Dentrix Ascend — Implementation Playbook (DSO)

Dentrix Ascend Implementation Playbook

A Comprehensive Deployment Guide for Dental Service Organizations

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1. Executive Summary

What Dentrix Ascend Does

Dentrix Ascend is a cloud-based practice management platform that centralizes scheduling, patient records, billing, and reporting across multiple locations through a single, unified database. Unlike legacy on-premise PMS solutions, Ascend enables real-time data visibility across your entire DSO, with built-in analytics, automated workflows, and standardized processes that scale with organizational growth.

Why DSOs Specifically Benefit from Cloud-Native Practice Management

At the 15-50 location scale, the traditional model of siloed, server-based practice management systems creates compounding operational debt. Dentrix Ascend delivers three transformative advantages for DSOs:

1. Data Aggregation at Scale: Every clinical note, appointment, and transaction feeds a single database. This eliminates the weekly/monthly data reconciliation workflows that consume regional manager bandwidth and enables true real-time operational visibility.

2. Standardization Without Rigidity: Enforce consistent fee schedules, treatment codes, and workflows across all locations while preserving appropriate local flexibility. New providers see the same interface whether they float between locations or join your organization.

3. Infrastructure Simplification: Cloud architecture eliminates per-location server maintenance, reduces IT overhead, and provides automatic updates—critical when managing IT across dozens of geographically dispersed locations.

Expected Timeline: Decision to Full Deployment

DSO Size	Timeline to Full Deployment
15-25 locations	4-6 months
26-40 locations	6-9 months
41-50 locations	9-12 months

These timelines assume 3-4 waves of deployment with 2-3 week buffers between waves for learning capture and adjustment.

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

Technical Requirements

Hardware Requirements (Per Location)

☐ Workstations: Windows 10/11 (64-bit), minimum 8GB RAM, SSD storage recommended ☐ Monitor resolution: 1920x1080 minimum (dual monitors recommended for providers) ☐ Supported browsers: Chrome (preferred), Microsoft Edge (latest versions) ☐ Barcode scanners: USB HID-compliant scanners for patient check-in ☐ Document scanners: TWAIN-compatible for insurance card/ID capture ☐ Signature pads: Topaz or compatible devices for electronic signatures

Network Requirements (Per Location)

☐ Internet bandwidth: Minimum 25 Mbps down / 10 Mbps up per location (50/25 recommended) ☐ Latency: <100ms to cloud servers ☐ Firewall: Whitelist Dentrix Ascend IP ranges and ports (provided during onboarding) ☐ Backup internet: Cellular failover recommended for business continuity

Software Prerequisites

☐ Antivirus exclusions configured for Ascend application folders ☐ Windows automatic updates managed (to prevent mid-day restarts) ☐ Adobe Acrobat Reader (current version) for document viewing

Vendor Onboarding Steps

Week	Action Item	Owner	🔵 Vendor Required
1	Execute Master Services Agreement (MSA) with Henry Schein One	Legal/CFO	🔵
1	Assign dedicated Implementation Manager from vendor	VP Ops	🔵
1	Schedule kickoff call with technical and clinical implementation teams	Project Lead	🔵
1	Establish vendor support escalation contacts (Tier 1, 2, 3)	IT Director	🔵
1	Confirm BAA execution and HIPAA compliance documentation	Compliance	🔵
2	Receive sandbox/training environment credentials	IT Director	🔵
2	Complete vendor technical requirements assessment	IT Director	🔵

Key Vendor Contacts to Establish

• Implementation Manager: Primary point of contact for rollout coordination
• Technical Implementation Specialist: API, integration, and data migration
• Training Coordinator: Scheduling and materials for certification programs
• Enterprise Support Line: Dedicated DSO support queue (confirm SLA terms)
• Customer Success Manager: Long-term partnership and optimization

Data/Access Prerequisites

Per Location

☐ Current PMS admin credentials (for data export) ☐ Complete patient database export in vendor-specified format ☐ Insurance plan/payer list with current fee schedules ☐ Provider NPI numbers and state license information ☐ Treatment code customizations (D-codes with any local modifications) ☐ Current appointment type definitions and durations ☐ Historical financial data (minimum 12 months recommended)

Imaging System Access

☐ Imaging software version and vendor (Dexis, Schick, Patterson, etc.) ☐ Image archive location and format ☐ Bridge/integration documentation from imaging vendor ☐ API credentials if applicable

