Dentimax — Implementation Playbook (DSO)

Dentimax Implementation Playbook for DSOs

Practice Management System Deployment Guide

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1. Executive Summary

What Dentimax Does

Dentimax is a comprehensive cloud-based practice management system that unifies scheduling, clinical charting, imaging, billing, and patient communication into a single platform. The system features integrated digital imaging capabilities, automated insurance verification, and robust reporting tools designed for multi-location dental organizations.

Why DSOs Benefit from Centralized Practice Management

DSOs deploying a unified practice management platform like Dentimax gain three critical advantages:

1. Data Aggregation at Scale: Consolidated reporting across 15–50+ locations enables real-time visibility into production, collections, and clinical metrics—eliminating the manual effort of reconciling disparate systems.

2. Operational Standardization: Uniform workflows, charting protocols, and billing procedures reduce variability between locations, accelerating staff cross-training and enabling apples-to-apples performance comparisons.

3. Centralized Administration: Single-pane-of-glass management of user credentials, fee schedules, insurance tables, and compliance documentation reduces IT overhead and ensures consistent policy enforcement.

Expected Timeline

Phase	Timeline
Decision to Pilot Launch	6–8 weeks
Pilot Completion (2–3 locations)	+4–6 weeks
Full Deployment (15–50 locations)	+12–20 weeks
Total: Decision to Full Deployment	22–34 weeks

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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 recommended
☐ Processor: Intel Core i5 or equivalent (i7 for imaging workstations)
☐ Monitors: Minimum 1920x1080 resolution; dual monitors recommended for clinical operatories
☐ Digital imaging sensors: Verify Dentimax-compatible sensors or integration capability with existing sensors
☐ Intraoral cameras: USB 2.0+ connectivity
☐ Document scanners for insurance card capture
☐ Label printers for patient labels (optional but recommended)
☐ Signature pads for consent forms (Topaz or compatible)

Network Requirements

☐ Minimum 50 Mbps download / 25 Mbps upload per location for cloud deployment
☐ Dedicated static IP or dynamic DNS configuration
☐ Port 443 (HTTPS) outbound access unrestricted
⚠️ ☐ Verify firewall allows Dentimax cloud server communication (common failure point)
☐ Network latency under 100ms to Dentimax data centers
☐ UPS backup for server/workstations (minimum 15-minute runtime)

Software Prerequisites

☐ Windows 10/11 Pro with current security updates
☐ .NET Framework 4.8 or higher
☐ PDF reader (Adobe Acrobat Reader DC recommended)
☐ Current web browser (Chrome, Edge) for patient portal administration
☐ Antivirus exclusions configured for Dentimax directories

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Enterprise-Level Requirements

Network Standards Across Locations

🟣 ☐ Decision Required: Centralized cloud hosting (recommended) vs. hybrid local/cloud deployment
☐ Standardized ISP tier and redundancy requirements (dual ISP recommended for high-volume locations)
☐ VPN configuration standards for secure central administration
☐ Unified network monitoring solution deployment (e.g., PRTG, Auvik)

Identity and Access Management

🟣 ☐ Decision Required: Single Sign-On (SSO) integration approach—SAML 2.0 with existing identity provider
☐ Active Directory or Azure AD integration specifications
☐ Role-based access control (RBAC) template aligned with DSO job classifications
☐ Centralized user provisioning/deprovisioning workflow
☐ Multi-factor authentication (MFA) policy for administrative access

Centralized Credentialing

☐ Provider NPI database export for bulk import
☐ DEA license tracking system integration
☐ State license expiration monitoring workflow
☐ Credentialing status fields mapped to Dentimax provider records

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Vendor Onboarding Steps

🔵 ☐ Execute Master Services Agreement (MSA) with enterprise pricing structure
🔵 ☐ Sign Business Associate Agreement (BAA)
🔵 ☐ Establish dedicated Dentimax Enterprise Account Manager contact
🔵 ☐ Obtain escalation path documentation: Tier 1, Tier 2, Tier 3 support contacts
🔵 ☐ Schedule enterprise discovery call with Dentimax implementation team
🔵 ☐ Confirm SLA terms: uptime guarantee, support response times, data backup frequency
🔵 ☐ Request Dentimax security documentation: SOC 2 report, penetration testing results, encryption specifications

Key Vendor Contacts to Establish:

Role	Purpose	Contact Frequency
Enterprise Account Manager	Commercial/contract issues	As needed
Implementation Lead	Project management	Weekly during deployment
Technical Integration Specialist	API/connectivity issues	During integration phase
Training Coordinator	Training scheduling	Per wave
Support Escalation Manager	Urgent issue resolution	Critical issues only

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Data/Access Prerequisites

☐ Export current patient demographic data from existing PMS (CSV or database export)
☐ Export procedure history (minimum 24 months recommended)
☐ Export financial ledgers and aging reports
☐ Document current fee schedules by location and insurance plan
☐ Export insurance payor lists with electronic payor IDs
☐ Catalog all digital imaging archives and storage locations
☐ Document custom clinical charting templates currently in use
☐ Export appointment type configurations and duration standards

API and Integration Access

☐ Existing PMS administrative credentials for data extraction
☐ Imaging system DICOM/bridge software specifications
☐ Clearinghouse account credentials and payor routing information
☐ Patient communication platform API documentation (if integrating)
☐ Accounting system GL codes and export specifications

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Stakeholder Alignment Map

Board/Investors

🟣 Approval Required For:

• Capital expenditure authorization
• Vendor contract approval (if above threshold)
• Strategic alignment confirmation

Communication Needs:

• ROI projections and timeline
• Risk mitigation summary
• Competitive positioning impact

C-Suite

Role	Involvement Level	Key Concerns
CEO	Sponsor/Approver	Strategic fit, total cost, timeline impact on operations
CFO	Approver	Budget, ROI timeline, contract terms
CDO	Active Participant	Clinical workflow impact, provider adoption
COO	Project Owner	Operational disruption, rollout sequencing
CIO/CTO	Technical Lead	Integration, security, infrastructure

Regional Managers

Role in Implementation:

• Location readiness assessment coordination
• Champion identification at each location
• Go-live support and escalation point
• Post-launch performance monitoring

Alignment Needs:

• Clear rollout timeline by region
• Resource requirements and support structure
• Success metrics they'll be measured against

Location-Level Office Managers

Role in Implementation:

• Local champion (often)
• Staff training coordination
• Day-to-day workflow transition management
• First-line troubleshooting

Alignment Needs:

• Detailed training timeline
• Impact on daily operations during transition
• Support resources available to them

Providers

Role in Implementation:

• Clinical workflow validation
• Feedback on charting and imaging integration
• Patient communication during transition

Alignment Needs:

• How clinical workflows will change
• Training time requirements
• Assurance that patient care won't be disrupted

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Baseline Metrics to Capture

⚠️ Critical: Capture these metrics identically across all locations before any go-live to enable cross-location ROI comparison.

Financial Metrics

Metric	Measurement Method	Target Data Period
Collections rate	Collected / Adjusted Production	Trailing 6 months
Days in A/R	A/R aging report	Current snapshot
Claim denial rate	Denied claims / Total claims submitted	Trailing 6 months
Time to first claim submission	Days from service to claim drop	Trailing 3 months
Write-off percentage	Write-offs / Gross Production	Trailing 6 months

Operational Metrics

Metric	Measurement Method	Target Data Period
Case acceptance rate	Accepted treatment / Presented treatment value	Trailing 6 months
Patient no-show rate	No-shows / Total scheduled appointments	Trailing 6 months
New patient volume	New patient count per month	Trailing 12 months
Hygiene recare rate	Completed hygiene / Due for hygiene	Current
Schedule utilization	Filled hours / Available hours	Trailing 3 months

Efficiency Metrics

Metric	Measurement Method	Target Data Period
Average check-out time	Time study or estimate	Current workflow
Insurance verification time	Time study or estimate	Current workflow
Charting completion time	Provider survey	Current workflow
Report generation time	Current PMS capability	Current

Standardization Protocol

☐ Create metric collection template spreadsheet
☐ Distribute to all location managers with instructions
☐ Set standardized collection date (same calendar week across all locations)
☐ Validate data completeness and accuracy centrally
☐ Document any locations with missing or unreliable baseline data

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3. Location Readiness Assessment

Scoring Framework

Rate each location 1–5 on the following factors. A score of 5 indicates highest readiness.

