Dentrix
Step-by-step implementation guide — pre-implementation checklist, onboarding, staff training, go-live runbook, and ROI tracking.
Dentrix — Implementation Playbook (DSO)
Dentrix Practice Management Implementation Playbook
A Strategic Deployment Guide for Dental Service Organizations
1. Executive Summary
What Dentrix Does
Dentrix is a comprehensive practice management system that centralizes scheduling, patient records, treatment planning, billing, and reporting into a unified platform. Its AI-enhanced capabilities include automated insurance eligibility verification, intelligent scheduling optimization, predictive analytics for patient behavior, and automated claims processing with denial prediction algorithms.
Why DSOs Specifically Benefit
DSOs operating at scale gain disproportionate advantages from standardized practice management deployment:
- Data Aggregation Power: Unified patient data across 15–50+ locations enables enterprise-wide analytics, identifying top-performing providers, underperforming regions, and system-wide trends invisible at the individual practice level
- Operational Standardization: Consistent workflows eliminate the chaos of disparate systems, enabling transferable training, centralized reporting, and reliable benchmarking
- Procurement Leverage: Enterprise licensing yields 20–40% cost savings versus individual practice licensing
- Compliance Scalability: Centralized HIPAA controls, audit trails, and access management dramatically reduce compliance risk exposure
Expected Timeline
| Phase | Duration | Milestone |
|---|---|---|
| Decision to Contract | 2–4 weeks | Signed enterprise agreement |
| Pre-Implementation | 2 weeks | Technical readiness confirmed |
| Wave 1 Pilot (2–3 locations) | 4 weeks | Go-live and stabilization |
| Wave 2 Expansion (5–8 locations) | 4 weeks | Scaled deployment |
| Wave 3+ Full Deployment | 6–12 weeks | All locations live |
| Optimization | Ongoing | ROI realization |
Total timeline from decision to full deployment: 4–6 months for a 25-location DSO, scaling proportionally for larger organizations.
2. Pre-Implementation Checklist (Weeks 1–2)
Technical Requirements
Hardware Specifications (Per Location)
☐ Workstations: Windows 10/11 Pro, Intel i5 (8th gen+) or equivalent, 16GB RAM minimum, SSD storage ☐ Server (if on-premise): Windows Server 2019/2022, 32GB RAM, RAID configuration, dedicated for Dentrix ☐ Monitors: Dual-screen setup recommended for clinical workstations (1920x1080 minimum resolution) ☐ Printers: Network-capable laser printer for claims/statements; label printer for patient labels ☐ Backup devices: Automated backup solution with offsite/cloud redundancy
Network Requirements
☐ Internet: Minimum 100 Mbps symmetric for cloud features; 250+ Mbps recommended ☐ Internal network: Gigabit ethernet to all workstations; avoid WiFi for clinical stations ☐ Static IP addresses for server(s) ⚠️ Frequently misconfigured ☐ Firewall ports opened per Dentrix specifications (ports 1433, 443, 80 at minimum) ☐ VPN infrastructure for remote access requirements
Software Prerequisites
☐ Microsoft SQL Server (version compatible with Dentrix release—verify with vendor) 🔵 ☐ .NET Framework 4.8+ ☐ Microsoft Office (for document generation features) ☐ Current antivirus with Dentrix exclusions configured ⚠️ Common cause of performance issues ☐ PDF reader for patient form generation
Vendor Onboarding Steps
| Step | Owner | Timeline | Notes |
|---|---|---|---|
| ☐ Execute enterprise licensing agreement 🟣 | Legal/Procurement | Week 1 | Negotiate multi-year terms, location expansion clauses |
| ☐ Assign dedicated Henry Schein One account executive | Vendor | Day 1 | Request enterprise-tier support assignment 🔵 |
| ☐ Establish technical implementation contact | Vendor | Day 2 | Direct line, not general support 🔵 |
| ☐ Schedule enterprise kickoff call | Both | Week 1 | Include IT Director, VP Ops, vendor PM |
| ☐ Obtain all software licenses and activation codes | Vendor | Week 1 | 🔵 |
| ☐ Request enterprise training calendar | Vendor | Week 1 | 🔵 |
| ☐ Confirm dedicated support escalation path | Vendor | Week 1 | 🔵 |
Key Vendor Contacts to Establish:
- Enterprise Account Executive (commercial relationship)
- Implementation Project Manager (deployment)
- Technical Support Escalation Contact (Tier 2+)
- Training Coordinator (scheduling/logistics)
Data/Access Prerequisites
Per Location
☐ Admin credentials for all existing systems being replaced/integrated ☐ Complete patient database export capability confirmed ☐ Historical appointment data (minimum 2 years recommended) ☐ Insurance carrier information with payer IDs ☐ Current fee schedules documented ☐ Provider NPI and license numbers ☐ Tax IDs and banking information for billing
Enterprise Level
☐ API keys for existing integrations (imaging, patient communication, etc.) ☐ Imaging archive access credentials (PACS, local storage) ☐ Active Directory / SSO provider configuration access 🟣 ☐ Enterprise backup system access for migration verification ☐ Clearinghouse credentials (Tesia, or current clearinghouse to be migrated)
Internal Stakeholder Alignment
Stakeholder Alignment Map
| Stakeholder | Role in Implementation | Communication Frequency | Approval Authority |
|---|---|---|---|
| Board/Investors | Strategic oversight, ROI accountability | Monthly summary | Budget approval 🟣 |
| CEO/CFO | Executive sponsorship, resource allocation | Bi-weekly | Enterprise decisions 🟣 |
| Chief Dental Officer | Clinical workflow approval, provider adoption | Weekly | Clinical protocol changes 🟣 |
| VP of Operations | Day-to-day implementation leadership | Daily during rollout | Operational decisions |
| IT Director | Technical architecture, security | Daily during rollout | Technical specifications |
| Regional Managers | Location coordination, escalation | Daily during waves | Regional scheduling |
| Office Managers | Local implementation execution | Daily during go-live | Location-level workflows |
| Lead Providers | Clinical adoption, peer influence | Weekly | None (input only) |
Alignment Actions
☐ Secure executive sponsor (recommend: VP of Operations or CDO) 🟣 ☐ Conduct stakeholder briefing presentation ☐ Obtain formal budget approval with contingency (recommend 15% buffer) 🟣 ☐ Define decision-making authority matrix ⚠️ Ambiguity here causes delays ☐ Establish communication cadence expectations ☐ Identify executive escalation path for blockers
Baseline Metrics Capture
⚠️ Critical: Capture these metrics BEFORE go-live at each location using standardized methodology. Without baselines, ROI demonstration is impossible.