Enterprise-Level Requirements ⚠️

Network Standards Across Locations ☐ Document current network variability across portfolio (ISP, bandwidth, equipment age) ☐ Establish minimum network standard that all locations must meet before go-live ☐ Identify locations requiring network upgrades and timeline/budget ☐ 🟣 Decide: Centralized network monitoring vs. location-managed

Hosting Architecture ☐ 🟣 Confirm cloud hosting model (Dentrix Ascend is cloud-native; no on-premise option) ☐ Understand data residency (US-based data centers) ☐ Document disaster recovery and business continuity provisions from vendor

Identity and Access Management ☐ 🟣 Decide: Single Sign-On (SSO) integration vs. native Ascend authentication ☐ If SSO: Confirm identity provider compatibility (Azure AD, Okta, etc.) 🔵 ☐ Design role-based access control (RBAC) matrix for all staff levels ☐ Establish centralized user provisioning workflow (HR → IT → PMS access) ☐ Define password policies and MFA requirements

Centralized Credentialing ☐ Aggregate provider credentialing data across all locations ☐ Establish single source of truth for NPI, DEA, state licenses ☐ Configure credentialing alerts and expiration tracking in Ascend

Internal Stakeholder Alignment

Stakeholder Alignment Map

Stakeholder Level	Key Individuals	Communication Need	Decision Authority
Board/Investors	Board members, PE partners	Quarterly updates on technology modernization, ROI projections	🟣 Approve capital expenditure, strategic direction
C-Suite	CEO, CFO, COO, CDO	Weekly rollout status, risk escalations, go/no-go decisions	🟣 Approve timeline, resource allocation, wave progression
VP Operations	VP Ops, VP Clinical	Daily rollout coordination, cross-location standardization decisions	Own implementation execution
Regional Managers	3-6 regional leaders	Location readiness, staff concerns, local escalations	Approve location-level go-live dates
Office Managers	15-50 OMs	Training completion, workflow changes, day-of-launch logistics	Own location staff readiness
Providers	Lead dentists per location	Clinical workflow changes, AI/automation feature adoption	Clinical workflow sign-off
IT	IT Director, IT staff	Technical readiness, integration, support escalation	Own technical infrastructure
Compliance	Compliance Officer	HIPAA, data governance, BAA verification	Approve security/privacy requirements

Communication Cadence

Stakeholder	Frequency	Format	Owner
Board/Investors	Monthly	Executive dashboard + narrative	CEO/CFO
C-Suite	Weekly	30-min status meeting	VP Ops
Regional Managers	Twice weekly during active waves	Video call + Slack/Teams channel	Implementation Lead
Office Managers	Daily during wave prep/launch	Checklist review + support call	Regional Manager
Providers	Per-location training sessions + weekly tips	Training + email drip	CDO

Baseline Metrics to Capture BEFORE Go-Live ⚠️

Critical: These metrics MUST be captured in the legacy PMS before migration to enable ROI measurement.

Operational Metrics (Per Location)

Metric	How to Capture	Target Timeframe
Average daily patient volume	PMS daily schedule report	Last 6 months
Schedule fill rate	Open slots / Total slots	Last 3 months
Patient check-in to chair time	Manual time study OR PMS timestamp analysis	2-week sample
Average end-of-day close time	Office manager survey	Current state
Patient recall compliance rate	Due for recall vs. scheduled	Last 12 months

Financial Metrics (Per Location)

Metric	How to Capture	Target Timeframe
Average monthly production	PMS production report	Last 12 months
Average monthly collections	PMS collections report	Last 12 months
Collections rate	Collections / Production	Last 12 months
Claim denial rate	Denied claims / Total claims	Last 6 months
Days in A/R	Aging report analysis	Current snapshot
Write-off rate	Write-offs / Production	Last 12 months

Clinical Metrics (Per Location)

Metric	How to Capture	Target Timeframe
Case acceptance rate	Presented treatment vs. scheduled	Last 6 months
Average treatment plan value	PMS treatment planning report	Last 6 months
Re-treatment rate	Same-tooth procedures within 12 months	Last 24 months

Standardization Protocol for Cross-Location Comparison

⚠️ Common Failure Point: Locations often calculate metrics differently (e.g., different definitions of "presented treatment" or inconsistent collections categorization).

