DeepCura — Implementation Playbook (DSO)

DeepCura AI Scribe Implementation Playbook

A Strategic Guide for DSO Deployment

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1. Executive Summary

What DeepCura Does

DeepCura is an AI-powered clinical documentation platform that automatically generates comprehensive, structured clinical notes in real-time during patient encounters. The system captures provider-patient conversations, extracts clinically relevant information, and produces chart-ready documentation that integrates directly with your practice management system—eliminating manual note-taking and reducing documentation time by 60-80%.

Why DSOs Specifically Benefit from AI Scribes

AI scribes deliver exponential value at scale for DSOs:

• Standardization of Clinical Documentation: Enforce consistent documentation quality, terminology, and completeness across all locations—critical for compliance, audits, and clinical outcomes tracking
• Data Aggregation & Analytics: Centralized documentation standards enable meaningful cross-location benchmarking, population health insights, and quality metrics that fragmented documentation makes impossible
• Provider Efficiency at Scale: A 15-minute daily time savings per provider across 50 locations with 3 providers each translates to 937+ hours of recovered chair time monthly
• Reduced Compliance Risk: Uniform documentation reduces audit exposure and malpractice liability across the organization
• Recruiting & Retention Advantage: Modern clinical tools attract and retain top provider talent who increasingly expect technology to reduce administrative burden

Expected Timeline: Decision to Full Deployment

Phase	Timeline	Coverage
Pre-Implementation	Weeks 1-2	Planning & prep
Wave 1 (Pilot)	Weeks 3-5	2-3 locations
Wave 2	Weeks 6-9	5-8 locations
Wave 3+	Weeks 10-16	Remaining locations
Full Optimization	Weeks 17-20	All locations stabilized

Total Timeline: 4-5 months from signed contract to full deployment across 15-50 locations

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

Technical Requirements

Hardware (Per Location)

☐ Verify workstation specs meet minimum requirements:

• Processor: Intel i5 (8th gen or later) or AMD equivalent
• RAM: 8GB minimum (16GB recommended)
• Available storage: 10GB for local application cache

☐ Assess microphone infrastructure:

• USB omnidirectional microphones for operatories ($50-150/unit)
• Lapel microphones for providers who move frequently
• Verify ambient noise levels in operatories (DeepCura performs best under 65dB)

☐ Confirm monitor real estate: Dual monitors recommended for seamless note review during treatment

Network Requirements

☐ Internet bandwidth: Minimum 25Mbps upload/download per location ☐ Latency: Under 100ms to DeepCura servers ☐ Firewall configuration: Whitelist DeepCura domains (obtain list from vendor) ☐ Wi-Fi stability: Hardwired connections preferred for operatory workstations

⚠️ Common Failure Point: Older DSO locations often have network infrastructure from initial buildout. Conduct actual speed tests during peak patient hours—not just reported ISP speeds.

Software Requirements

☐ Operating System: Windows 10/11 or macOS 12+ ☐ Browser: Chrome 90+ or Edge 90+ (for web-based dashboard) ☐ PMS versions verified compatible (see Section 5 for integration details)

Vendor Onboarding Steps

🔵 Vendor Involvement Required

☐ Schedule kickoff call with DeepCura implementation team (Week 1, Day 1)

• Attendees: Your IT lead, operations lead, clinical champion, DeepCura Implementation Manager

☐ Establish key vendor contacts:

Role	Name	Contact	Response SLA
Implementation Manager	[From DeepCura]		4 hours
Technical Support Lead	[From DeepCura]		2 hours critical/24 hours standard
Customer Success Manager	[From DeepCura]		24 hours
Escalation Contact	[From DeepCura]		Per agreement

☐ Confirm implementation package and scope in writing ☐ Review and sign BAA (if not already executed with MSA) ☐ Confirm licensing model: per-provider, per-location, or enterprise

🔵 ☐ Request DeepCura to provision enterprise admin portal access 🔵 ☐ Schedule technical architecture review with DeepCura engineering

Estimated Time: 2-3 hours of meetings, 2-4 hours of admin coordination

Data/Access Prerequisites

☐ Compile list of all PMS instances across locations (version numbers, hosting type) ☐ Identify PMS admin credentials or contact information for hosted systems ☐ Document current EHR/clinical notes workflow for each location (variations matter) ☐ Provision DeepCura API integration credentials from your PMS vendor ☐ Identify imaging system integrations needed (if documentation will reference images) ☐ Create DeepCura admin accounts for:

• Central IT administrator(s)
• Central operations lead(s)
• Regional managers (read-only analytics access)

⚠️ Common Failure Point: API access from PMS vendors can take 2-4 weeks. Start this request immediately upon project kickoff.

