Denticon / Planet DDS — Implementation Playbook (DSO)

Denticon (Planet DDS) Implementation Playbook for DSOs

A Strategic Guide for Multi-Location Practice Management Deployment

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1. Executive Summary

What Denticon Does

Denticon is a cloud-based practice management system (PMS) designed specifically for multi-location dental organizations. It centralizes scheduling, patient records, clinical charting, billing, reporting, and analytics across all locations through a single, unified platform accessible from any browser—eliminating the need for server-based infrastructure at individual practices.

Why DSOs Benefit from Cloud-Based Practice Management at Scale

DSOs operating 15–50+ locations face a fundamental operational challenge: achieving standardization and visibility while respecting the clinical autonomy that makes dentistry effective. Denticon addresses this through:

• Data Aggregation: Real-time visibility into production, collections, scheduling efficiency, and clinical metrics across your entire portfolio from a single dashboard—no more consolidating spreadsheets from disparate systems
• Standardization Without Rigidity: Enforce consistent workflows, fee schedules, and clinical protocols while allowing location-specific customization where it matters
• Centralized Administration: Manage user permissions, insurance fee schedules, procedure codes, and reporting templates from HQ rather than configuring each location independently
• Elimination of IT Overhead: No local servers to maintain, patch, or back up—Planet DDS handles infrastructure, security, and updates
• Scalability: Adding new locations (acquisitions or de novos) follows a repeatable playbook rather than a custom IT project each time

Expected Timeline: Decision to Full Deployment

Portfolio Size	Timeline
15–25 locations	4–6 months
26–40 locations	6–9 months
41–50+ locations	9–12 months

Note: Timeline assumes a wave-based rollout with 2–4 weeks per wave. Organizations with highly standardized existing operations and strong IT infrastructure may compress timelines by 20–30%.

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

Technical Requirements

Hardware (Per Location)

☐ Workstations: Windows 10/11 or macOS 10.14+ with minimum 8GB RAM, modern processor (Intel i5/AMD Ryzen 5 or better) ☐ Monitors: Minimum 1920x1080 resolution recommended for optimal interface display ☐ Barcode scanners (if using inventory management features) ☐ Signature pads compatible with web-based capture (Topaz or equivalent) ☐ Printers: Network-connected for patient forms, routing slips, labels

Network Requirements

☐ Minimum 50 Mbps download / 10 Mbps upload per location (100/20 recommended for locations with 8+ operatories) ☐ ⚠️ Latency under 100ms to Planet DDS data centers—test before rollout ☐ Business-grade router with QoS capabilities to prioritize Denticon traffic ☐ Backup internet connection (4G/5G failover) recommended for patient-facing locations ☐ Guest/patient WiFi isolated from clinical network

Software Requirements

☐ Supported browsers: Chrome (recommended), Firefox, Edge (Chromium-based) ☐ PDF reader for form generation ☐ ⚠️ Disable pop-up blockers for Denticon domains ☐ Local imaging software integration agents (varies by imaging system)

Enterprise-Level Requirements

Network Standards Across Locations

☐ 🟣 Decide: Centralized IT management vs. location-managed with standards compliance ☐ Document minimum network specifications in location operations manual ☐ Create network compliance audit checklist for regional managers ☐ Establish VPN requirements for remote administrative access

Hosting Architecture

☐ 🟣 Confirm: Denticon is SaaS-only (no on-premise option)—cloud hosting is mandatory ☐ Verify data residency requirements (Denticon hosts in US-based data centers) ☐ Document data backup and disaster recovery SLAs with Planet DDS

Single Sign-On (SSO)

☐ 🔵 Confirm SSO availability with Planet DDS (SAML 2.0 supported) ☐ 🟣 Decide: SSO integration vs. Denticon-native authentication ☐ If SSO: Coordinate with your identity provider (Okta, Azure AD, etc.) ☐ Document SSO configuration requirements and test environment needs

Centralized Credentialing

☐ Map provider credentialing workflow to Denticon provider setup process ☐ Establish provider record creation process (who creates, who approves) ☐ Define provider permission templates by role (general dentist, specialist, hygienist)

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Vendor Onboarding Steps & Key Contacts

🔵 Week 1: Kick-Off

☐ 🔵 Schedule enterprise kick-off call with Planet DDS implementation team ☐ 🔵 Obtain dedicated DSO implementation manager contact information ☐ 🔵 Request enterprise-level support escalation contacts (not just standard support) ☐ 🔵 Confirm project management methodology (Agile sprints vs. waterfall milestones) ☐ Establish communication cadence: weekly status calls, shared project tracker access

