ClearDent — Implementation Playbook (DSO)

ClearDent Practice Management Implementation Playbook

A Strategic Deployment Guide for Dental Support Organizations

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1. Executive Summary

What ClearDent Does

ClearDent is a comprehensive cloud-based practice management platform that unifies scheduling, charting, treatment planning, billing, patient communications, and business intelligence into a single integrated system. Its AI-powered features include automated appointment optimization, predictive analytics for patient retention, intelligent insurance verification, and real-time operational dashboards that aggregate data across unlimited locations.

Why DSOs Specifically Benefit from This Category of AI

Practice management platforms with embedded AI capabilities deliver exponential value at DSO scale for three critical reasons:

1. Data Aggregation Power: With 15–50 locations generating thousands of daily transactions, ClearDent's AI can identify patterns—revenue leakage, scheduling inefficiencies, treatment acceptance trends—that would be invisible at the single-practice level. Cross-location benchmarking becomes automatic rather than a quarterly exercise.

2. Standardization Without Rigidity: A centralized platform enforces operational consistency (coding standards, scheduling protocols, reporting definitions) while allowing location-level flexibility where it matters. This solves the perennial DSO challenge of balancing autonomy with accountability.

3. Operational Leverage: One configuration change, one workflow update, one new report can propagate across all locations instantly. Your central operations team gains capacity to manage growth without linear headcount additions.

Expected Timeline: Decision to Full Deployment

DSO Size	Pilot Phase	Full Deployment	Total Timeline
15–25 locations	6–8 weeks	12–16 weeks	5–6 months
26–40 locations	8–10 weeks	16–22 weeks	6–8 months
41–50 locations	8–10 weeks	22–28 weeks	8–10 months

These timelines assume concurrent data migration, adequate IT resources, and no major integration complications. Add 4–6 weeks if replacing a legacy system with significant historical data.

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

Technical Requirements

Hardware Requirements (Per Location)

☐ Workstations: Windows 10/11 Pro (64-bit), minimum 8GB RAM, SSD storage recommended
☐ Servers: N/A (cloud-hosted), but local caching appliance recommended for locations with unreliable internet
☐ Monitors: Minimum 1920x1080 resolution; dual monitors recommended for clinical workstations
☐ Peripherals: USB barcode scanners for inventory management, signature pads for consent capture
☐ Network hardware: Managed switches, enterprise-grade wireless APs (not consumer-grade routers)

Network Requirements

☐ Minimum bandwidth: 50 Mbps symmetric per location (100 Mbps recommended for 8+ operatories)
☐ Latency: <50ms to ClearDent cloud infrastructure
☐ Redundancy: Secondary ISP connection or cellular failover for locations exceeding $40K monthly production ⚠️
☐ Firewall configuration: Whitelist ClearDent IP ranges and required ports (provided during onboarding)

Software Requirements

☐ Supported browsers: Chrome (latest), Edge (Chromium-based) — Firefox and Safari not officially supported
☐ PDF viewer for reports and treatment plans
☐ Local antivirus exceptions configured for ClearDent processes
☐ Windows Defender Firewall rules configured

Integration Requirements

☐ Existing imaging system API documentation (or confirmation of TWAIN/native integration support)
☐ Digital imaging sensors and panoramic units with compatible drivers
☐ Payment processing terminal compatibility (verify with ClearDent; Worldpay, Square, and CardConnect confirmed)
☐ Patient communication platform details (if keeping existing vs. using ClearDent's module)

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Vendor Onboarding Steps 🔵

Step	Action	Owner	Timeline
1	Execute Master Service Agreement (MSA) and Business Associate Agreement (BAA)	Legal/Compliance + Vendor	Week 1
2	Complete enterprise discovery questionnaire	VP Operations + Vendor	Week 1
3	Schedule kickoff call with assigned Implementation Manager	Project Lead + Vendor	Week 1
4	Receive and review Statement of Work (SOW) with location-specific scoping	Project Lead	Week 1
5	Establish dedicated Slack/Teams channel with vendor team	IT + Vendor	Week 1
6	Confirm vendor escalation contacts (Account Executive, Implementation Manager, Technical Lead, Executive Sponsor)	Project Lead + Vendor	Week 1