Standardization Steps:

1. ☐ Create written definitions for every baseline metric
2. ☐ Distribute definitions to all regional managers and office managers
3. ☐ Conduct 30-minute calibration call with office managers to review calculations
4. ☐ Have each location submit test calculation with their methodology documented
5. ☐ Reconcile any variations before accepting baseline data
6. ☐ Store baseline data in centralized repository (not in legacy PMS)

Recommended Timeline: Complete all baseline capture at least 2 weeks before first location go-live.

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3. Location Readiness Assessment

Scoring Framework

Rate each location on the following five factors using a 1-5 scale. Produce a composite readiness score to prioritize rollout sequence.

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

Score	Criteria
5	All workstations <3 years old, fiber internet 100+ Mbps, modern network equipment, previous cloud software experience
4	Most workstations <4 years old, 50+ Mbps internet, stable network, minimal infrastructure concerns
3	Mixed hardware age, 25-50 Mbps internet, occasional network issues, some upgrades needed
2	Aging workstations (5+ years), inconsistent internet, frequent network issues, significant upgrades needed
1	Outdated hardware, unreliable internet (<25 Mbps), persistent IT issues, major infrastructure investment required

Assessment Checklist: ☐ Average workstation age ☐ Current internet speed (run speed test) ☐ Network equipment age and condition ☐ IT incident frequency (last 6 months) ☐ Server/backup infrastructure status

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

Score	Criteria
5	Low turnover (<15% annual), history of successful tech adoption, staff expressed interest in new tools
4	Moderate turnover (15-25%), positive attitude toward change, some tech-forward team members
3	Average turnover (25-35%), mixed attitudes toward change, will need focused change management
2	High turnover (35-50%), resistance to previous changes, training retention concerns
1	Very high turnover (>50%), active resistance to technology, significant staffing instability

Assessment Checklist: ☐ Annual staff turnover rate ☐ Average staff tenure ☐ History with previous technology implementations ☐ Staff satisfaction/engagement scores (if available) ☐ Office manager tenure and tech comfort

Factor 3: Patient Volume (Weight: 20%)

Score	Impact/Risk Considerations
5	High volume (30+ patients/day): Maximum ROI potential, but higher risk if issues occur
4	Above average (25-30 patients/day): Strong ROI potential, manageable risk
3	Average (20-25 patients/day): Balanced ROI and risk profile
2	Below average (15-20 patients/day): Lower immediate ROI, but safer for learning
1	Low volume (<15 patients/day): Minimal risk, limited ROI impact, good for testing

Note: For Wave 1 pilots, locations scoring 2-3 are often preferable—enough volume to validate workflows without catastrophic risk if issues arise.

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

Score	Criteria
5	Currently on Dentrix (any version), compatible imaging system with proven bridge, no conflicting software
4	Currently on major PMS (Eaglesoft, Open Dental), compatible imaging, straightforward migration path
3	Currently on supported PMS, imaging requires bridge configuration, some integration work needed
2	Legacy or uncommon PMS, imaging system with limited bridge support, complex migration expected
1	Unsupported PMS, incompatible imaging, requires significant data cleanup or manual migration

Assessment Checklist: ☐ Current PMS vendor and version ☐ Imaging system vendor and version ☐ Other clinical software (endo, ortho, etc.) ☐ Third-party integrations in use ☐ Data quality in current PMS (duplicates, incomplete records)

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

Score	Criteria
5	Enthusiastic, tech-savvy provider AND office manager, both committed to lead adoption
4	Strong office manager champion OR engaged provider willing to lead
3	Office manager willing to champion with support, no provider resistance
2	No clear champion, but no active resistance from leadership
1	Office manager or lead provider actively resistant, significant change management challenge

Assessment Checklist: ☐ Office manager identified and willing to serve as champion ☐ Lead provider attitude toward new technology ☐ Existing informal tech leaders on staff ☐ Champion availability during implementation window (no planned PTO, etc.)