Key Contacts to Establish

Role	Planet DDS Contact	Your Organization Contact
Implementation Project Manager	[Request from PDS]	VP of Operations or designee
Technical Lead	[Request from PDS]	IT Director/Manager
Training Lead	[Request from PDS]	Director of Training/Development
Executive Sponsor	[Request from PDS]	CDO or COO
Support Escalation	[Request from PDS]	Regional IT leads

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Data/Access Prerequisites

Current System Data Export

☐ Inventory all current PMS systems across locations (Dentrix, Eaglesoft, Open Dental, SoftDent, other) ☐ 🔵 Request data export specifications from Planet DDS for each source system ☐ ⚠️ Identify locations with custom or legacy PMS systems—flag for extended migration timeline ☐ Document data retention requirements (how far back must historical data migrate?) ☐ 🟣 Decide: Full historical migration vs. summary data + fresh start

API and Integration Access

☐ Gather API credentials for current systems if available ☐ Document imaging system versions and integration capabilities per location ☐ List third-party integrations currently in use (patient communication, verification, etc.)

User Access Setup

☐ Compile master staff roster with roles, locations, and email addresses ☐ Define role-based permission templates (provider, hygienist, front desk, biller, manager, regional admin, HQ admin) ☐ Document multi-location staff (floaters, regional managers) and their access needs

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Internal Stakeholder Alignment

Stakeholder Alignment Map

Stakeholder Level	Who	Role in Implementation	Communication Cadence
Board/Investors	Board members, PE sponsors	Strategic approval, budget authorization, ROI tracking	Monthly written updates, quarterly presentations
C-Suite	CEO, COO, CFO, CDO	Executive sponsorship, cross-functional coordination, go/no-go decisions	Weekly status reports, biweekly steering committee
VP Operations	VP Ops, VP Clinical	Operational design, workflow standardization, success metrics	Weekly working sessions
Regional Managers	RMs (typically 5–10 locations each)	Wave coordination, local change management, escalation	Weekly during their wave, biweekly otherwise
Location Office Managers	OMs at each location	Local champion coordination, staff scheduling for training, day-to-day rollout	Daily during go-live week, weekly during stabilization
Providers	Dentists, specialists, hygienists	Clinical workflow validation, adoption	Training sessions + feedback loops

Approvals Required Before Proceeding

☐ 🟣 Board/investor approval: Budget authorization and strategic alignment ☐ 🟣 C-suite approval: Implementation timeline and resource allocation ☐ 🟣 CDO approval: Clinical workflow design and provider communication plan ☐ 🟣 CFO approval: Transition budget, parallel system costs, ROI targets

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Baseline Metrics to Capture BEFORE Go-Live

⚠️ Critical: Standardize Measurement Methodology First

Before collecting baseline metrics, ensure all locations measure the same way:

☐ 🟣 Define standard formulas for each metric (document in shared operations manual) ☐ Create data collection templates to ensure consistency ☐ Designate metric collection owners at each location ☐ Set baseline capture deadline: 2 weeks before Wave 1 go-live

Operational Metrics (Per Location)

Metric	Definition	Target Data Points
Production per provider per day	Total production ÷ provider days worked	Last 90 days
Collection rate	Collections ÷ adjusted production	Last 90 days
Days in A/R	Average days from service to payment	Current snapshot + 90-day trend
Claim denial rate	Denied claims ÷ total claims submitted	Last 90 days
First-pass claim acceptance rate	Claims paid without resubmission ÷ total claims	Last 90 days
Scheduling utilization	Scheduled chair time ÷ available chair time	Last 90 days
Patient no-show rate	No-shows ÷ total scheduled appointments	Last 90 days
Case acceptance rate	Accepted treatment ÷ presented treatment	Last 90 days
New patient volume	New patients per month	Last 6 months
Average time to schedule	Days from appointment request to scheduled date	Sample of 50 appointments

System Performance Metrics

Metric	Definition	How to Capture
System downtime incidents	Hours of PMS unavailability per month	IT ticket review
IT support tickets	PMS-related support requests per location per month	Help desk data
Report generation time	Time to generate standard production reports	Timed test
End-of-day close time	Average time to complete EOD reconciliation	Office manager survey

Staff Metrics

Metric	Definition	Source
Staff turnover rate	Annual turnover by role	HR data
Average staff tenure	Average months employed at each location	HR data
Training hours per employee	Annual training investment	Training records

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3. Location Readiness Assessment

Scoring Framework

Rate each location on the following factors using a 1–5 scale. This assessment should be completed collaboratively between regional managers and location office managers.