Key Vendor Contacts to Establish

• Implementation Manager: Day-to-day project coordination (primary contact)
• Technical Lead: Integration issues, API questions, data migration
• Training Coordinator: Scheduling, materials, champion certification
• Account Executive: Contract modifications, scope changes, executive escalations
• Support Portal: Ticket submission process and SLA documentation 🔵

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Data/Access Prerequisites

Credentials and Access (Collect Centrally)

☐ Super-admin credentials for each existing PMS system (Dentrix, Eaglesoft, Open Dental, or other)
☐ Database backup access and schedules for each location
☐ API keys for any connected systems (patient communication, insurance verification, online scheduling)
☐ Imaging system admin credentials and PACS server access where applicable
☐ Domain admin credentials for SSO configuration

Data Inventory

☐ Complete patient record counts per location
☐ Historical appointment data range (how far back to migrate)
☐ Number of active treatment plans per location
☐ Outstanding claims and A/R aging data
☐ Inventory/supply data if managed in current system
☐ Document/attachment storage volumes (consent forms, uploaded images, correspondence)

Data Cleanup (Pre-Migration Critical) ⚠️

☐ Deduplicate patient records across locations sharing patients
☐ Standardize provider NPI and credential data
☐ Reconcile insurance payor IDs with ClearDent's clearinghouse payor list
☐ Archive or purge records beyond retention requirements (reduces migration scope and cost)

Estimated Time: Data inventory: 4–6 hours. Data cleanup: 10–30 hours depending on data hygiene. Assign to a dedicated resource.

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Internal Stakeholder Alignment

Stakeholder Alignment Map

Stakeholder Level	Who	Engagement Type	When	Decision Authority
Board/Investors	Board members, PE partners	Strategic briefing	Pre-signing, quarterly updates	Budget approval, strategic direction 🟣
C-Suite	CEO, CFO, Chief Dental Officer	Steering committee	Bi-weekly during implementation	Go/no-go decisions, scope changes 🟣
VP Operations	VP Ops, VP Clinical	Project sponsor & owner	Daily/weekly	Rollout sequence, escalation decisions
Regional Managers	Regional/District managers	Implementation leads	Weekly	Wave readiness, resource allocation
Office Managers	Location office managers	Local execution	Pre-wave, daily during wave	Staff scheduling, local issue resolution
Providers	Dentists, hygienists, specialists	End users (change recipients)	Training windows, feedback sessions	Clinical workflow input
Support Functions	IT, HR, Compliance, Finance	Functional support	As needed	Technical approval, compliance sign-off

Alignment Activities (Week 1–2)

☐ Board/Investor Briefing (30 min): Investment rationale, expected ROI, risk mitigation plan 🟣
Prepare: One-page executive summary, 3-year TCO analysis, competitive landscape

☐ C-Suite Alignment Session (90 min): Detailed project plan, resource requirements, success metrics 🟣
Prepare: Full project timeline, staffing plan, budget breakdown, escalation framework

☐ Regional Manager Kickoff (2 hours): Rollout strategy, their role in wave execution, location readiness assessment process
Prepare: Location readiness template, wave assignment criteria, communication toolkit

☐ Office Manager Webinar (60 min): Why we're making this change, what to expect, how they'll be supported
Prepare: FAQ document, timeline overview, champion nomination request

☐ Provider Communication (email + optional town hall): Clinical benefits, training approach, feedback channels
Prepare: Clinical workflow preview, "what's changing vs. staying the same" summary

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Enterprise-Level Requirements

Network Standards Across Locations 🟣

☐ Define minimum acceptable bandwidth standard (recommend: 50 Mbps symmetric)
☐ Standardize network hardware vendors/models for supportability
☐ Establish VPN requirements for remote access and inter-location traffic
☐ Document firewall rule standards for ClearDent traffic
☐ Create network assessment template for locations to self-audit

Hosting Architecture Decision 🟣

Model	Description	Pros	Cons	Recommended For
Centralized Cloud (Default)	All data in ClearDent's multi-tenant cloud	Simplest to manage, automatic updates, no local servers	Dependent on internet reliability	Most DSOs
Hybrid	Cloud primary + local caching appliances	Better performance for high-volume locations, offline resilience	Higher complexity, additional hardware cost	DSOs with rural locations or unreliable connectivity
Private Cloud	Dedicated cloud instance	Maximum data isolation, custom SLAs	Premium pricing, longer setup	DSOs with specific compliance requirements

Recommendation: Start with centralized cloud; add hybrid caching for locations with documented connectivity issues.