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

Score	Criteria
5	All workstations <3 years old, network exceeds requirements, current PMS version, existing cloud experience
4	Most workstations current, network meets requirements, PMS version within 2 releases of current
3	Mixed hardware age, network meets minimum requirements, PMS updates needed
2	Significant hardware refresh needed, network upgrade required, legacy PMS version
1	Major infrastructure overhaul required before deployment possible

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

Score	Criteria
5	Low turnover (<15% annual), prior successful tech implementations, documented positive training outcomes
4	Moderate turnover (15-25%), some tech implementation experience, adequate training completion
3	Average turnover (25-35%), limited tech change experience, mixed training results
2	High turnover (35-50%), resistance to recent changes, training completion challenges
1	Very high turnover (>50%), significant change resistance history, training rarely completed

Factor 3: Patient Volume (Weight: 20%)

Score	Criteria
5	High volume (>150 patients/day) with strong operational foundation—high impact opportunity
4	Above average volume (100-150/day) with stable operations
3	Average volume (75-100/day)—representative of portfolio
2	Below average volume (50-75/day)—lower impact but also lower risk
1	Low volume (<50/day) or operationally unstable—defer until stabilized

Factor 4: Existing Tech Stack Compatibility (Weight: 20%)

Score	Criteria
5	Current Dentimax user (upgrade scenario) OR all systems have documented Dentimax integrations
4	PMS has standard export capability, imaging system is Dentimax-compatible, clearinghouse standard
3	PMS migration path documented, some imaging adaptation needed, standard integrations available
2	Non-standard PMS requiring custom data migration, imaging system compatibility uncertain
1	Legacy systems with no standard migration path, major compatibility barriers

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

Score	Criteria
5	Tech-forward provider AND experienced office manager, both enthusiastic, both committed to staying
4	Strong office manager champion OR strong provider champion, committed to implementation
3	Adequate champion candidate identified, requires development, moderately engaged
2	No obvious champion, will need to assign and develop someone
1	Leadership vacuum at location, no viable champion candidates

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Composite Readiness Score Calculation

Formula: (F1 × 0.25) + (F2 × 0.20) + (F3 × 0.20) + (F4 × 0.20) + (F5 × 0.15) = Composite Score

Readiness Tiers

Composite Score	Tier	Rollout Recommendation
4.0 – 5.0	Tier 1	Wave 1 Pilot Candidate
3.0 – 3.9	Tier 2	Wave 2
2.0 – 2.9	Tier 3	Wave 3 (with remediation)
Below 2.0	Tier 4	Defer—remediation required before deployment

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Sample Location Readiness Matrix

Location	IT Infra (5)	Staff (4)	Volume (4)	Tech Stack (5)	Champion (4)	Composite	Tier
Location A	5	4	4	5	4	4.40	1
Location B	4	3	5	4	5	4.15	1
Location C	3	4	3	4	3	3.45	2
Location D	2	2	3	2	2	2.20	3

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Rollout Sequence Recommendations

Based on readiness scores, recommend the following sequence:

Wave 1 Pilot Locations (Select 2–3):

• Select from Tier 1 locations
• Prioritize diversity: include at least one high-volume and one moderate-volume location
• Include at least one location from each region (if geographically distributed)
• Avoid selecting all "easiest" locations—pilots should be representative

Wave 2 Locations:

• All remaining Tier 1 locations
• Tier 2 locations with scores ≥3.5

Wave 3 Locations:

• Remaining Tier 2 locations
• Tier 3 locations that have completed required remediation

Deferred Locations:

• Create remediation plans for Tier 4 locations
• Reassess readiness after remediation completion

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4. Rollout Strategy

Wave Structure Recommendation

Overview

Wave	Locations	Duration	Purpose
Wave 1 (Pilot)	2–3 locations	6 weeks	Validate approach, identify issues, refine playbook
Wave 2	5–8 locations	6 weeks	Scale validation, stress test support structure
Wave 3	8–15 locations	6 weeks	Full regional deployment
Wave 4+	Remaining	6 weeks each	Complete portfolio

Buffer Between Waves: Minimum 2 weeks for learning capture and playbook refinement.