Estimated Time: 4-6 hours of data gathering, 1-2 weeks for API provisioning

Enterprise-Level Requirements

Network Standards

🟣 ☐ Executive Decision: Centralized vs. location-level hosting model

• Centralized: All data flows through DSO data center
• Location-level: Each location connects directly to DeepCura cloud
• Recommendation: Location-level with centralized monitoring for most DSOs (lower latency, simpler architecture)

☐ Establish network performance monitoring across all locations ☐ Verify VPN configurations if required by corporate security policy

Identity & Access Management

☐ SSO integration: Confirm DeepCura supports your identity provider (Okta, Azure AD, Google Workspace) 🔵 ☐ Request SSO configuration guide from DeepCura ☐ Define role-based access control (RBAC) structure:

Role	Access Level	Capabilities
Enterprise Admin	Full	All settings, all locations
Regional Manager	Region-scoped	View reports, manage region settings
Location Admin	Location-scoped	Manage location users, view location reports
Provider	Individual	Own documentation, personal settings
Support Staff	Limited	View-only where applicable

Centralized Credentialing

☐ Create provider onboarding template for DeepCura access ☐ Integrate with existing credentialing workflow (add DeepCura to new provider checklist) ☐ Define de-provisioning process for departing providers

Estimated Time: 8-12 hours for enterprise configuration planning

Internal Stakeholder Alignment

Stakeholder Alignment Map

Stakeholder	Role in Implementation	Engagement Type	Timing
🟣 Board/Investors	Approve budget, track ROI	Quarterly updates	Pre-decision, quarterly
🟣 CEO/COO	Champion initiative, resource allocation	Weekly briefings during rollout	Continuous
🟣 Chief Dental Officer	Clinical workflow approval, provider buy-in	Clinical design partner	Weeks 1-4, then monthly
VP of Operations	Day-to-day implementation ownership	Project owner	Continuous
IT Director	Technical execution	Technical lead	Continuous
Regional Managers	Cascade communication, local accountability	Wave-by-wave briefings	Per wave
Office Managers	Local execution, staff coordination	Training, go-live support	2 weeks before location go-live
Providers	Primary users	Training, feedback	1 week before location go-live
Front Desk/Billing	Secondary users	Training	Go-live week

Approval Gates

🟣 ☐ Gate 1: Budget and vendor selection (Board/C-Suite) 🟣 ☐ Gate 2: Implementation plan approval (C-Suite) 🟣 ☐ Gate 3: Wave 1 pilot location selection (VP Ops + CDO) 🟣 ☐ Gate 4: Wave 1 to Wave 2 advancement (VP Ops) 🟣 ☐ Gate 5: Full deployment declaration (C-Suite)

Estimated Time: 4-8 hours of stakeholder meetings

Baseline Metrics Capture

⚠️ Critical: Without baseline metrics, you cannot demonstrate ROI. This is the most frequently skipped step and the most regretted.

Required Baseline Metrics (Capture at ALL locations)

Metric	How to Measure	Who Owns	Target Collection
Provider documentation time	Time study: random sample of 10 visits per provider	CDO/Office Manager	Week 1
Notes completed same-day	PMS report: % of notes locked within 24 hours	IT/Operations	Pull 90-day historical
Chart completion rate	Audit: % of required fields populated	Compliance	Sample 50 charts/location
Provider overtime	Payroll/time records	HR/Finance	Pull 90-day historical
Note quality score	Chart audit using standardized rubric	CDO	Sample 20 charts/location
Provider satisfaction	Baseline survey (see template below)	HR/Operations	Week 1
Patient wait time (if applicable)	PMS or check-in system	Operations	Pull 90-day historical

Standardized Measurement Protocol

To ensure cross-location comparability:

☐ Create standardized time study protocol (same methodology everywhere) ☐ Define "documentation time" consistently (dictation only vs. dictation + review + signature) ☐ Use identical chart audit rubric across all locations ☐ Collect all baseline data within a 2-week window ☐ Store baseline data in centralized repository (not local spreadsheets)

Baseline Provider Survey (5 Questions)

1. On a scale of 1-10, how satisfied are you with your current documentation workflow?
2. How many hours per week do you spend on documentation outside of patient appointments?
3. What is your biggest frustration with clinical documentation today?
4. How open are you to adopting new documentation technology? (1-10)
5. What would make you consider a new documentation tool successful?