Composite Score Calculation

Formula:

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

Score Interpretation:

Composite Score	Readiness Tier	Rollout Recommendation
4.0 - 5.0	Tier 1: High Readiness	Wave 1 candidate (pilot)
3.0 - 3.9	Tier 2: Moderate Readiness	Wave 2 candidate
2.0 - 2.9	Tier 3: Needs Preparation	Wave 3 after remediation
1.0 - 1.9	Tier 4: Significant Gaps	Defer until infrastructure/staffing stabilizes

Sample Readiness Assessment Matrix

Location	IT (25%)	Staff (20%)	Volume (20%)	Tech (20%)	Champion (15%)	Composite	Tier
Springfield	4	4	3	5	4	4.0	1
Riverside	5	3	4	4	3	3.85	2
Oak Park	3	4	4	3	5	3.65	2
Downtown	4	2	5	4	2	3.50	2
Lakeside	2	3	3	2	3	2.55	3
Northgate	2	2	2	2	1	1.85	4

Recommended Rollout Sequence

Based on composite scores, establish wave assignments with the following considerations:

Wave 1 (Pilot) Selection Criteria:

• Composite score 3.5+ preferred
• Avoid highest-volume location (too risky for learning phase)
• Include one location that represents the "average" of your portfolio
• Geographic diversity if possible (different regional managers)
• Champion must be highly available during pilot

Wave 2 Selection Criteria:

• Composite score 3.0+
• Prioritize locations where Wave 1 learnings are most applicable
• Include remaining high-readiness locations
• Balance across regions for organizational momentum

Wave 3 Selection Criteria:

• Address remediation needs before launch
• Apply all lessons from Waves 1-2
• May require additional training or infrastructure investment
• Consider temporary staffing support for locations with turnover concerns

Tier 4 Locations:

• 🟣 Executive decision required on whether to defer, invest in remediation, or proceed with elevated risk
• Document specific gaps and estimated remediation timeline
• May require parallel planning for infrastructure upgrades

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4. Rollout Strategy

Recommended Wave Structure

For a DSO with 15-50 locations, we recommend a 3-4 wave deployment with increasing velocity:

Wave	Locations	Purpose	Duration
Wave 1: Pilot	2-3 locations	Validate configuration, refine training, identify issues	4-6 weeks
Wave 2: Expand	5-8 locations	Scale validated processes, train champions, build momentum	4-5 weeks
Wave 3: Accelerate	10-15 locations	Execute at speed using proven playbook	4-5 weeks
Wave 4: Complete	Remaining locations	Final deployment, address stragglers	3-4 weeks

Buffer Between Waves: Minimum 2 weeks for learning capture, process refinement, and champion feedback integration.

Wave 1 Pilot Location Selection

Selection Criteria Matrix

Criterion	Weight	Target Profile
Composite readiness score	30%	3.5-4.5 (high readiness, but not your "perfect" location)
Patient volume	20%	Moderate (20-25 patients/day)—enough to validate, not so much that issues are catastrophic
Regional representation	15%	At least 2 different regional managers involved
Practice type	15%	Representative of portfolio mix (GP, specialty mix if applicable)
Champion strength	15%	Office manager and/or provider committed to providing detailed feedback
Geographic accessibility	5%	Accessible for on-site support if needed

Pilot Location Recommendations

Ideal Wave 1 Profile:

• ✅ Dentrix legacy user (simplest migration path)
• ✅ Office manager with 3+ years tenure
• ✅ Provider willing to participate in training development
• ✅ Moderate volume (can handle slightly slower days during learning curve)
• ✅ Clean data in legacy PMS (fewer migration complications)
• ✅ Not a flagship or problem location (avoid extremes)

Avoid in Wave 1:

• ❌ Highest revenue location (too much risk)
• ❌ Location with pending staffing changes
• ❌ Location with recent acquisition (culture still integrating)
• ❌ Location with known IT infrastructure issues
• ❌ Location with provider or OM resistant to change

Timeline Per Wave

Wave 1: Pilot (6 Weeks)

Week	Activities	Milestones
Week 1	Champion certification, configuration finalization, test environment validation	Champions certified, config approved
Week 2	Staff training (all roles), workflow documentation, parallel run begins	All staff trained, parallel run active
Week 3	Go-live, intensive support, daily check-ins	Go-live complete, no critical issues
Week 4	Stabilization, workflow refinement, issue resolution	Workflow stabilized
Week 5	Optimization, advanced feature activation, feedback collection	Feedback documented
Week 6	Wave 1 retrospective, process documentation, Wave 2 prep	Go/No-Go for Wave 2

Waves 2-4: Execution at Scale

Week	Activities
Week 1	Champion certification (parallel cohort), configuration confirmation, training
Week 2	Go-live (staggered: 2-3 locations Mon, 2-3 locations Thu), intensive support
Week 3	Stabilization, issue resolution, begin next wave champion training
Week 4	Optimization, wave retrospective, advance to next wave