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Wave 1 Pilot Selection Criteria

Select 2–3 locations that meet the following criteria:

Required Criteria (Must Have All)

☐ Composite readiness score ≥4.0
☐ Strong local champion identified and committed
☐ Regional manager actively engaged
☐ No major operational disruptions scheduled (expansion, renovation, key staff transitions)
☐ Represents common location profile in portfolio (not outlier)

Preferred Criteria (Weight in Selection)

☐ Geographic proximity to central IT resources
☐ Provider with prior Dentimax experience (if any)
☐ Mix of specialties representative of portfolio
☐ History of successful technology adoptions
☐ Moderate patient volume (100–150/day)—high enough for meaningful data, manageable for troubleshooting

Diversity Requirements

🟣 ☐ Decision Required: Ensure pilot locations include:

• At least one high-volume location (validates scalability)
• At least one newer acquisition (if applicable—validates onboarding complexity)
• Geographic representation (if multi-region DSO)

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Timeline Per Wave

Wave 1 Detailed Timeline (6 Weeks)

Week	Activities
Week 1	Infrastructure validation, test environment setup, data migration preparation
Week 2	Data migration, integration configuration, UAT environment ready
Week 3	Champion training, configuration validation, staff training begins
Week 4	Staff training completion, parallel run preparation, go-live readiness check
Week 5	Go-live, intensive support, daily check-ins
Week 6	Stabilization, issue resolution, learning capture

Post-Wave 1 Buffer (2 Weeks):

• Week 7: Lessons learned documentation, playbook refinement
• Week 8: Wave 2 preparation, go/no-go decision

Waves 2–4 Timeline (Accelerated Based on Learnings)

Week	Activities
Week 1	Infrastructure validation, data migration (parallel across locations)
Week 2	Integration, training (leveraging train-the-trainer model)
Week 3	Go-live staggered (2–3 locations per week)
Week 4	Stabilization for early locations, go-live for remaining
Week 5–6	Stabilization, optimization, learning capture

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Go/No-Go Criteria

Criteria to Advance from Wave 1 to Wave 2

🟣 Executive Decision Required

Category	Green (Proceed)	Yellow (Proceed with Caution)	Red (Hold)
System Stability	<2 critical issues in Week 5–6	2–4 critical issues, all resolved	>4 critical issues OR unresolved critical
User Adoption	>90% staff completing daily workflows	75–90% completing workflows	<75% workflow completion
Data Integrity	Zero data loss events, <1% data errors	Minor data errors, quickly corrected	Any data loss or systemic errors
Performance	System response <3 seconds	3–5 second response	>5 second response consistently
Support Load	Ticket volume within projected range	25–50% above projection	>50% above projection
Patient Impact	Zero patient-facing disruptions	Minor delays, no complaints	Patient complaints or care delays

Decision Framework:

• All Green: Proceed to Wave 2 immediately
• Majority Green, some Yellow: Proceed with documented mitigations
• Any Red: Hold for remediation, extend pilot by 2 weeks minimum

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Rollback Plan

Triggers for Rollback

⚠️ The following conditions trigger rollback consideration:

• Critical system outage >4 hours with no resolution path
• Data integrity breach affecting patient records
• Inability to submit claims for >2 business days
• Provider refusal to use system (>50% of providers at location)
• Patient safety concern related to system use

Rollback Procedures

Immediate (Same-Day) Rollback:

1. ☐ Notify Dentimax support of rollback initiation
2. ☐ Reactivate legacy PMS access (maintain licenses through stabilization period)
3. ☐ Export all data entered in Dentimax since go-live
4. ☐ Resume scheduling and patient management in legacy system
5. ☐ Communicate to staff: "We are pausing our new system while we resolve [issue]. Please use [legacy system] until further notice."

Data Reconciliation (Days 1–3 Post-Rollback):

1. ☐ Document all transactions completed in Dentimax during live period
2. ☐ Manually reconcile or import critical data to legacy system
3. ☐ Verify appointment schedule accuracy
4. ☐ Confirm claim submission backlog is addressed

Learning Capture:

1. ☐ Document root cause of rollback
2. ☐ Assess impact on other Wave locations
3. ☐ Determine remediation timeline
4. 🟣 ☐ Decision Required: Continue wave with remaining locations or pause entire wave

Isolation Protocol

A rollback at one location does NOT automatically trigger rollback at other locations unless:

• Root cause is systemic (affects all locations)
• Central infrastructure is compromised
• Vendor advises organization-wide pause

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5. Configuration & Integration (Weeks 2–3)

Practice Management System Integration

Migrating FROM Dentrix

Data Export Process:

1. ☐ Request Dentrix database backup (.dxb file)
2. ☐ Export patient demographics via Dentrix Report Builder
3. ☐ Export treatment history using custom query (last 24 months)
4. ☐ Export financial ledgers and payment history
5. ☐ Export appointment history and future schedules
6. ☐ Export insurance carrier and subscriber information
7. ☐ Document custom Dentrix letter templates for recreation

🔵 Dentimax Import Process:

1. ☐ Submit export files to Dentimax migration team
2. ☐ Dentimax performs data mapping and validation (3–5 business days)
3. ☐ Review migration preview report
4. ☐ Approve or request corrections
5. ☐ Schedule migration execution (recommend weekend)
6. ☐ Validate post-migration data integrity

⚠️ Common Issues:

• Procedure code mapping differences (verify CDT code alignment)
• Insurance carrier ID mismatches
• Custom fee schedule transfer (may require manual recreation)
• Document attachments (may require separate migration)

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Migrating FROM Eaglesoft

Data Export Process:

1. ☐ Create Eaglesoft database backup
2. ☐ Use Eaglesoft Data Manager to export demographic tables
3. ☐ Export procedure history via Crystal Reports or data export
4. ☐ Export ledger and payment data
5. ☐ Export insurance information and employer tables
6. ☐ Document Eaglesoft IntelliCare recall rules for recreation

🔵 Dentimax Import Process:

1. ☐ Submit database backup to Dentimax migration team
2. ☐ Complete data mapping questionnaire
3. ☐ Review sample patient record migrations
4. ☐ Approve migration plan
5. ☐ Execute migration (recommend weekend)
6. ☐ Run validation checklist

⚠️ Common Issues:

• Patterson imaging archive integration (separate process required)
• Eaglesoft custom fields may not map 1:1
• SmartDoc attachments require separate handling

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Migrating FROM Open Dental

Data Export Process:

1. ☐ Access MySQL database directly OR use Open Dental export tools
2. ☐ Export patient table, patientplan, and subscriber tables
3. ☐ Export procedurelog and proctp tables (treatment plans)
4. ☐ Export payment and claimpayment tables
5. ☐ Export appointment and schedule tables
6. ☐ Export carrier and insplan tables

🔵 Dentimax Import Process:

1. ☐ Provide database exports in CSV or direct MySQL access
2. ☐ Dentimax performs field mapping (Open Dental has good documentation)
3. ☐ Validate mapping with sample records
4. ☐ Execute full migration
5. ☐ Run validation scripts

⚠️ Common Issues:

• Open Dental add-ons (e.g., eRx, eServices) require separate planning
• Custom program links need recreation in Dentimax
• Open-source customizations may not have equivalents

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Imaging System Integration

DICOM-Compatible Systems (e.g., Schick, Dexis, Carestream)

1. ☐ Verify sensor compatibility with Dentimax imaging module
2. ☐ Install Dentimax imaging drivers
3. ☐ Configure TWAIN or direct acquisition settings
4. ☐ Test image capture from each operatory
5. ☐ Verify image storage path (local vs. cloud)
6. ☐ Configure image enhancement defaults
7. ☐ Test image viewing and annotation tools

Imaging Archive Migration

1. ☐ Inventory existing image archive (total size, file formats)
2. ☐ Verify archive export capability from current imaging software
3. ☐ Export images with patient ID linkage
4. ☐ 🔵 Coordinate with Dentimax for image import mapping
5. ☐ Execute image migration (often done in batches)
6. ☐ Validate image-to-patient linking post-migration

Panoramic/Cephalometric Integration

1. ☐ Verify pano unit DICOM compatibility
2. ☐ Configure DICOM modality worklist (if supported)
3. ☐ Test image auto-routing to patient record
4. ☐ Verify image display quality in Dentimax viewer

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Test Environment Setup

Centralized Test Environment (Recommended for DSO)

🟣 ☐ Decision Required: Provision centralized test environment that mirrors production

Components:

1. ☐ Dentimax cloud test instance with representative data
2. ☐ Sample patient records (de-identified production data or synthetic data)
3. ☐ All integration connections in test mode
4. ☐ Test clearinghouse configuration (sandbox environment)
5. ☐ Test imaging configuration

Validation Checklist

Patient Management: ☐ Create new patient record
☐ Update existing patient demographics
☐ Add insurance subscriber information
☐ Verify eligibility (test clearinghouse connection)
☐ Schedule appointment
☐ Check in patient
☐ Complete checkout workflow

Clinical Charting: ☐ Open clinical chart
☐ Enter existing conditions
☐ Chart completed procedure
☐ Create treatment plan
☐ Print/send treatment plan to patient
☐ Add clinical note
☐ Capture and attach image

Billing: ☐ Post procedure with fee
☐ Process patient payment
☐ Create insurance claim
☐ Submit claim electronically (test)
☐ Post insurance payment
☐ Generate patient statement
☐ Process refund