Estimated Time: 15-20 hours across all locations for comprehensive baseline capture

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3. Location Readiness Assessment

Scoring Framework

Rate each location on the following factors (1 = lowest readiness, 5 = highest readiness):

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

Score	Network Speed	Hardware Age	PMS Version
5	100+ Mbps, hardwired	< 2 years	Current release
4	50-99 Mbps	2-3 years	1 version behind
3	25-49 Mbps	3-4 years	2 versions behind
2	10-24 Mbps	4-5 years	3+ versions behind
1	< 10 Mbps or unreliable	5+ years	Legacy/unsupported

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

Score	Turnover Rate (Annual)	Tech Comfort	Recent Training
5	< 10%	Enthusiastic early adopters	3+ tech trainings in 12 mo
4	10-20%	Comfortable with change	2 tech trainings in 12 mo
3	20-30%	Neutral, will comply	1 tech training in 12 mo
2	30-50%	Resistant but manageable	No recent tech training
1	> 50%	Actively resistant	No training infrastructure

Factor 3: Patient Volume (Weight: 15%)

Score	Daily Patient Volume	Impact	Risk Level
5	40-60/day	High impact, moderate complexity	Ideal pilot
4	30-40/day	Good impact, manageable	Good pilot
3	60-80/day	High impact, high complexity	Wave 2
2	20-30/day	Lower impact	Lower priority
1	< 20 or > 80/day	Too low impact or too risky	Defer

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

Score	PMS	Imaging	Other Integrations
5	Certified integration	Certified integration	All systems compatible
4	Tested integration	Tested integration	Most systems compatible
3	API available, untested	API available	Some compatibility issues
2	Limited API	Limited API	Significant workarounds needed
1	No integration path	No integration path	Major barriers

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

Score	Champion Availability	Champion Profile
5	Enthusiastic provider + office manager	Tech-forward, influential, available
4	Enthusiastic provider OR office manager	Good influence, committed
3	Willing participant identified	Compliant but not enthusiastic
2	No clear champion	Will need to assign someone
1	Active resistance from leadership	Key personnel opposed

Composite Readiness Score Calculation

Weighted Score = (IT × 0.25) + (Staff × 0.20) + (Volume × 0.15) + (Tech × 0.25) + (Champion × 0.15)

Score Interpretation

Composite Score	Readiness Tier	Rollout Recommendation
4.0 - 5.0	High Readiness	Wave 1 candidate
3.0 - 3.9	Moderate Readiness	Wave 2 candidate
2.0 - 2.9	Low Readiness	Wave 3 (with prep work)
< 2.0	Not Ready	Defer until remediation complete

Location Readiness Matrix Template

Location	IT (1-5)	Staff (1-5)	Volume (1-5)	Tech (1-5)	Champion (1-5)	Weighted Score	Tier
Location A
Location B
...

Recommended Rollout Sequence

Wave 1 Selection Criteria (select 2-3 locations):

• Composite score 4.0+ (high readiness)
• Geographic diversity (if testing regional support models)
• Representative of broader portfolio (mix of specialties, volumes, PMS versions)
• Manageable failure risk (not your flagship locations)
• Willing and capable local champion

Wave 2 Selection Criteria (select 5-8 locations):

• Composite score 3.0-3.9
• Any locations requiring minor remediation from initial assessment
• Geographic clustering with Wave 1 locations (leverage Wave 1 champions)

Wave 3+ Selection Criteria (remaining locations):

• Lower readiness locations with completed remediation
• Locations requiring hardware/network upgrades (upgrades completed)
• Locations with staff changes or new champions trained

Estimated Time: 2-4 hours per location for assessment, 4-6 hours for analysis and sequencing

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4. Rollout Strategy

Wave Structure Overview

Week 1-2: Pre-Implementation (All prep work)
    │
Week 3-5: WAVE 1 (2-3 pilot locations)
    │ ← Learning capture window (Week 6)
    │
Week 6-9: WAVE 2 (5-8 locations)
    │ ← Learning capture window (Week 10)
    │
Week 10-16: WAVE 3+ (Remaining locations, staggered)
    │
Week 17-20: Full Optimization

