
| ⚠️ 5 | Test with synthetic patient record | 45 min | IT + Staff |
| 6 | Document custom field mappings | 30 min | IT |
Open Dental Integration
| Step | Action | Time Estimate | Owner |
|---|---|---|---|
| 🔵 1 | Confirm Open Dental version (21.1+) | 15 min | IT + Vendor |
| 2 | Enable eServices API | 20 min | IT |
| 3 | Generate API key for ClearCorrect | 10 min | IT |
| 🔵 4 | Provide API key to vendor for portal configuration | 15 min | IT + Vendor |
| ⚠️ 5 | Test patient data flow in both directions | 45 min | IT + Staff |
| 6 | Configure automated charting entries for aligner deliveries | 20 min | IT |
Imaging System Integration
iTero Scanner
| Step | Action | Time Estimate | Owner |
|---|---|---|---|
| 1 | Update iTero software to latest version | 30 min/unit | IT |
| 🔵 2 | Link iTero account to ClearCorrect portal | 20 min | Vendor-assisted |
| 3 | Configure direct submission pathway in scanner interface | 15 min | IT |
| 4 | Test scan capture and upload workflow | 30 min | Staff |
| ⚠️ 5 | Verify file format compatibility (.STL export) | 15 min | IT |
3Shape TRIOS
| Step | Action | Time Estimate | Owner |
|---|---|---|---|
| 1 | Update TRIOS firmware | 30 min/unit | IT |
| 🔵 2 | Enable ClearCorrect connection in TRIOS software | 20 min | Vendor-assisted |
| 3 | Configure scan export settings | 15 min | IT |
| 4 | Test complete workflow: scan → upload → case creation | 30 min | Staff |
Medit/Carestream/Planmeca
| Step | Action | Time Estimate | Owner |
|---|---|---|---|
| 1 | Verify scanner is on ClearCorrect compatibility list | 10 min | IT |
| 2 | Update scanner software to minimum required version | 30 min/unit | IT |
| 🔵 3 | Configure file export (.STL or .PLY format) | 20 min | Vendor-assisted |
| ⚠️ 4 | Test manual upload pathway to ClearCorrect portal | 30 min | Staff |
Test Environment Setup and Validation
Validation Checklist (Per Location)
☐ Successfully log into ClearCorrect portal with location credentials ☐ Provider profiles display with correct NPI and certification status ☐ Intraoral scanner successfully captures test scan ☐ Test scan uploads to ClearCorrect without errors ☐ PMS integration returns correct patient demographic data ☐ Test case submission triggers expected workflow status updates ☐ Treatment simulation renders properly on workstation ☐ Patient-facing treatment visualization displays correctly on operatory monitor
Test Environment Approach for DSOs
Recommended: Centralized test environment with location-specific testing
Central Test Environment (Weeks 2–3)
- IT team validates all integrations in controlled environment
- Document known issues and workarounds before location deployment
- Create standard troubleshooting guide based on test findings
Per-Location Validation (During each wave)
- 30-minute validation checklist executed at each location before go-live
- Champion responsible for local validation with IT remote support
- No live cases until validation complete and signed off
Data Migration (If Applicable)
If migrating from another aligner system (Invisalign, SureSmile, etc.):
| Step | Action | Time Estimate | Owner |
|---|---|---|---|
| 1 | Export patient list with active aligner cases from current system | 2 hours | IT |
| 🔵 2 | Coordinate case data transfer requirements with ClearCorrect | 1 hour | Vendor |
| ⚠️ 3 | Identify patients mid-treatment who cannot migrate | 2 hours | CDO |
| 🟣 4 | Decision: Complete existing cases on old system vs. transfer | Variable | CDO |
| 5 | Archive historical case photos and treatment plans locally | 4 hours | IT |
Security and HIPAA Compliance Verification
Enterprise-Level HIPAA Checklist
| Requirement | Verification Step | Owner | Status |
|---|---|---|---|
| 🔵 BAA Executed | Confirm signed Business Associate Agreement on file | Legal | ☐ |
| Data Encryption in Transit | Verify TLS 1.2+ for all data transmission | IT | ☐ |
| Data Encryption at Rest | Confirm vendor attestation for stored PHI | IT + Vendor | ☐ |
| Access Controls | Role-based access implemented, documented | IT | ☐ |
| Audit Logging | Confirm vendor provides access logs on request | Legal + Vendor | ☐ |
| Breach Notification | Review vendor breach notification procedures | Legal + Vendor | ☐ |
| Data Retention | Confirm retention policies align with state requirements | Legal | ☐ |
| Minimum Necessary | Access limited to staff with legitimate need | HR + IT | ☐ |
Data Governance Requirements