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

Score	Criteria
5	Business-grade internet 100+ Mbps, all workstations <3 years old, dedicated IT support, network documentation current
4	Internet 50–100 Mbps, most workstations <3 years old, occasional IT support access, basic network documentation
3	Internet 25–50 Mbps, workstations mixed age (3–5 years), IT support via tickets only, minimal documentation
2	Internet <25 Mbps, most workstations >5 years old, no dedicated IT support, no documentation
1	Unreliable internet, outdated hardware requiring replacement, no IT support structure

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

Score	Criteria
5	Average tenure >3 years, turnover <15%, history of successful tech adoptions, staff expresses enthusiasm for change
4	Average tenure 2–3 years, turnover 15–25%, at least one successful tech adoption, neutral attitude toward change
3	Average tenure 1–2 years, turnover 25–35%, mixed history with tech changes, some resistance expected
2	Average tenure <1 year, turnover 35–50%, recent failed tech adoption or significant resistance history
1	High turnover >50%, unstable team composition, active resistance to technology or process changes

Factor 3: Patient Volume (Weight: 15%)

Higher volume = higher impact opportunity but also higher risk during transition

Score	Interpretation
5	High volume (top 20% of portfolio): High impact, require most robust rollout support
4	Above average volume (60–80th percentile): Good impact, moderate rollout complexity
3	Average volume (40–60th percentile): Balanced impact/risk—good pilot candidates
2	Below average volume (20–40th percentile): Lower impact but also lower risk—good early adopters
1	Low volume (bottom 20%): Limited impact but excellent low-risk pilots for learning

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

Score	Criteria
5	Already on Denticon or Planet DDS product, standard imaging system with verified integration
4	On major PMS (Dentrix, Eaglesoft, Open Dental) with proven migration path, standard imaging
3	On major PMS but older version requiring upgrade, imaging integration may need configuration
2	On less common PMS with limited migration tools, non-standard imaging system
1	Legacy/custom PMS, proprietary imaging, significant integration unknowns

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

Score	Criteria
5	Office manager + lead provider both tech-forward, willing to champion, have trained peers before
4	Strong office manager champion OR strong provider champion, other is supportive
3	Office manager willing but not experienced, provider neutral
2	No clear champion, but no active resistance from leadership
1	Office manager or lead provider actively resistant, change management work needed first

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Readiness Scorecard Template

Location	IT Infrastructure (x0.25)	Staff Adaptability (x0.20)	Patient Volume (x0.15)	Tech Compatibility (x0.25)	Local Champion (x0.15)	Weighted Score
Location A	4 (1.00)	5 (1.00)	3 (0.45)	4 (1.00)	5 (0.75)	4.20
Location B	3 (0.75)	3 (0.60)	4 (0.60)	3 (0.75)	3 (0.45)	3.15
Location C	2 (0.50)	2 (0.40)	5 (0.75)	2 (0.50)	2 (0.30)	2.45
etc.

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Rollout Sequence Recommendations

Readiness Tiers

Tier	Weighted Score	Rollout Wave	Rationale
Tier 1: Pioneers	4.0–5.0	Wave 1 (Pilot)	High probability of success, will generate positive proof points
Tier 2: Early Adopters	3.5–3.99	Wave 2	Good readiness, benefit from lessons learned in Wave 1
Tier 3: Mainstream	3.0–3.49	Wave 3–4	Average readiness, need refined playbook and additional support
Tier 4: Deliberate	2.5–2.99	Later Waves	Below average readiness, may need infrastructure or team improvements first
Tier 5: Intensive	<2.5	Final Wave or Remediation First	Significant barriers—consider addressing root causes before attempting rollout

Additional Pilot Selection Criteria

Beyond readiness scores, Wave 1 pilots should also:

• ☐ Represent diverse practice types in your portfolio (GP + at least one specialty if applicable)
• ☐ Be geographically distributed (avoid clustering all pilots in one region)
• ☐ Have regional manager capacity to provide intensive support during pilot
• ☐ Not be undergoing other major transitions (acquisition integration, renovation, provider changes)

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4. Rollout Strategy

Wave Structure Recommendation

For a 15–50 location DSO, we recommend the following wave structure:

Wave 1: Pilot (2–3 Locations)

Duration: 4–6 weeks Purpose: Prove the implementation methodology, identify unforeseen issues, build internal expertise

Selection Criteria for Wave 1: ☐ Readiness score ≥4.0 ☐ Strong local champion (score 4–5 on that factor) ☐ Average patient volume (not highest-risk if issues occur) ☐ Located near HQ or regional manager for intensive support access ☐ Current PMS represents most common system in portfolio (migration learnings will scale) ☐ ⚠️ Avoid: your highest-revenue locations, locations with recent leadership changes, locations mid-integration from acquisition

Wave 2: Early Expansion (5–8 Locations)

Duration: 4 weeks Purpose: Validate scalability of refined methodology, begin train-the-trainer deployment

Selection Criteria for Wave 2: ☐ Readiness score ≥3.5 ☐ Mix of regions (begin geographic distribution) ☐ Include at least one "stretch" location (score 3.5–3.7) to test support model ☐ Champions from Wave 1 available to mentor Wave 2 champions

Wave 3–N: Scale Deployment

Duration: 3–4 weeks per wave Wave Size: Scale wave size based on lessons learned

• If Wave 1–2 went smoothly: 8–12 locations per wave
• If significant issues encountered: Keep waves at 5–8 locations

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Timeline Per Wave

Wave 1 Detailed Timeline

Week	Phase	Activities
W1–W2	Preparation	Champion training, system configuration, test environment setup, data migration initiation
W3	Training	All-staff training, workflow validation, mock go-live scenarios
W4	Parallel Run	Both systems operational, staff practices new workflows with safety net
W5	Go-Live	Cutover to Denticon as primary, legacy system read-only
W6	Stabilization	Intensive support, issue resolution, workflow refinement
W7–W8	Learning Capture	Document lessons learned, update playbook, prepare Wave 2

Standard Wave Timeline (Waves 2+)

Week	Phase	Activities
W1	Preparation	Champion training, configuration using standardized template, data migration
W2	Training	All-staff training (champion-led with materials from central team)
W3	Go-Live + Stabilization	Cutover, intensive support
W4	Optimization	Issue resolution, workflow refinement, readiness certification

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Go/No-Go Criteria

To Advance from Wave 1 to Wave 2

☐ All Wave 1 locations operational for minimum 2 weeks without critical issues ☐ Key workflows validated: scheduling, charting, billing, reporting ☐ No unresolved data migration integrity issues ☐ Staff satisfaction score ≥3.0/5.0 on pulse survey ☐ Production/collection metrics within 95% of baseline (transition dip acceptable) ☐ Lessons learned documented and playbook updated ☐ 🟣 VP Operations sign-off on Wave 2 readiness ☐ 🔵 Planet DDS implementation team confirmation of readiness

To Advance Subsequent Waves

☐ Previous wave locations stable (no critical issues in past 7 days) ☐ Champion training completed for next wave ☐ All pre-implementation checklist items verified for next wave locations ☐ Support capacity confirmed (internal team + vendor) ☐ Regional manager confirmation of readiness

⚠️ Red Flags That Should Pause Rollout

• Critical workflow broken without workaround (scheduling, billing, charting)
• Data integrity issues (patient records, financial data)
• Staff turnover spike at pilot locations attributable to transition
• Production/collection drop >15% sustained beyond week 2
• Network/system reliability issues causing daily workflow disruption

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Rollback Plan

If a Wave Fails: Pause Protocol

1. Immediate (Day 1 of issue identification)

   • Halt any locations mid-cutover—keep them on legacy system
   • Document specific failure mode in detail
   • Convene emergency stakeholder call: VP Ops, IT lead, Planet DDS PM

2. Within 48 Hours

   • Root cause analysis with Planet DDS
   • Determine if issue is location-specific or systemic
   • 🟣 Decision: Pause entire rollout or isolate problematic locations

3. If Full Pause Required

   • Active Denticon locations continue operating (don't add disruption)
   • Pending waves postponed until resolution
   • Communication cascade: C-suite → regional managers → location managers
   • External communication: Pause any patient-facing messaging about new system

4. Rollback to Legacy System (If Necessary)

   • ⚠️ Only consider if Denticon is fundamentally non-functional at a location
   • Legacy system should remain read-accessible for minimum 90 days post-cutover for this reason
   • 🔵 Coordinate rollback data sync with Planet DDS (any data entered in Denticon must be captured)
   • Document rollback lessons—what would prevent this in future?