Wave 1: Pilot Phase (Weeks 3-5)

Selection Criteria for Pilot Locations

Select 2-3 locations that are: ☐ High readiness score (4.0+) ☐ Not your highest-revenue locations (manageable failure impact) ☐ Not your lowest-performing locations (need baseline competence) ☐ Representative of your portfolio mix (different PMS, specialties if applicable) ☐ Geographically accessible for on-site support ☐ Led by enthusiastic, communicative office manager ☐ Include at least one "skeptical but fair" provider (their conversion builds credibility)

Wave 1 Timeline

Day	Activity	Owner
W3 Day 1	Wave 1 kickoff call (all pilot locations)	VP Ops
W3 Days 1-3	Configuration & integration (per Section 5)	IT + DeepCura
W3 Days 3-5	Champion training (train-the-trainer)	DeepCura + Operations
W3 Day 5	Staff training at pilot locations	Local champions
W3 Day 5	Go/no-go checkpoint	VP Ops
W4 Day 1	GO-LIVE: Wave 1	All
W4 Days 1-5	Daily check-ins, real-time support	Champions + IT
W5 Days 1-5	Stabilization, workflow refinement	Champions + DeepCura
W5 Day 5	Wave 1 retrospective	VP Ops + all Wave 1 champions

Estimated Time per Pilot Location: 20-30 hours total staff time

Wave 1 Success Metrics

Metric	Target	Red Flag
System uptime	99%+	< 95%
Notes completed in system	80%+ of encounters	< 50%
Provider satisfaction (pulse survey)	7+/10	< 5/10
Critical issues reported	< 3/week	5+/week
Average documentation time	Flat or decreased	20%+ increase

Go/No-Go Criteria: Wave 1 → Wave 2

"Go" Criteria (ALL must be true):

☐ All pilot locations live and stable for 5+ business days ☐ Provider adoption rate > 75% (notes created in system vs. old method) ☐ Zero unresolved critical/blocking issues ☐ Training methodology validated (champions can successfully train staff) ☐ Integration stable (notes flowing to PMS correctly) 🟣 ☐ VP Operations sign-off

"No-Go" Triggers (ANY triggers pause):

⚠️ Provider refusal rate > 25% ⚠️ Data integrity issues (notes not saving, incorrect patient matching) ⚠️ Integration failures requiring vendor escalation ⚠️ Training methodology failing (champions cannot replicate success)

If No-Go: Pause 1-2 weeks, address root cause, conduct remediation, re-assess.

Wave 2: Expansion Phase (Weeks 6-9)

Wave 2 Location Selection

☐ 5-8 locations with composite score 3.0+ ☐ Prioritize locations with natural clustering near Wave 1 sites ☐ Include any "quick fix" locations from lower tiers (e.g., just needed hardware upgrade)

Wave 2 Timeline

Week	Activity
Week 6	Learning capture from Wave 1, update training materials, prep Wave 2
Week 7 Days 1-3	Configuration & integration for Wave 2 locations
Week 7 Days 3-5	Champion training for Wave 2
Week 7 Day 5	Staff training at Wave 2 locations
Week 8 Day 1	GO-LIVE: Wave 2
Weeks 8-9	Daily → every-other-day check-ins, stabilization
Week 9 Day 5	Wave 2 retrospective, Wave 3 planning

Leveraging Wave 1 Champions

☐ Wave 1 champions join Wave 2 training sessions (peer credibility) ☐ Pair each Wave 2 location with a Wave 1 "buddy" location ☐ Document and share Wave 1 FAQs, workarounds, tips ☐ Wave 1 champions available for peer support calls

Wave 3+: Scale Phase (Weeks 10-16)

Wave 3 Considerations

• Can accelerate pace (multiple locations per week) once playbook proven
• Consider geographic clusters for efficient support
• Deploy any deferred locations that have completed remediation

Wave 3 Cadence Options

Org Size	Recommended Pace
15-25 locations	3-5 locations/week
25-40 locations	5-8 locations/week
40-50 locations	8-10 locations/week

Go/No-Go Criteria: Wave 2 → Wave 3

☐ Wave 2 locations stable for 3+ business days ☐ No new critical issues introduced ☐ Training methodology scaling successfully ☐ Central team capacity confirmed for accelerated pace 🟣 ☐ VP Operations sign-off