Single Sign-On (SSO) Configuration 🔵

☐ Confirm SSO protocol support (SAML 2.0, OAuth 2.0)
☐ Provide Identity Provider (IdP) details to ClearDent (Azure AD, Okta, Google Workspace)
☐ Define role-based access control (RBAC) mapping
☐ Test SSO in sandbox environment before production deployment
☐ Document SSO troubleshooting procedures for IT team

Estimated Time: SSO configuration: 4–8 hours (vendor + internal IT). Testing: 2–4 hours.

Centralized Credentialing

☐ Create master provider database with NPI, DEA, state licenses, specialty designations
☐ Establish credential verification workflow (new providers, license renewals)
☐ Define credential data synchronization process with ClearDent
☐ Assign credential maintenance owner (typically HR or Compliance)

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Baseline Metrics to Capture BEFORE Go-Live ⚠️

Critical: These metrics enable ROI measurement. Incomplete baseline data will undermine your ability to demonstrate value to stakeholders.

Standardized Metric Definitions (Use Across All Locations)

Metric Category	Metric	Definition	Collection Method
Revenue	Production per provider	Gross production / provider hours worked	PMS report
Revenue	Collection rate	Collections / adjusted production	PMS + accounting
Revenue	Case acceptance rate	Accepted treatment value / presented treatment value	PMS report (verify consistency) ⚠️
Operations	Chair utilization	Scheduled chair time / available chair time	PMS scheduling report
Operations	Same-day cancellation rate	Same-day cancels + no-shows / total scheduled appointments	PMS report
Operations	Recall reactivation rate	Patients returning within 7 months / patients due for recall	PMS report
Billing	Days in A/R	Average age of outstanding receivables	PMS aging report
Billing	Clean claim rate	Claims accepted on first submission / total claims submitted	Clearinghouse report
Billing	Denial rate	Denied claims / total claims submitted	Clearinghouse report
Patient Experience	Time to answer	Average seconds to answer incoming calls	Phone system or estimate
Patient Experience	Online scheduling adoption	Online-scheduled appointments / total appointments	Scheduling platform

Baseline Collection Process

☐ Create standardized report templates for each metric
☐ Run reports for trailing 3 months (minimum) or 12 months (preferred) for seasonality
☐ Document any known data quality issues by location
☐ Store baseline data in centralized location (spreadsheet, BI tool, or ClearDent's analytics once implemented)
☐ Assign data collection owner per region

Estimated Time: Template creation: 4 hours. Data collection per location: 2–3 hours. Aggregation and QA: 8–12 hours.

⚠️ Common Failure Point: Case acceptance rate calculation varies wildly between practices. Some count only comprehensive treatment plans; others include all treatment presented including single procedures. Standardize the definition NOW or ROI measurement will be meaningless.

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3. Location Readiness Assessment

Scoring Framework

Rate each location on the following factors using a 1–5 scale. Multiply by the weight to get a weighted score. Sum weighted scores for a composite readiness score (max 100).

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

Score	Criteria
5	100+ Mbps internet, <2-year-old workstations, managed network, redundant connectivity
4	50–100 Mbps internet, <4-year-old workstations, managed network
3	25–50 Mbps internet, mixed-age workstations, basic network management
2	10–25 Mbps internet, aging workstations (5+ years), minimal network management
1	<10 Mbps internet, outdated hardware, consumer-grade networking ⚠️

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

Score	Criteria
5	<15% annual turnover, history of successful tech adoptions, proactive learning culture
4	15–25% turnover, previous tech changes managed well, generally positive attitude
3	25–35% turnover, mixed history with technology, some resistance expected
2	35–50% turnover, previous tech implementations struggled, significant training needs
1	>50% turnover, history of failed tech projects, active resistance anticipated ⚠️

Factor 3: Patient Volume (Weight: 15%)

Score	Impact Level	Criteria
5	High Impact, Moderate Risk	150–250 patients/day, mature operations, good staff ratios
4	Moderate Impact, Low Risk	100–150 patients/day, efficient workflows
3	Moderate Impact, Moderate Risk	75–100 patients/day, typical operations
2	Lower Impact, Low Risk	50–75 patients/day, newer practice or lower volume
1	Low Impact, Higher Risk	<50 patients/day or >300 patients/day (too low to measure impact OR too high-risk for pilot)

