Dental Monitoring — Implementation Playbook (DSO)

Dental Monitoring Implementation Playbook for DSOs

A Strategic Guide for Multi-Location Deployment

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1. Executive Summary

What Dental Monitoring Does

Dental Monitoring is an AI-powered remote monitoring platform that uses smartphone-based intraoral scanning to track orthodontic and restorative treatment progress between in-office visits. The platform analyzes patient-submitted photos through computer vision algorithms to detect tooth movement, appliance issues, hygiene compliance, and treatment deviations—alerting providers to intervene only when clinically necessary.

Why DSOs Specifically Benefit from This Category of AI

Scale Advantages:

• A single orthodontic coordinator can monitor 500+ patients across multiple locations simultaneously, dramatically improving labor efficiency
• Reduced chair time per case compounds across your portfolio—a 15% reduction in follow-up visits across 30 locations translates to thousands of recovered production hours annually
• AI-driven triage standardizes clinical decision-making, reducing variability in how different providers manage treatment deviations

Standardization Benefits:

• Centralized monitoring protocols ensure consistent patient experience regardless of location or provider
• Automated alert thresholds create uniform clinical standards across your network
• Enterprise analytics enable identification of high-performing protocols that can be replicated system-wide

Data Aggregation Power:

• Cross-location data reveals treatment efficiency patterns invisible at the individual practice level
• Aggregated compliance metrics inform patient communication strategies at scale
• Portfolio-wide benchmarking enables evidence-based operational decisions

Expected Timeline: Decision to Full Deployment

Portfolio Size	Pilot Phase	Scaled Rollout	Full Deployment
15–25 locations	Weeks 1–6	Weeks 7–14	Weeks 15–20
26–50 locations	Weeks 1–8	Weeks 9–20	Weeks 21–28

Note: Timeline assumes adequate IT infrastructure and includes buffer for learning capture between waves.

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

Technical Requirements

Hardware (Per Location):

• ☐ Minimum one dedicated tablet (iPad 8th gen or newer, or Android equivalent) for patient photo capture demonstrations
• ☐ Staff smartphones capable of downloading the DM provider app (iOS 14+ or Android 10+)
• ☐ Monitor or screen in consultation area for patient onboarding display (recommended, not required)

Software:

• ☐ Dental Monitoring ScanBox Pro or equivalent scanning kit (one per location minimum, two recommended for high-volume locations)
• ☐ Current version of your PMS with API access enabled
• ☐ Browser-based access to DM Dashboard (Chrome, Safari, or Edge—current versions)

Network:

• ☐ Minimum 25 Mbps upload speed per location for image transmission
• ☐ Stable WiFi coverage in patient areas where photo capture demonstrations occur
• ☐ Firewall exceptions for DM cloud endpoints (vendor provides specific IP ranges)

Integrations:

• ☐ PMS integration capability confirmed (see Section 5 for system-specific details)
• ☐ Imaging system integration requirements identified (primarily for baseline photo import)
• ☐ Patient communication platform integration (Weave, RevenueWell, etc.) mapped if applicable

Vendor Onboarding Steps and Key Contacts

Contact Role	When Needed	Information to Document
🔵 Enterprise Account Executive	Pre-contract, escalations	Direct line, email, escalation path
🔵 Implementation Project Manager	Weeks 1–8	Primary contact for technical setup
🔵 Clinical Success Manager	Weeks 3+	Protocol design, clinical training
🔵 Technical Support (Tier 1)	Go-live and ongoing	Support portal access, SLA terms
🔵 Enterprise Support (Tier 2)	Complex technical issues	Escalation criteria, response times

Action Items:

• ☐ 🔵 Schedule enterprise kickoff call with vendor implementation team (Week 1, Day 1-2)
• ☐ 🔵 Obtain dedicated Slack channel or MS Teams access for implementation communication
• ☐ 🔵 Request enterprise implementation playbook from vendor
• ☐ 🔵 Confirm contracted SLA terms in writing (response times, uptime guarantees)
• ☐ Document all vendor contacts in central repository accessible to regional managers

Data/Access Prerequisites

Logins and Credentials:

• ☐ Enterprise admin account created with master access
• ☐ Regional manager accounts with multi-location visibility
• ☐ Location-level admin accounts (one per office manager minimum)
• ☐ Provider-level accounts (one per treating clinician)
• ☐ SSO integration credentials if applicable (see enterprise requirements below)

API and Integration Access:

• ☐ 🔵 API keys generated and securely stored
• ☐ PMS admin credentials for integration setup
• ☐ Imaging archive access credentials (if importing historical photos)
• ☐ Webhook endpoints configured for bidirectional data flow

Patient Data Access:

• ☐ HIPAA-compliant process for patient enrollment data transfer established
• ☐ Existing orthodontic patient list exported and formatted for batch upload
• ☐ Consent form templates obtained from vendor and reviewed by compliance

Internal Stakeholder Alignment

Stakeholder Alignment Map:

Stakeholder Level	Role	Alignment Type	Timing
🟣 Board/Investors	Fiduciary oversight	Inform	Pre-decision, quarterly updates
🟣 CEO/President	Strategic approval	Approve	Pre-decision
🟣 Chief Dental Officer	Clinical governance	Approve	Pre-decision, protocol design
🟣 VP of Operations	Operational execution	Approve + Own	Pre-decision, ongoing
CFO	Financial oversight	Approve	Pre-decision, ROI checkpoints
Chief Technology Officer/IT Director	Technical oversight	Approve + Own	Pre-implementation
Chief Compliance Officer	Regulatory compliance	Approve	Pre-implementation
Regional Managers	Regional execution	Own	Week 1-2, ongoing
Office Managers	Location execution	Inform + Execute	Week 2-3, ongoing
Providers (Orthodontists)	Clinical adoption	Inform + Execute	Week 2-3, ongoing
Clinical Staff	Daily execution	Inform + Execute	Training phase

Approval Checkpoints Required:

• ☐ 🟣 Executive sponsor identified and committed (recommend VP Ops or CDO)
• ☐ 🟣 Budget approval obtained including per-location licensing, hardware, training costs
• ☐ 🟣 CDO sign-off on clinical protocols and alert thresholds
• ☐ 🟣 IT/CTO approval on security assessment and infrastructure requirements
• ☐ 🟣 Compliance approval on BAA and data handling procedures
• ☐ Legal review of patient consent language

Baseline Metrics to Capture BEFORE Go-Live

⚠️ Critical: These metrics must be captured identically across all locations to enable valid cross-location comparison post-deployment.

Standardized Metric Collection Protocol:

Metric Category	Specific Metric	Data Source	Collection Method
Treatment Efficiency	Average orthodontic treatment duration (months)	PMS	Automated report, 12-month lookback
	In-office visits per completed case	PMS	Automated report
	Chair time per follow-up visit (minutes)	Scheduling system	Sample 50 appointments per location
Patient Compliance	Missed appointment rate (ortho)	PMS	Automated report, 6-month lookback
	Same-day cancellation rate	PMS	Automated report
	Aligner/appliance compliance issues per case	Manual tracking or clinical notes	Chart audit, sample 30 active cases
Revenue Impact	Production per orthodontic FTE	Financial system	Monthly average, 6-month lookback
	Revenue per active ortho patient	Financial system	Calculate from active case count
	Refinement/re-treatment rate	PMS + clinical notes	Chart audit
Operational Efficiency	Provider time spent reviewing cases (hours/week)	Self-reported	Survey, standardized form
	Treatment coordinator time on follow-up scheduling	Self-reported	Time study, 1-week sample
	Emergency/urgent visit rate (ortho)	PMS	Automated report
Patient Experience	NPS or satisfaction score (if tracked)	Survey system	Current methodology
	Time to respond to patient concerns	Manual tracking	Sample 20 inquiries per location

Standardization Requirements:

• ☐ Create centralized data collection template distributed to all locations
• ☐ Define exact date ranges for lookback periods (standardize start/end dates)
• ☐ Assign regional managers responsibility for validating data quality
• ☐ ⚠️ Identify locations with incomplete or unreliable baseline data—address before go-live
• ☐ Store all baseline data in central repository with location identifiers
• ☐ Document any location-specific data collection variations

Enterprise-Level Requirements

Network Standards Across Locations:

• ☐ Minimum bandwidth requirements documented and tested at all locations
• ☐ ⚠️ Network upgrade plan for locations below threshold (budget and timeline)
• ☐ Standard firewall configuration deployed across all locations
• ☐ VPN requirements for centralized monitoring access (if applicable)

Hosting Architecture Decision:

Option	Pros	Cons	Recommendation
🟣 Centralized Cloud (Vendor-hosted)	Simplified management, vendor maintains infrastructure	Dependent on vendor SLA	Recommended for most DSOs
Hybrid	Some local control, faster initial image processing	Complex management, higher IT burden	Consider for locations with poor connectivity