Reporting: ☐ Run daily production report
☐ Run aging report
☐ Run provider schedule
☐ Export data to CSV
☐ Verify multi-location aggregation (DSO)

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Data Migration Steps

Pre-Migration (1 Week Before)

☐ Final data cleanup in legacy system (merge duplicates, update outdated info)
☐ Confirm migration scope (what data is migrating, what is archived only)
⚠️ ☐ Verify backup of legacy system is complete and tested
☐ Communicate to staff: no major data entry 48 hours before migration
☐ Schedule migration window (recommend Friday evening – Sunday)
🔵 ☐ Confirm Dentimax migration team availability

Migration Execution

☐ Final legacy system backup at migration start time
🔵 ☐ Execute data migration (Dentimax performs)
☐ Disable legacy system write access (read-only mode)
☐ Verify record counts match expected totals
☐ Spot-check 20 random patient records for accuracy
☐ Verify appointment schedule imported correctly
☐ Verify ledger balances match

Post-Migration Validation

☐ Run comparison reports: legacy vs. Dentimax totals
☐ Verify insurance carrier setup complete
☐ Test claim submission with migrated patient
☐ Verify imaging archive accessible
☐ Document any data discrepancies for manual correction

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Security and HIPAA Compliance Verification

Enterprise HIPAA Checklist

Administrative Safeguards: 🔵 ☐ Business Associate Agreement (BAA) fully executed
☐ Data ownership and return/destruction terms documented
☐ Dentimax workforce training documentation obtained
☐ Security incident notification procedures confirmed
☐ Audit trail capabilities verified and configured

Technical Safeguards: ☐ Data encryption in transit (TLS 1.2+) verified
☐ Data encryption at rest (AES-256) verified
☐ Access controls and user authentication configured
☐ Automatic logoff timeout configured (15 minutes or per policy)
🔵 ☐ Audit log access and retention confirmed
☐ Backup and disaster recovery procedures documented
☐ Multi-factor authentication enabled for administrative access

Physical Safeguards: 🔵 ☐ Data center certifications obtained (SOC 2 Type II)
☐ Physical access controls at data center documented
☐ Media disposal procedures confirmed

Data Governance: 🟣 ☐ Decision Required: Data retention policies aligned with DSO policies
☐ Patient data access logging enabled
☐ Provider access limited to appropriate locations
☐ Administrative access tiered appropriately
☐ De-provisioning process for terminated employees documented

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Standardized vs. Location-Specific Configuration

Standardize Centrally (Enterprise Template)

Configuration Item	Standard Setting	Rationale
Fee schedules (UCR)	Single master schedule	Enables consistent pricing and reporting
Insurance carrier list	Centralized master list	Reduces duplication, simplifies payor management
Procedure code setup	CDT standard + DSO custom codes	Consistent coding enables aggregated reporting
User role definitions	Standard 8 roles	Simplifies onboarding and cross-location coverage
Report templates	Standardized KPI reports	Enables cross-location comparison
Clinical charting templates	Standard tooth chart, perio chart	Consistent clinical documentation
Letter/communication templates	DSO-branded templates	Consistent patient experience
HIPAA audit settings	Maximum logging	Compliance consistency
Password policies	DSO IT standard	Security consistency
Appointment types and durations	Standard categories	Scheduling consistency, cross-location patient migration

Allow Location-Specific Configuration

Configuration Item	Local Control	Rationale
Provider schedules	Office manager sets	Local operational needs vary
Operatory naming	Location determines	Physical layout varies
Local referring provider list	Location maintains	Referral patterns are local
Provider charting preferences	Within standard template	Provider workflow preferences
Recall intervals	Within DSO guidelines	Patient population varies
Specific insurance plan variations	Within carrier framework	Local plan nuances
Staff scheduling permissions	Office manager determines	Operational flexibility

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6. Team Training Plan

Train-the-Trainer Model

Champion Selection Criteria

Select 1 champion per location meeting these criteria:

Required: ☐ Minimum 1 year tenure at location
☐ Full-time employee (not PRN/part-time)
☐ Demonstrated tech proficiency
☐ Strong communication skills
☐ Respected by peers and providers
☐ Committed to remaining through stabilization period (6+ months)

Preferred: ☐ Prior training delivery experience
☐ Office manager or senior team lead role
☐ Prior PMS implementation experience
☐ Positive attitude toward the change

Champion Responsibilities