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

Score	Criteria
5	Current PMS on ClearDent's "native integration" list, digital imaging with TWAIN support, compatible payment processing
4	PMS integration available via standard export, imaging integration confirmed, minor workarounds needed
3	PMS integration requires API work, imaging compatibility unknown, some manual processes expected
2	PMS on end-of-life or poorly documented, imaging integration questionable, significant manual migration needed
1	Legacy PMS with no integration path, analog imaging, complete manual data entry required ⚠️

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

Score	Criteria
5	Identified champion with authority (office manager or lead provider), previous implementation experience, time allocated
4	Identified champion willing to take on role, some tech savvy, needs training on champion responsibilities
3	Potential champion identified but not yet committed, or champion has limited authority
2	No clear champion but office manager willing to consider, competing priorities for their time
1	No willing champion, office manager overwhelmed or resistant, provider(s) opposed to change ⚠️

Scoring Template

Location	IT Infrastructure (×25%)	Staff Adaptability (×20%)	Patient Volume (×15%)	Tech Compatibility (×25%)	Champion Availability (×15%)	Composite Score
Example: Westside Dental	4 (20)	3 (12)	4 (12)	5 (25)	4 (12)	81
[Location 1]
[Location 2]

Readiness Tier Classification

Composite Score	Tier	Rollout Phase
80–100	Tier 1: Pilot Ready	Wave 1 candidates
65–79	Tier 2: Ready with Preparation	Wave 2 candidates
50–64	Tier 3: Needs Remediation	Wave 3+ (after infrastructure/training investment)
<50	Tier 4: Not Ready	Delay until blockers resolved ⚠️

Rollout Sequence Recommendation

Based on readiness scores, recommend rollout sequence following these principles:

1. Wave 1 Pilot Selection (2–3 locations):

   • Select from Tier 1 locations
   • Include at least one location in each distinct "location type" (GP, specialty, high-volume, rural, etc.) for representative learning
   • Prioritize locations with strongest champions
   • Avoid all pilot locations in same region (ensures multiple regional managers learn simultaneously)

2. Wave 2–N Sequencing:

   • Progress through Tier 2, then Tier 3 as remediation completes
   • Consider geographic clustering within waves to enable in-person support
   • Balance regional manager workload (don't put all of one RM's locations in the same wave)

3. Tier 4 Locations:

   • Create remediation plan with specific milestones
   • Escalate infrastructure funding needs to CFO 🟣
   • Consider leadership changes if champion gap is due to personnel issues

Estimated Time: Readiness assessment: 1–2 hours per location (including data gathering and scoring). Regional aggregation: 4–6 hours. Rollout sequence planning: 4–8 hours.

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4. Rollout Strategy

Recommended Wave Structure

For a DSO with 15–50 locations, we recommend a structured wave approach with built-in learning loops:

Wave	Locations	Purpose	Duration
Wave 0: Sandbox	N/A	Configure test environment, validate integrations	2–3 weeks
Wave 1: Pilot	2–3 locations	Prove the model, identify issues, refine playbook	4–6 weeks
Buffer	—	Retrospective, adjustments, champion calibration	1–2 weeks
Wave 2: Early Adopters	5–8 locations	Validate scalability, stress-test support model	4–5 weeks
Buffer	—	Process refinement, training material updates	1 week
Wave 3–N: Scaled Rollout	6–10 locations per wave	Full deployment	3–4 weeks per wave
Cleanup Wave	Remaining + remediated locations	Complete deployment	4–6 weeks

Wave 1 Pilot Selection Criteria

Select 2–3 pilot locations that meet ALL of the following:

☐ Composite readiness score ≥80 (Tier 1)
☐ Identified champion with allocated time (minimum 8 hours/week during pilot)
☐ Office manager tenure ≥12 months
☐ At least one provider who is technology-positive
☐ Representative of broader portfolio (don't pilot only your best-performing outliers)
☐ Regional manager willing to provide intensive support
☐ NOT a location with major leadership changes, construction, or other concurrent disruptions ⚠️

Pilot Location Mix Recommendation

Criteria	Pilot 1	Pilot 2	Pilot 3 (Optional)
Practice type	General dentistry	Specialty or multi-specialty	High-volume or unique model
Geography	Region A	Region B	Region C
Volume	Mid-high	Moderate	Highest readiness
Tech stack	Your most common current PMS	Secondary PMS (if applicable)	Most complex integration scenario