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5. Configuration & Integration (Weeks 2–3)

Practice Management System Migration

Dentrix → Denticon Migration

Estimated Time: 🔵 5–10 business days for data extraction and import per location

Step-by-Step Process:

1. ☐ 🔵 Request Dentrix export specifications from Planet DDS
2. ☐ Verify Dentrix version (16.0+ recommended; older versions may have limitations)
3. ☐ Run Dentrix database integrity check before export
4. ☐ Export data using Dentrix Data Export Utility
5. ☐ ⚠️ Verify export completeness—check patient count, appointment count, financial totals
6. ☐ 🔵 Submit export files to Planet DDS secure upload portal
7. ☐ 🔵 Planet DDS performs data transformation and import
8. ☐ Receive validation report from Planet DDS
9. ☐ ⚠️ Perform data validation: random sample of 50 patients, 100 appointments, 30 ledger entries
10. ☐ Document any data that didn't migrate (attachments, notes, custom fields)

⚠️ Common Issues:

• Image attachments may not migrate directly—coordinate with imaging system separately
• Custom Dentrix fields may not have Denticon equivalents—document and plan workaround
• Historical insurance information may require manual verification

Eaglesoft → Denticon Migration

Estimated Time: 🔵 5–10 business days per location

Step-by-Step Process:

1. ☐ 🔵 Request Eaglesoft export specifications from Planet DDS
2. ☐ Verify Eaglesoft version and database type (Patterson vs. SQL)
3. ☐ Run Eaglesoft database optimization and backup
4. ☐ Use Eaglesoft's Data Export tool or Patterson's export service
5. ☐ ⚠️ Verify perio charting data export completeness (common gap)
6. ☐ 🔵 Submit export files to Planet DDS
7. ☐ 🔵 Planet DDS performs transformation and import
8. ☐ Receive and review validation report
9. ☐ Perform data validation with special attention to:
   • Perio charting history
   • Treatment plan status
   • Insurance benefit tracking
10. ☐ Document and plan for non-migrated data

⚠️ Common Issues:

• Eaglesoft smart forms may not migrate—export as PDFs and attach manually if critical
• IntelliCare data requires separate export coordination

Open Dental → Denticon Migration

Estimated Time: 🔵 5–7 business days per location

Step-by-Step Process:

1. ☐ 🔵 Request Open Dental export specifications
2. ☐ Verify Open Dental version (MySQL database access required)
3. ☐ Run Open Dental Database Maintenance tool
4. ☐ Export via MySQL dump or Open Dental's export functions
5. ☐ 🔵 Submit to Planet DDS
6. ☐ 🔵 Data transformation and import completed
7. ☐ Validate data—Open Dental typically has cleanest migrations due to open database structure
8. ☐ Verify eServices configurations (forms, reminders) won't carry over—plan replacement setup

⚠️ Common Issues:

• Custom queries and reports won't migrate—rebuild in Denticon reporting
• Open Dental modules (eServices, Web Forms) need Denticon equivalents configured

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Imaging System Integration

Digital Imaging Integration Overview

Denticon supports integration with major imaging systems via bridge or direct integration:

Imaging System	Integration Type	Configuration Complexity
Dexis	Native bridge	Low
Schick	Native bridge	Low
Carestream	Bridge	Medium
Planmeca Romexis	Bridge	Medium
SOTA	Bridge	Low
Apteryx XrayVision	Bridge	Medium
Patterson Imaging	Bridge	Medium
Sidexis (Sirona)	Bridge	Medium-High

Standard Imaging Integration Steps

1. ☐ Document imaging software version at each location
2. ☐ 🔵 Confirm integration support with Planet DDS for each system
3. ☐ Download and install Denticon imaging bridge agent on workstations with imaging capture
4. ☐ Configure bridge settings per Planet DDS specifications
5. ☐ Test patient selection handoff: select patient in Denticon → imaging software opens correct patient
6. ☐ Test image capture and automatic return to Denticon
7. ☐ ⚠️ Test image viewing from Denticon clinical notes
8. ☐ Validate integration across all operatories with imaging equipment
9. ☐ Document workstation-specific settings for IT reference

⚠️ Common Issues:

• Firewall rules may block bridge communication—whitelist required ports
• User permissions on workstations may prevent bridge agent installation
• Multi-monitor setups sometimes cause display issues—test actual clinical configuration