• ☐ 🟣 Hosting architecture decision documented and approved

Single Sign-On (SSO) Integration:

• ☐ 🔵 Confirm vendor SSO compatibility (SAML 2.0, OAuth 2.0, SCIM)
• ☐ Engage IT to configure identity provider connection
• ☐ Test SSO login flow in staging environment
• ☐ Document SSO provisioning/deprovisioning procedures for staff changes

Centralized Credentialing:

• ☐ Define role-based access control (RBAC) structure
• ☐ Map existing organizational hierarchy to DM permission levels
• ☐ Establish provisioning workflow: new hire → manager request → IT creates account → access granted
• ☐ Establish deprovisioning workflow for terminations (same-day access removal)
• ☐ Quarterly access audit schedule established

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3. Location Readiness Assessment

Scoring Framework

Instructions: Score each location on each factor from 1-5 using the criteria below. Calculate composite score as the weighted average.

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

Score	Criteria
5	Network ≥50 Mbps, hardware <2 years old, PMS current version, no known IT issues
4	Network ≥25 Mbps, hardware 2-4 years old, PMS within 1 version of current
3	Network 15-25 Mbps, hardware 3-5 years old, PMS within 2 versions
2	Network 10-15 Mbps, hardware >5 years old, PMS significantly outdated
1	Network <10 Mbps, hardware obsolete, known connectivity issues, PMS incompatible

Data Sources: IT inventory, speed tests, PMS version audit

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

Score	Criteria
5	<15% annual turnover, strong tech adoption history, previous successful tech rollouts
4	15-25% turnover, some tech comfort, willing learners
3	25-35% turnover, mixed tech comfort, neutral toward change
2	35-50% turnover, tech resistance evident, change fatigue present
1	>50% turnover, active tech resistance, recent failed implementations

Data Sources: HR turnover data, office manager assessment, training completion rates

Factor 3: Patient Volume (Weight: 15%)

Score	Criteria
5	High ortho volume (>200 active cases), strong case mix alignment
4	Moderate-high volume (100-200 active cases), good alignment
3	Moderate volume (50-100 active cases), adequate alignment
2	Low volume (25-50 active cases), limited alignment
1	Very low volume (<25 active cases), poor case mix fit

Note: Higher volume = higher impact but requires more robust implementation support

Data Sources: PMS active case counts, production reports

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

Score	Criteria
5	Direct integration available with PMS, imaging system compatible, other integrations aligned
4	Integration available with minor configuration, imaging compatible
3	Integration possible with workarounds, some manual processes required
2	Limited integration, significant manual processes, partial compatibility
1	No integration path, incompatible systems, would require system replacement

Data Sources: Vendor compatibility matrix, IT assessment

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

Score	Criteria
5	Tech-forward provider + engaged office manager, both committed champions
4	Strong champion in one role, supportive counterpart
3	Willing champion identified but not highly tech-forward
2	No clear champion, but no active resistance
1	No champion available, key players resistant or absent

Data Sources: Regional manager nomination, office visit, interview

Composite Score Calculation

Formula:

Composite = (IT × 0.25) + (Staff × 0.20) + (Volume × 0.15) + (TechStack × 0.25) + (Champion × 0.15)

Readiness Tiers and Rollout Recommendations

Composite Score	Readiness Tier	Rollout Wave	Notes
4.5–5.0	Tier 1: Pilot Ready	Wave 1	Prime candidates for pilot
3.5–4.4	Tier 2: Early Adopter	Wave 2	Deploy after pilot learnings
2.5–3.4	Tier 3: Standard	Wave 3	Requires standard implementation
1.5–2.4	Tier 4: Needs Prep	Wave 4 or Delayed	Address gaps before deployment
<1.5	Tier 5: Not Ready	Deferred	Major remediation required

Sample Location Assessment Template

Location	IT (×.25)	Staff (×.20)	Volume (×.15)	Tech (×.25)	Champion (×.15)	Composite	Wave
Downtown A	5	4	5	4	5	4.55	1
Suburban B	4	4	4	5	4	4.25	2
Mall C	3	3	4	3	3	3.15	3

• ☐ Complete readiness assessment for all locations (estimated: 30 min per location)
• ☐ Validate scores with regional managers
• ☐ 🟣 Present wave assignment recommendations to executive team for approval
• ☐ Communicate wave assignments to office managers

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4. Rollout Strategy

Recommended Wave Structure

For a 25-location DSO, the recommended wave structure is:

Wave	Locations	Duration	Purpose
Wave 1 (Pilot)	2-3 locations	6 weeks	Validate implementation playbook, identify failure modes, refine training
Wave 2 (Early Scale)	5-7 locations	4 weeks	Test scalability, refine support model
Wave 3 (Broad Deployment)	8-10 locations	4 weeks	Full operational mode
Wave 4 (Completion)	Remaining locations	4 weeks	Include remediated Tier 4 locations

Buffer between waves: Minimum 1 week for learning capture, documentation updates, and go/no-go decision

Wave 1 Pilot Selection Criteria

Selection Matrix for Pilot Locations:

Criterion	Weight	Rationale
High readiness score (>4.0)	30%	Maximizes success probability
Diverse geographic/demographic representation	20%	Learnings apply broadly
Strong champion commitment	20%	Active feedback loop
Manageable risk (not flagship or turnaround location)	15%	Failure won't create PR or confidence issues
Accessible to central team	15%	Enables hands-on troubleshooting

Ideal Pilot Profile:

• Composite readiness score >4.0

• Engaged orthodontist with >2 years tenure

• Office manager with previous tech implementation experience

• Not the CEO's "home" location or highest-revenue location

• Within 2-hour travel from central/regional leadership

• ☐ Identify 4-5 pilot candidates meeting criteria

• ☐ Interview office managers and lead providers for commitment confirmation

• ☐ 🟣 Select final 2-3 pilot locations with executive approval

• ☐ Communicate pilot selection rationale to non-selected locations

Timeline Per Wave

Wave 1 Detailed Timeline (6 weeks):

Week	Activities
Week 1	Hardware deployment, technical setup, integration configuration
Week 2	Champion training, provider training, staff training
Week 3	Go-live, intensive support, daily check-ins
Week 4	Stabilization, workflow refinement, issue resolution
Week 5	Metrics review, feedback collection, documentation
Week 6	Learning capture, playbook updates, go/no-go for Wave 2

Waves 2-4 Compressed Timeline (4 weeks each):

Week	Activities
Week 1	Setup + Training (parallel workstreams)
Week 2	Go-live + Intensive support
Week 3	Stabilization
Week 4	Metrics review + Learning capture

Go/No-Go Criteria Between Waves

🟣 Executive Decision Point: Wave advancement requires sign-off from VP Operations and CDO

Quantitative Criteria (Must Meet All):

Metric	Wave 1→2 Threshold	Wave 2→3 Threshold
Technical uptime	≥95%	≥98%
Provider adoption (daily dashboard login)	≥80% of providers	≥90% of providers
Patient enrollment rate (% of eligible)	≥50%	≥60%
Support ticket resolution	≥90% within SLA	≥95% within SLA
Critical issue count	0 unresolved	0 unresolved

Qualitative Criteria:

• ☐ Champion feedback sentiment: Net positive
• ☐ Provider feedback: No major clinical workflow concerns
• ☐ Patient feedback: No significant complaints
• ☐ No identified blockers for next wave

Go/No-Go Decision Framework:

Scenario	Action
All criteria met	✅ Proceed to next wave
1-2 minor criteria missed	⚠️ Proceed with enhanced monitoring
Major criteria missed	🛑 Pause, remediate, re-evaluate in 2 weeks
Critical failure	🛑 Full stop, executive escalation, root cause analysis

Rollback Plan

⚠️ If a wave fails, execute the following rollback procedure:

Immediate Actions (Day 0-2):

• ☐ Halt all new patient enrollments at affected locations
• ☐ Notify vendor support of rollback initiation
• ☐ Communicate to affected locations: return to pre-implementation workflows
• ☐ Document specific failure modes triggering rollback

Short-term Actions (Week 1):

• ☐ Ensure all active patients have scheduled in-office follow-ups
• ☐ Export any collected data per vendor data retention agreement
• ☐ Conduct root cause analysis with vendor and internal stakeholders
• ☐ 🟣 Brief executive sponsor on situation and remediation plan

Isolation Protocol:

• Rollback affects ONLY the failed wave's locations
• Other waves (past or planned) continue unless failure is systemic
• If systemic (vendor platform issue, integration failure), pause all waves pending resolution

Resumption Criteria:

• Root cause identified and documented
• Remediation implemented and tested
• 🟣 Executive approval to resume
• Affected locations re-assessed for readiness

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5. Configuration & Integration (Weeks 2–3)

Practice Management System Integration

Dentrix Enterprise (Estimated: 4-6 hours)

Prerequisites:

• ☐ Dentrix Enterprise version 17.0 or higher
• ☐ API access enabled at enterprise level
• ☐ Admin credentials with integration permissions

Step-by-Step:

1. ☐ 🔵 Request Dentrix integration package from Dental Monitoring implementation team
2. ☐ Access Dentrix Enterprise Connection Center
3. ☐ Navigate to: Setup → Practice Setup → Integration Partners
4. ☐ Enable third-party data sharing for treatment records and scheduling
5. ☐ 🔵 Enter API credentials provided by DM (endpoint URL, API key, secret)
6. ☐ Configure data sync frequency (recommended: every 15 minutes)
7. ☐ Map Dentrix appointment types to DM visit categories
8. ☐ Map provider IDs between systems
9. ☐ Test bidirectional sync:
   • ☐ Create test patient in Dentrix → verify appears in DM within 15 min
   • ☐ Create monitoring alert in DM → verify notification in Dentrix
10. ☐ Document any custom mapping decisions

Eaglesoft (Estimated: 4-6 hours)

Prerequisites:

• ☐ Eaglesoft version 21 or higher
• ☐ Patterson eServices subscription active
• ☐ Admin credentials with API management rights

Step-by-Step:

1. ☐ 🔵 Confirm Eaglesoft compatibility with vendor (some limitations apply)
2. ☐ Access eServices management portal
3. ☐ Navigate to: Advanced → Third Party Integrations
4. ☐ Enable HL7 messaging or REST API access (vendor will specify)
5. ☐ ⚠️ Note: Eaglesoft integration may require Patterson middleware licensing
6. ☐ 🔵 Work with vendor to configure middleware connection
7. ☐ Map procedure codes between systems
8. ☐ Map appointment categories
9. ☐ Test unidirectional sync (Eaglesoft → DM):
   • ☐ Verify patient demographics flow
   • ☐ Verify appointment data flows
10. ☐ ⚠️ For bidirectional: custom integration may be required (scope with vendor)

Open Dental (Estimated: 3-4 hours)

Prerequisites:

• ☐ Open Dental version 21.1 or higher
• ☐ Open Dental API feature enabled (may require support level upgrade)
• ☐ API developer key generated

Step-by-Step:

1. ☐ Access Open Dental: Setup → Program Links → (enable API)
2. ☐ Generate customer API key: Setup → Advanced Setup → API
3. ☐ 🔵 Provide API key to vendor implementation team
4. ☐ Configure webhook endpoints for real-time notifications
5. ☐ Map Open Dental procedure codes to DM categories
6. ☐ Enable patient communication preferences sync
7. ☐ Test integration:
   • ☐ Patient creation sync (bidirectional)
   • ☐ Appointment sync (bidirectional)
   • ☐ Clinical note posting from DM → Open Dental
8. ☐ Enable audit logging for compliance documentation

Other Systems (Cloud 9, DSN, Curve)

• ☐ 🔵 Contact vendor for system-specific integration guide
• ☐ Typical timeline: 4-8 hours depending on complexity
• ☐ May require HL7 interface engine (Rhapsody, Mirth) for legacy systems

Imaging System Integration

iTero Scanner Integration (Estimated: 2-3 hours):

1. ☐ Log into MyiTero portal
2. ☐ Navigate to Settings → Third Party Connections
3. ☐ Enable Dental Monitoring connection
4. ☐ 🔵 Enter connection credentials from vendor
5. ☐ Configure automatic scan export for eligible patients
6. ☐ Test: complete scan → verify appears in DM patient record

3Shape TRIOS Integration (Estimated: 2-3 hours):

1. ☐ Access TRIOS Design Studio
2. ☐ Navigate to Settings → Integrations → DM
3. ☐ 🔵 Authenticate with vendor-provided credentials
4. ☐ Map scan types to DM treatment records
5. ☐ Test export workflow

CBCT/2D Imaging Systems:

• Dental Monitoring primarily uses patient-submitted smartphone photos
• CBCT integration is typically not required
• ☐ If baseline radiographs desired, manual upload process is available

Test Environment Setup

Recommended Approach: Centralized Test Environment

Rationale: A single test environment managed centrally enables standardized testing protocols and reduces IT burden vs. per-location test instances.