Timeline Per Wave

Wave 1 (Pilot) Timeline: 6 Weeks

Week	Activities
Week 1	Final configuration, data migration validation, champion certification
Week 2	Staff training completion, parallel run begins
Week 3	Go-live, intensive support, daily standups
Week 4	Stabilization, issue resolution, workflow refinement
Week 5	Optimization, metrics collection, staff feedback
Week 6	Retrospective, playbook updates, Wave 2 preparation

Wave 2+ Timeline: 4–5 Weeks Per Wave

Week	Activities
Week 1	Configuration deployment, data migration, training
Week 2	Go-live, intensive support
Week 3	Stabilization, issue resolution
Week 4	Optimization, handoff to standard support
Week 5 (if needed)	Extended stabilization for complex locations

Go/No-Go Criteria 🟣

Before advancing from one wave to the next, verify the following criteria are met:

Technical Go/No-Go

Criterion	Threshold	Source
System uptime	≥99.5% during pilot period	ClearDent monitoring
Integration errors	<2% of transactions	Integration logs
Data accuracy	100% patient record match post-migration	QA audit
Performance	Page loads <3 seconds	User feedback + monitoring

Operational Go/No-Go

Criterion	Threshold	Source
Scheduled appointments processed	≥98% of baseline	Daily scheduling reports
Claims submitted successfully	≥95% clean claim rate	Clearinghouse reports
Critical workflow blockers	Zero unresolved P1 issues	Issue tracker
Revenue continuity	Production within 5% of prior period	Financial reports

Adoption Go/No-Go

Criterion	Threshold	Source
Staff training completion	100% of required roles trained	Training tracker
User login adoption	≥90% of staff logging in daily	ClearDent usage analytics
Champion confidence	Champion rates confidence ≥4/5	Champion survey
Provider acceptance	No provider threatening to leave over system change	Regional manager pulse

⚠️ Decision Protocol: If ANY technical criterion fails, STOP. If 2+ operational criteria fail, STOP. If adoption criteria mixed, proceed with caution and enhanced support for next wave.

Rollback Plan

If a wave must be paused or rolled back:

Immediate Actions (Day 1 of Rollback Decision)

☐ Notify all affected location staff via urgent communication
☐ Reactivate legacy system access (ensure licenses are maintained during transition period) ⚠️
☐ Brief regional managers on messaging to staff and patients
☐ Communicate to vendor with specific issues requiring resolution 🔵

Data Continuity Protocol

☐ Export all data entered in ClearDent during live period
☐ Create reconciliation plan for any transactions that need re-entry to legacy system
☐ Document delta between systems (new patients, updated records, completed procedures)
☐ Assign data reconciliation owner per location

Timeline Adjustment

☐ Add minimum 2-week buffer before reattempting rolled-back locations
☐ Root cause analysis required before retry
☐ Root cause resolution verified in sandbox environment
☐ Consider splitting rolled-back locations into separate mini-wave

Communication Protocol

☐ To Staff: "We've identified some technical issues that need resolution before continuing. You'll return to [previous system] temporarily while we work with the vendor to fix these issues. This is not a failure—this is good project management."
☐ To Providers: Same message, plus reassurance that patient care continuity is priority
☐ To Leadership: Honest assessment of issues, root cause analysis timeline, revised project timeline 🟣

Estimated Time: Rollback execution: 24–48 hours. Root cause analysis: 1–2 weeks. Resume planning: 1 week.

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5. Configuration & Integration (Weeks 2–3)

Step-by-Step Integration with Common Practice Management Systems

Dentrix Integration 🔵

Pre-Migration Data Export

Step	Action	Owner	Time
1	Verify Dentrix version (G6+ required for automated export)	Local IT + Vendor	30 min
2	Run and verify backup of Dentrix database	Office Manager	1 hour
3	Generate patient demographic export (XML or CSV)	Office Manager	30 min
4	Generate appointment history export (specify date range)	Office Manager	30 min
5	Generate treatment history and ledger exports	Office Manager	1 hour
6	Export clinical notes using Dentrix Document Center	Office Manager	1–2 hours
7	Validate export completeness (record counts, date ranges)	IT/Project Lead	1 hour

Migration Execution

Step	Action	Owner	Time
8	Upload exports to ClearDent secure migration portal	IT + Vendor	30 min
9	Vendor processes migration in staging environment	Vendor	2–5 days 🔵
10	Receive migration validation report	IT + Vendor	—
11	Spot-check 20 random patient records against source	Office Manager	2 hours
12	Verify financial totals (A/R, ledger balances)	Billing Lead	2 hours
13	Approve migration or document discrepancies	Project Lead	1 hour
14	Vendor promotes to production	Vendor	1–2 hours 🔵

⚠️ Common Failure Point: Dentrix treatment plan data often doesn't export cleanly. Active treatment plans may need manual re-entry. Plan for 30 minutes per location to recreate high-value pending treatment plans.