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Test Environment Setup

Enterprise Test Environment Strategy

☐ 🔵 Request dedicated test environment from Planet DDS (separate from production) ☐ 🟣 Decide: Single enterprise test environment vs. per-wave test environments

Recommended: Single enterprise test environment with representative data

Test Environment Validation Checklist

☐ Patient search and record retrieval ☐ Appointment scheduling (single and recurring) ☐ Clinical charting with procedure completion ☐ Treatment planning with fee calculation ☐ Insurance eligibility verification (if configured) ☐ Claim creation and submission (test mode) ☐ Payment posting and ledger accuracy ☐ Standard report generation ☐ User permission validation by role ☐ Multi-location access (test user accessing multiple locations) ☐ Imaging bridge functionality ☐ Forms and document management

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Data Migration Validation Checklist

Patient Data

☐ Total patient count matches source system (±1%) ☐ Random sample of 50 patients: demographics accurate ☐ Insurance information attached to correct patients ☐ Responsible party relationships intact ☐ Patient notes and alerts migrated

Appointment Data

☐ Future appointments migrated with correct provider/operatory assignments ☐ Historical appointment data available for continuity of care ☐ Appointment types mapped correctly

Financial Data

☐ ⚠️ Patient balances match source system totals ☐ Insurance estimates and aging accurate ☐ Procedure history with fees intact ☐ Payment history migrated ☐ Adjustment history migrated

Clinical Data

☐ Perio charting history accessible ☐ Completed treatment visible in patient records ☐ Treatment plans migrated with correct status ☐ Clinical notes accessible

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Security and HIPAA Compliance

Enterprise-Level HIPAA Checklist

Business Associate Agreement ☐ 🔵 Execute BAA with Planet DDS (standard process—should be in master agreement) ☐ Verify BAA covers all locations in portfolio ☐ Document BAA effective date and any renewal requirements

Data Governance ☐ 🟣 Define data ownership and access policies ☐ Document what data resides in Denticon vs. other systems ☐ Define data retention and destruction policies aligned with state requirements ☐ Verify Planet DDS data backup and disaster recovery meets your requirements

Access Controls ☐ Implement role-based access control (RBAC) templates ☐ Define user provisioning workflow (who can create users, approval process) ☐ Define user deprovisioning workflow (termination same-day access removal) ☐ If SSO: verify SSO termination propagates to Denticon ☐ Enable audit logging for sensitive operations ☐ Define audit log review cadence and responsibility

Technical Safeguards ☐ Verify Denticon encryption standards (data in transit and at rest) ☐ Document multi-factor authentication configuration (if available/required) ☐ Review automatic session timeout settings ☐ Test user access audit reports

Compliance Verification Sign-Off

☐ IT Security review completed: _______ (date) _______ (signature) ☐ Compliance Officer review completed: _______ (date) _______ (signature) ☐ Legal review of BAA completed: _______ (date) _______ (signature)

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Standardized vs. Location-Specific Configuration

Standardized Configuration Template (Configure Once, Deploy Everywhere)

Configuration Element	Standard Setting Recommendation
Procedure codes (CDT)	Centrally maintained master list
Fee schedules (UCR and insurance)	Centrally maintained, location-specific if regional variation required
Provider permission templates	Centrally defined by role
Appointment types and durations	Centrally standardized (with limited local override)
Clinical note templates	Centrally created, shared library
Treatment plan templates	Centrally created, shared library
Report templates	Centrally designed standard reports
Insurance payer setups	Centrally maintained
Patient communication templates	Centrally designed
User roles and permissions	Centrally defined templates
Audit and compliance settings	Centrally defined, no local override

Location-Specific Configuration (Customize Per Location)

Configuration Element	Rationale for Local Variation
Provider schedules	Based on local provider availability
Operatory setup	Physical layout varies
Local payer contracts	Regional insurance variation
Hours of operation	Local market needs
Specific workflow variations	Specialty vs. GP differences
Provider-specific preferences	Within role template boundaries

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6. Team Training Plan

Train-the-Trainer Model Overview

Model Structure

Central Training Team
        ↓
   Certifies
        ↓
Location Champions (1 per location)
        ↓
   Train
        ↓
Location Staff (providers, hygienists, front desk, billing)

Champion Selection Criteria

☐ Currently employed at location for >6 months (understands current workflows) ☐ Demonstrated technology aptitude (comfortable with existing systems) ☐ Respected by peers (credibility to train others) ☐ Available for 8–12 hours of initial training + ongoing support responsibilities ☐ Willing to serve as