Rollback Plan

Triggers for Rollback

• Critical patient safety concern
• Data loss or integrity breach
• Complete provider rejection (>50% refusing to use)
• PMS integration causing downstream issues (billing, scheduling)

Rollback Process

Location-Level Rollback:

1. Notify affected location immediately
2. Revert to previous documentation workflow (should still be familiar)
3. Document all in-progress notes in DeepCura; manually transfer to PMS
4. 🔵 Contact DeepCura support to investigate root cause
5. Do not impact other locations' rollouts unless issue is systemic

Wave-Level Pause:

1. Halt all pending go-lives in current wave
2. Stabilize existing live locations
3. Conduct root cause analysis with DeepCura
4. Brief C-suite on issue and recovery plan
5. Adjust timeline and communicate to all stakeholders
6. Resume only after root cause resolved and validated

Estimated Time for Rollback Decision: 4-8 hours from issue identification to decision

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5. Configuration & Integration (Weeks 2-3)

Practice Management System Integrations

Dentrix Integration

🔵 Vendor Involvement Required

Prerequisites: ☐ Dentrix G7.3 or later (G7.5+ recommended) ☐ Dentrix developer API license (contact Henry Schein) ☐ Server access credentials for API configuration

Step-by-Step Integration:

1. ☐ Confirm Dentrix version at each location (Utilities → About Dentrix)
2. 🔵 ☐ DeepCura provides API connector package
3. ☐ Install API connector on Dentrix server (IT, 30 mins/location)
4. ☐ Configure patient matching (match on: Name + DOB + Chart Number)
5. 🔵 ☐ Test patient lookup (search 10 patients, verify 100% match)
6. ☐ Configure note destination (Clinical Notes module)
7. ☐ Configure note format (SOAP, narrative, custom template)
8. 🔵 ☐ Test note creation (create note, verify appears in Dentrix chart)
9. ☐ Configure provider assignment (ensure notes attributed to correct provider)
10. ☐ Verify audit trail (note timestamps, modification tracking)

⚠️ Common Failure Point: Dentrix API rate limits can cause delays during high-volume days. Configure with buffer or work with DeepCura on optimization.

Estimated Time: 2-3 hours per location

Eaglesoft Integration

🔵 Vendor Involvement Required

Prerequisites: ☐ Eaglesoft 21.00 or later ☐ Patterson API access (contact Patterson support) ☐ Admin credentials for Eaglesoft server

Step-by-Step Integration:

1. ☐ Verify Eaglesoft version (Help → About Eaglesoft)
2. 🔵 ☐ DeepCura provides FHIR-compatible connector
3. ☐ Configure FHIR endpoint in Eaglesoft (Admin → Integration Settings)
4. ☐ Establish authentication token exchange
5. 🔵 ☐ Test patient sync (bi-directional)
6. ☐ Configure note mapping to Eaglesoft clinical notes
7. ☐ Verify procedure code associations (if DeepCura captures procedures)
8. 🔵 ☐ Full end-to-end test with sample patient

⚠️ Common Failure Point: Eaglesoft FHIR implementation varies by installation. May require Patterson technical support involvement.

Estimated Time: 3-4 hours per location

Open Dental Integration

🔵 Vendor Involvement Required

Prerequisites: ☐ Open Dental 21.1 or later ☐ API module enabled (may require additional licensing) ☐ MySQL database access credentials

Step-by-Step Integration:

1. ☐ Verify Open Dental version and API module status
2. 🔵 ☐ DeepCura provides Open Dental API connector
3. ☐ Configure API key in Open Dental (Setup → Advanced Setup → API)
4. ☐ Test API connectivity from DeepCura admin portal
5. 🔵 ☐ Map DeepCura note fields to Open Dental commlog/note structures
6. ☐ Configure auto-save settings (immediate vs. batch)
7. ☐ Test full workflow: capture → generate → save → verify in chart

Note: Open Dental's API is well-documented; this is typically the smoothest integration.