Eaglesoft Integration 🔵

Pre-Migration Data Export

Step	Action	Owner	Time
1	Verify Eaglesoft version and confirm with ClearDent compatibility	Local IT + Vendor	30 min
2	Run Patterson Eaglesoft backup utility	Office Manager	1 hour
3	Generate Universal Data Export (if available in version)	Office Manager	30 min
4	If no Universal Export: generate individual reports (patient list, appointments, ledger)	Office Manager	2 hours
5	Export attachments and images from Eaglesoft attachment folders	IT	1–2 hours

Migration Execution Follow steps 8–14 from Dentrix integration above.

⚠️ Common Failure Point: Eaglesoft image attachment paths may not translate correctly. Plan for manual image verification and potential re-attachment for recent images.

Open Dental Integration 🔵

Pre-Migration Data Export

Step	Action	Owner	Time
1	Verify Open Dental version (18.4+ recommended)	IT + Vendor	15 min
2	Create MySQL database backup	IT	30 min
3	Generate patient export via Open Dental tools	Office Manager	30 min
4	Generate procedure codes, appointments, and ledger exports	Office Manager	1 hour
5	Export images from AtoZ folder structure	IT	1 hour

Migration Execution

Open Dental's MySQL structure often allows direct database migration rather than export/import. Coordinate with ClearDent on optimal approach. 🔵

Estimated Time per location: 3–4 hours data export, 2–5 days vendor processing, 4–6 hours validation.

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Step-by-Step Integration with Imaging Systems

Digital Sensor/Intraoral Camera Integration

Step	Action	Owner	Time
1	Inventory all imaging hardware by location (make/model/serial)	Local Champion	1 hour per location
2	Cross-reference with ClearDent's certified hardware list	IT + Vendor	30 min per location 🔵
3	Download and install ClearDent imaging bridge software	IT	30 min per workstation
4	Configure TWAIN settings for each imaging device	IT + Vendor	30 min per device 🔵
5	Test image capture and verify storage in ClearDent	Clinical Staff	15 min per device

Panoramic/Ceph/CBCT Integration

Step	Action	Owner	Time
1	Identify imaging software for each unit (Carestream, Dexis, Planmeca, etc.)	IT	30 min
2	Obtain DICOM configuration details or confirm native ClearDent integration	IT + Vendor	30 min 🔵
3	Configure DICOM bridge or direct integration	IT + Vendor	1–2 hours 🔵
4	Test image acquisition with patient record linking	Clinical Staff	30 min
5	Verify historical image migration if applicable	IT	1 hour

⚠️ Common Failure Point: Panoramic units more than 8 years old may lack DICOM support and require manual image import workflows.

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Test Environment Setup and Validation Checklist

Sandbox Environment Configuration 🔵

☐ ClearDent provisions dedicated test/sandbox tenant
☐ Load sample data (mix of synthetic and anonymized production data)
☐ Configure all integrations in sandbox first
☐ Create test user accounts for each role type
☐ Document sandbox access credentials and rotation schedule

Validation Testing Checklist

Patient Management ☐ Create new patient record
☐ Search for existing patient
☐ Update patient demographics
☐ Merge duplicate patient records
☐ Verify insurance information displays correctly

Scheduling ☐ Book new appointment
☐ Reschedule existing appointment
☐ Cancel appointment and verify reason tracking
☐ Run scheduling reports
☐ Test appointment reminders (SMS, email) 🔵

Clinical Charting ☐ Complete exam charting
☐ Create treatment plan
☐ Present treatment plan (verify display format)
☐ Mark procedures complete
☐ Sign clinical notes

Billing ☐ Post charges
☐ Submit claim electronically
☐ Receive ERA and post payment
☐ Generate patient statement
☐ Process patient payment

Reporting ☐ Run production report
☐ Run collections report
☐ Run A/R aging report
☐