☐ 🟣 Document data ownership: Who owns patient scan data? (Typically practice/DSO) ☐ 🟣 Understand data portability: Can data be extracted if contract terminates? ☐ Define acceptable use: Can vendor use aggregated/de-identified data for product improvement? ☐ Map data flow: Document every system that touches patient PHI in aligner workflow
Standardized vs. Location-Specific Configuration
Standardize Centrally (Use Identical Settings)
| Setting | Rationale |
|---|---|
| Security settings and access roles | Compliance consistency |
| Procedure code mappings | Billing accuracy |
| Treatment types offered | Service standardization |
| File export formats | IT support simplicity |
| Notification preferences | Workflow consistency |
Allow Location-Level Configuration
| Setting | Rationale |
|---|---|
| Provider treatment preferences | Clinical autonomy |
| Patient communication templates (within brand guidelines) | Local market adaptation |
| Scanner-specific settings | Hardware variation |
| Appointment scheduling rules | Operational variation |
6. Team Training Plan
Train-the-Trainer Model
Champion Selection Criteria
Each location requires one designated ClearCorrect Champion. Selection criteria:
| Criteria | Weight | Assessment Method |
|---|---|---|
| Clinical credibility (provider or senior hygienist) | High | CDO/Office Manager nomination |
| Technology comfort level | High | Prior tech adoption history |
| Tenure at location | Medium | >18 months preferred |
| Communication skills | High | Office Manager assessment |
| Bandwidth availability | High | Can dedicate 10 hours during launch month |
| Leadership willingness | High | Self-nomination or enthusiastic acceptance |
Champion Responsibilities
- Complete ClearCorrect certification (8–12 hours)
- Attend Wave-specific train-the-trainer session (4 hours)
- Train all staff at their location using standardized materials
- Serve as first-line support for staff questions during first 4 weeks
- Escalate technical issues following escalation protocol
- Provide weekly feedback to regional manager during wave period
- Conduct 30-day refresher training for team
Champion Training Timeline
| Activity | Duration | Format | Owner |
|---|---|---|---|
| 🔵 ClearCorrect provider certification | 8–12 hours | Online self-paced + live cases | Vendor |
| Central train-the-trainer session | 4 hours | Virtual live session | Central Ops |
| Practice delivery of training modules | 2 hours | Self-study | Champion |
| Mock training delivery with feedback | 1 hour | Video call with regional | Champion + Regional |
Standardized Training Materials (Created Centrally)
Materials to Develop Before Wave 1
☐ Provider Training Deck (45 min content) ☐ Staff Training Deck (30 min content) ☐ Workflow Quick Reference Guide (1 page per role) ☐ Case Submission Checklist ☐ Patient FAQ (for staff to reference) ☐ Troubleshooting Guide (common issues + solutions) ☐ Training Completion Sign-Off Form
Champion Customization Allowed
☐ Adjust timing based on location schedule ☐ Add location-specific examples ☐ Incorporate location-specific scanner instructions ☐ Adapt patient communication language to local demographics
Role-Specific Training Outlines
Dentists/Providers
Training Time: 90 minutes (classroom) + 8–12 hours (certification) Format: 🔵 Live virtual certification with vendor + Champion-led workflow training
Curriculum:
- ClearCorrect system overview and case selection criteria (20 min)
- Treatment planning interface navigation (30 min)
- How to interpret AI-generated treatment simulations (20 min)
- Doctor modification tools and when to use them (15 min)
- Patient presentation of treatment plans (15 min)
- ⚠️ When to override AI recommendations (clinical scenarios) (20 min)
- Case submission and approval workflow (10 min)
- Live case practice with vendor support (included in certification)
Common Resistance Points:
- "This will slow me down" → Show time savings from integrated workflow after learning curve
- "I don't trust AI treatment plans" → Emphasize doctor control and modification capability
- "I'm not trained in orthodontics" → Highlight case complexity tiers and when to refer
Day 1 Provider Cheat Sheet:
┌─────────────────────────────────────────────────────────────┐
│ CLEARCORRECT PROVIDER QUICK REFERENCE │
├─────────────────────────────────────────────────────────────┤
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AI-generated implementation guide based on public vendor information. Verify specifics directly with ClearCorrect.