Go/No-Go Criteria

Wave Advancement Criteria 🟣

Before advancing from one wave to the next, the following criteria must be met:

Category	Go Criteria	No-Go Triggers
Technical	All integrations functional, <5 open P1/P2 bugs	Critical integration failure, data integrity issues
Operational	Schedule maintained, no appointment capacity loss	>10% capacity reduction, excessive check-in times
Financial	Claims processing normally, no billing backlog	Claim submission blocked, collections workflow broken
Staff	>80% staff reporting "comfortable" with system	>30% staff requesting rollback, champion escalations
Patient Impact	No patient complaints attributable to system	Patient safety concern, significant wait time complaints

Decision Authority:

• 🟣 Go/No-Go decision made by: VP Operations with CDO and IT Director input
• No-Go escalation to CEO/COO if timeline impact exceeds 2 weeks

Go/No-Go Meeting Agenda (End of Each Wave)

1. Technical status review (IT Director)
2. Operational metrics vs. baseline (Regional Managers)
3. Staff feedback summary (Implementation Lead)
4. Open issues and resolution timeline (Vendor Implementation Manager)
5. Champion confidence assessment
6. Go/No-Go recommendation
7. 🟣 Executive decision

Rollback Plan ⚠️

If a wave fails or a location must be rolled back:

Immediate Actions (Within 24 Hours)

1. ☐ Notify vendor support and escalate to enterprise support tier 🔵
2. ☐ Communicate decision to affected location staff (script provided)
3. ☐ Verify legacy PMS accessibility and current functionality
4. ☐ Revert user authentication to legacy PMS
5. ☐ Pause any scheduled go-lives in current wave

Data Preservation (Within 48 Hours)

1. ☐ Export all data entered in Ascend during live period 🔵
2. ☐ Document which transactions/appointments need manual re-entry
3. ☐ Create data reconciliation plan with vendor

Communication (Within 72 Hours)

1. ☐ Regional manager briefing on rollback and remediation plan
2. ☐ Staff communication emphasizing this is "pause, not failure"
3. ☐ C-suite briefing with root cause analysis
4. ☐ Revised timeline for re-attempt

Isolation Protocol

• Critical: Rolling back one location does NOT require rolling back other Wave locations
• Each location operates independently in Ascend's architecture
• Confirm other Wave locations are stable before pausing entire Wave

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5. Configuration & Integration (Weeks 2–3)

Practice Management System Integration

Migrating FROM Dentrix (Desktop/Local Server) 🔵

Dentrix Ascend is designed as a "new start" cloud platform from the same vendor (Henry Schein One), but it is NOT a direct upgrade. Data migration is a conversion process.

Step-by-Step Migration:

Step	Action	Owner	Time Estimate
1	🔵 Schedule data migration consultation with vendor	IT Director	1 hour
2	🔵 Export full database from Dentrix Desktop using vendor tool	Vendor Tech	2-4 hours/location
3	☐ Review export report for data quality issues (duplicates, incomplete records)	Office Manager	2 hours
4	☐ Decide on data cleansing approach (pre-migration vs. post-migration)	Implementation Lead	Decision
5	🔵 Vendor imports data to Ascend staging environment	Vendor Tech	2-5 days
6	☐ Validate migrated data: patient records (sample 50), financials, appointments	Office Manager	4 hours
7	☐ Document discrepancies and submit to vendor for resolution	Implementation Lead	As needed
8	🔵 Vendor resolves discrepancies and confirms ready for production	Vendor Tech	1-3 days

Migrating FROM Eaglesoft 🔵

Step	Action	Owner	Time Estimate
1	🔵 Confirm Eaglesoft version compatibility with vendor	IT Director	1 hour
2	🔵 Request custom export specifications from Henry Schein One	Vendor Tech	1-2 days
3	☐ Export patient demographics, treatment history, financial data using Eaglesoft utilities	IT Staff	3-4 hours/location
4	☐ Export appointment history (if desired for historical reference)	IT Staff	1-2 hours
5	🔵 Vendor converts data to Ascend format and imports	Vendor Tech	3-7 days
6	☐ Validate migrated data with special attention to insurance plan mapping	Office Manager	4-6 hours
7	⚠️ Manually verify fee schedule migration—common source of errors	Billing Lead	2 hours