Estimated Time: 1-2 hours per location

Imaging System Integration

If Integration Needed (Optional)

If DeepCura will reference images or imaging findings in documentation:

☐ Identify imaging software at each location (Dexis, Dentrix Imaging, ROMEXIS, etc.) ☐ Determine integration approach:

• Screen capture/reference (simpler, manual)
• API integration (automated, image metadata in notes)
• HL7 interface (for advanced clinical workflows)

🔵 ☐ Confirm DeepCura supports your imaging system ☐ Configure image reference format in note templates

Estimated Time: 1-2 hours per location (if applicable)

Test Environment Setup

Centralized Test Environment (Recommended for DSOs)

☐ Establish DeepCura staging/test tenant ☐ Connect test tenant to PMS sandbox environments (if available) ☐ Create test patient records (do NOT use real PHI) ☐ Document test scenarios:

Test #	Scenario	Expected Outcome	Pass/Fail
1	New patient encounter	Note created, saved to PMS
2	Existing patient encounter	Patient found, note added to chart
3	Multi-provider encounter	Correct provider attribution
4	Network interruption	Note cached, synced when restored
5	Patient match conflict	Alert displayed, manual resolution
6	Long encounter (60+ min)	Note complete, no truncation
7	High-volume simulation	No performance degradation

☐ Execute all test scenarios before first Wave 1 go-live ☐ Document results and resolve any failures

Per-Location Validation Checklist

Before any location goes live:

☐ Network speed test confirmed (run during peak hours) ☐ Microphone hardware installed and tested ☐ DeepCura application installed/accessible ☐ PMS integration verified (create and retrieve test note) ☐ Provider accounts created and active ☐ SSO login successful (if applicable) ☐ Note template configured and approved by CDO ☐ Local champion has admin access

Estimated Time: 2-3 hours per location

Data Migration / Historical Data

Approach Decision

🟣 ☐ Executive Decision: Historical note migration

Option	Pros	Cons	Recommendation
No migration	Faster deployment, cleaner start	No historical context in DeepCura	Recommended for most DSOs
Partial migration	Some context available	Complex, data quality issues	Consider for multi-year providers
Full migration	Complete history	Expensive, time-consuming, high risk	Rarely justified

Recommendation: Start fresh. Historical notes remain in PMS; DeepCura creates new notes going forward.

Security and HIPAA Compliance Verification

Enterprise-Level HIPAA Checklist

☐ Business Associate Agreement (BAA)

• 🔵 ☐ BAA executed with DeepCura
• ☐ BAA covers all data processing activities
• ☐ Breach notification terms confirmed (24-hour standard)

☐ Data Governance

• ☐ Data residency confirmed (US-only for most DSOs)
• ☐ Encryption standards verified (AES-256 at rest, TLS 1.3 in transit)
• 🔵 ☐ DeepCura SOC 2 Type II report reviewed
• ☐ Data retention policy aligned with state requirements

☐ Access Controls

• ☐ SSO integration enforces corporate password policy
• ☐ MFA enabled for all admin accounts
• ☐ Role-based access control configured
• ☐ Audit logging enabled and accessible

☐ De-provisioning

• ☐ Process documented for revoking access when staff depart
• ☐ Integration with HR termination workflow

☐ Incident Response

• 🔵 ☐ Confirm DeepCura's incident response procedures
• ☐ Establish communication protocol for potential breaches
• ☐ Document internal escalation path for security incidents

Estimated Time: 8-12 hours for enterprise security review

Configuration Standardization

Standardized Configuration Template (Apply to ALL Locations)

Setting	Standardized Value	Rationale
Note format	[CDO-approved template]	Consistency, compliance
Auto-save frequency	Every 60 seconds	Data loss prevention
Session timeout	15 minutes	HIPAA compliance
Vocabulary/terminology	ADA D-codes, standard dental terms	Cross-location comparability
Audit logging level	Full	Compliance
Note review required	Yes, before signing	Quality control

Location-Specific Configuration (May Vary)

Setting	Variation Allowed	Approval Level
Provider display preferences	Yes	Provider preference
Microphone settings	Yes	Based on equipment
Specialty-specific templates	Yes	CDO approval
Working hours (for scheduling)	Yes	Office manager
Local admin contacts	Yes	Per location

Estimated Time: 4-6 hours for template creation, 30 mins per location for application

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6. Team Training Plan

Train-the-Trainer Model

Overview

Rather than DeepCura training every staff member at every location (expensive, slow), we certify local champions who then train their own teams.

Champion Selection Criteria

☐ Tenure: 1+ year at location ☐ Role: Office manager OR tech-forward provider OR lead dental assistant ☐ Influence: Respected by peers, not controversial ☐ Competence: Comfortable with existing technology ☐ Availability: Can dedicate 4