Setup Steps:

1. ☐ 🔵 Request sandbox environment from vendor (included in enterprise license)
2. ☐ Configure sandbox with representative data from 2-3 location archetypes
3. ☐ Create test patient profiles representing:
   • New aligner patient (enrollment flow)
   • Mid-treatment patient (monitoring flow)
   • Problem case (alert and escalation flow)
4. ☐ Grant test environment access to:
   • Central IT team
   • Implementation project leads
   • 2-3 champion providers for UAT
5. ☐ Document all test environment configurations for replication

Validation Checklist:

• ☐ Patient enrollment workflow completes successfully
• ☐ Photo capture simulation works on mobile devices
• ☐ AI analysis generates expected outputs
• ☐ Alerts appear correctly on provider dashboard
• ☐ PMS integration bidirectional sync verified
• ☐ Reporting functions generate accurate data
• ☐ SSO login flow works correctly
• ☐ Role-based access controls function as designed

Data Migration / Historical Data Ingestion

Patient Migration (If enrolling existing ortho patients):

1. ☐ Export current active orthodontic patients from PMS:
   • Required fields: Name, DOB, contact info, treatment start date, appliance type
   • Optional: baseline photos, treatment plan details
2. ☐ 🔵 Format export per vendor template (CSV typically required)
3. ☐ 🔵 Submit to vendor for batch upload
4. ☐ Validate patient records appear correctly
5. ☐ ⚠️ Manually verify 10% sample for data accuracy

Historical Photo Import (Usually optional):

• Most implementations start fresh with patient-submitted photos
• If historical intraoral photos desired:
  • ☐ Export from imaging system in JPEG format
  • ☐ 🔵 Coordinate bulk upload with vendor
  • ☐ Note: AI analysis may be limited on non-standardized historical photos

Security and HIPAA Compliance Verification

Enterprise-Level HIPAA Checklist:

Business Associate Agreement:

• ☐ 🔵 BAA executed between DSO legal entity and Dental Monitoring Inc.
• ☐ ⚠️ Ensure BAA covers all locations in DSO portfolio
• ☐ BAA filed in compliance document repository

Data Governance:

• ☐ Data residency confirmed (verify US-based servers if required)
• ☐ Encryption in transit verified (TLS 1.2 minimum)
• ☐ Encryption at rest verified (AES-256)
• ☐ Data retention policy aligned with DSO policy (typically 7 years post-treatment)
• ☐ Data deletion procedures documented

Access Controls:

• ☐ RBAC configured per organizational structure
• ☐ Minimum necessary access principle applied
• ☐ Admin access limited to designated personnel
• ☐ Audit logging enabled
• ☐ Quarterly access review procedure documented

Incident Response:

• ☐ 🔵 Vendor breach notification procedures documented
• ☐ DSO incident response plan updated to include DM
• ☐ Contact escalation path documented

Compliance Documentation:

• ☐ Vendor SOC 2 Type II report obtained and reviewed
• ☐ Vendor HIPAA compliance attestation obtained
• ☐ Security questionnaire completed (if required by DSO policy)

Configuration Templates

Standardized Configuration (Apply to ALL Locations):

Setting	Standard Value	Rationale
AI sensitivity threshold	Medium	Balances alert volume with detection accuracy
Alert notification method	Email + in-app	Ensures provider visibility
Scan frequency (patient)	Per clinical protocol	See CDO-approved protocols
Dashboard auto-refresh	5 minutes	Timely visibility without excessive load
Patient reminder cadence	24hr before + 2hr before scan	Optimizes compliance
Inactive patient threshold	14 days no scan	Triggers outreach workflow
Data retention	7 years post-treatment	Compliance with most states
Time zone	Location-specific	See below
Language	English (customize per patient demographics)	Location discretion

Location-Specific Configuration (Allowed Variation):

Setting	Allowed Variation	Approval Required
Provider notification preferences	Individual provider preference for alert types	Office manager
Patient communication templates	Localized language, provider name, office branding	Regional manager
Appointment types mapped	Based on local PMS configuration	IT
Operating hours for alerts	Based on local office hours	Office manager
Specialty-specific protocols	If location has pedo vs. adult focus	CDO

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6. Team Training Plan

Train-the-Trainer Model

Structure:

• Central team trains Location Champions
• Champions train their respective location teams
• Central team provides ongoing support and quality assurance

Champion Selection Criteria

Criterion	Weight	Description
Role fit	25%	Treatment coordinator, lead hygienist, or office manager preferred
Tech comfort	25%	Demonstrates ease with existing technology, smartphone proficient
Tenure	20%	>1 year at location, plans to stay
Communication skills	15%	Able to teach others effectively
Influence	15%	Respected by peers, providers listen to them

Champion Responsibilities:

• Complete certification training (4-6 hours)
• Train all staff at their location
• Serve as first