Migrating FROM Open Dental 🔵

Step	Action	Owner	Time Estimate
1	🔵 Request Open Dental export template from Henry Schein One	IT Director	1-2 days
2	☐ Use Open Dental's native export tools (Reports → Export)	IT Staff	2-3 hours
3	⚠️ Review custom fields—Open Dental's flexibility means custom configurations may not map directly	Office Manager	1-2 hours
4	🔵 Vendor imports using standard conversion pathway	Vendor Tech	3-7 days
5	☐ Validate; pay special attention to multi-provider setups and complex fee schedules	Implementation Lead	4-6 hours

Imaging System Integration

Supported Imaging Systems and Bridge Configuration

Imaging System	Integration Type	Configuration Steps	Complexity
Dexis	Native bridge	🔵 Configure in Ascend Settings → Imaging → Add Dexis, enter file path	Low
Schick	CDR bridge	🔵 Install CDR Dicom, configure bridge settings per vendor spec	Medium
Patterson Imaging	Eaglesoft bridge (if prior Patterson user)	🔵 Reconfigure bridge for Ascend, may require Patterson support	Medium-High
Apteryx (XVWeb)	Cloud-to-cloud API	🔵 API key exchange, configure in both platforms	Medium
Romexis	Bridge application	🔵 Install bridge, configure launch parameters	Medium
Other DICOM-compliant	General DICOM import	🔵 Configure DICOM settings, test bidirectional communication	Varies

Imaging Integration Validation Checklist

☐ Launch imaging software from within Ascend patient record ☐ Confirm correct patient auto-populates in imaging software ☐ Capture test image ☐ Verify image appears in Ascend patient record ☐ Test full-screen image viewing from Ascend ☐ Confirm historical images accessible (if migrated) ☐ Test on multiple workstations ☐ Document any location-specific configuration variations

Test Environment Setup and Validation

Test Environment Architecture

🔵 Vendor provides isolated sandbox environment for:

• Configuration testing
• Integration validation
• Staff training
• Workflow simulation

Validation Checklist

Patient Workflow Testing: ☐ Create new patient record ☐ Schedule appointment (single and series) ☐ Patient check-in process ☐ Update medical history ☐ Document treatment (perio chart, restorative, etc.) ☐ Post treatment charges ☐ Process payment ☐ Check out patient and schedule recall

Insurance/Billing Testing: ☐ Create insurance plan from master list ☐ Add coverage to patient ☐ Verify eligibility (if real-time eligibility enabled) ☐ Generate claim ☐ Submit test claim (to clearinghouse sandbox if available) ☐ Post insurance payment ☐ Process patient statement

Reporting Testing: ☐ Generate daily schedule ☐ Run production report ☐ Run A/R aging report ☐ Generate provider analysis ☐ Test custom report builder (if applicable)

Data Migration Steps

Historical Data Ingestion Decision Matrix 🟣

Data Type	Recommended Approach	Rationale
Active patient demographics	Full migration	Essential for continuity
Treatment history (last 5 years)	Full migration	Clinical necessity, legal requirements
Treatment history (older than 5 years)	Archive only OR migrate	🟣 Balance legal retention vs. system clutter
Financial history (last 3 years)	Full migration	A/R management, auditing
Financial history (older than 3 years)	Archive only	Reference available if needed
Appointment history	Optional	Useful for pattern analysis, not essential
Clinical notes	Full migration	Legal and clinical necessity
Images	Bridge access OR migrate	🟣 Migration cost vs. storage costs
Scanned documents	Full migration	Insurance, consent forms essential

Data Quality Assessment (Pre-Migration) ⚠️

Common data quality issues that complicate migration:

Issue	Detection Method	Resolution
Duplicate patient records	Run dedupe report in legacy PMS	Merge before migration
Incomplete addresses	Export and filter for blanks	Update critical fields
Invalid insurance plans	Cross-reference with active payer list	Archive or update
Orphan transactions	Run financial reconciliation	Resolve open items
Inactive provider records	Review provider list	Archive or delete

Security and HIPAA Compliance Verification

Enterprise-Level HIPAA Checklist

Business Associate Agreement (BAA): ☐ 🔵 Execute BAA with Henry Schein One (typically included in MSA) ☐ Retain copy of BAA in compliance repository ☐ Document sub-processors and