Standardized Baseline Metrics Template
| Metric Category | Specific Metric | Measurement Method | Collection Owner | Target Collection Date |
|---|---|---|---|---|
| Revenue Cycle | Average days in A/R | Current PMS report | Billing Manager | 2 weeks pre-go-live |
| Claim denial rate | Denied claims / total submitted (90 days) | Billing Manager | 2 weeks pre-go-live | |
| First-pass claim acceptance rate | Clean claims / total (90 days) | Billing Manager | 2 weeks pre-go-live | |
| Collection rate | Collected / billed (90 days) | Billing Manager | 2 weeks pre-go-live | |
| Operations | Schedule utilization | Chair time filled / available (90 days) | Office Manager | 2 weeks pre-go-live |
| Patient no-show rate | No-shows / scheduled (90 days) | Office Manager | 2 weeks pre-go-live | |
| Average appointment duration by type | PMS analysis | Office Manager | 2 weeks pre-go-live | |
| Time to schedule new patient | Phone log analysis | Office Manager | 2 weeks pre-go-live | |
| Clinical | Case acceptance rate | Accepted / presented (90 days) | Lead Provider | 2 weeks pre-go-live |
| Average treatment plan value | PMS report | Office Manager | 2 weeks pre-go-live | |
| Recare reactivation rate | Recare scheduled / overdue | Office Manager | 2 weeks pre-go-live | |
| Staff | Staff satisfaction (1–10 scale) | Anonymous survey | HR | 2 weeks pre-go-live |
| Time spent on admin tasks | Staff time study (1 week sample) | Office Manager | 2 weeks pre-go-live |
Enterprise-Level Requirements
Network Standards Across Locations: ☐ Document current network configurations at all locations ☐ Identify locations requiring infrastructure upgrades ⚠️ Budget impact ☐ Establish minimum network standards for deployment eligibility ☐ Verify ISP SLAs support uptime requirements (99.5% minimum recommended)
Hosting Architecture Decision: 🟣
| Option | Pros | Cons | Recommendation |
|---|---|---|---|
| Centralized Cloud (Dentrix Ascend) | Unified management, automatic updates, reduced local IT burden | Monthly subscription cost, internet dependency, less customization | ✓ Recommended for 20+ locations |
| Centralized On-Premise | Maximum control, one-time licensing, data sovereignty | Significant infrastructure cost, IT staffing requirements | Consider for highly regulated environments |
| Distributed (Location-Level) | Location autonomy, resilience to network issues | Management complexity, inconsistent configurations, reporting challenges | Not recommended for enterprise |
Single Sign-On (SSO) Configuration: ☐ Confirm SSO provider compatibility (Okta, Azure AD, others) 🔵 ☐ Define user provisioning workflow (new hire → system access) ☐ Establish de-provisioning workflow (termination → access revocation) ⚠️ Security critical ☐ Configure role-based access control (RBAC) template ☐ Document SSO integration technical requirements
Centralized Credentialing: ☐ Establish centralized provider database ☐ Define provider profile template (NPI, licenses, payer enrollments) ☐ Create provider onboarding checklist for Dentrix integration ☐ Document provider termination/departure workflow
3. Location Readiness Assessment
Scoring Framework
Score each factor 1–5 per location. A composite score determines rollout wave assignment.
Factor 1: IT Infrastructure Maturity (Weight: 25%)
| Score | Criteria |
|---|---|
| 5 | All workstations meet/exceed specs, gigabit network, recent hardware (<3 years), reliable internet (250+ Mbps) |
| 4 | Most workstations meet specs, minor upgrades needed, stable internet (100+ Mbps) |
| 3 | Mixed hardware age, network adequate but not optimal, occasional connectivity issues |
| 2 | Multiple workstations need replacement, network bottlenecks, frequent IT issues |
| 1 | Major infrastructure overhaul required, unreliable internet, legacy hardware |
Factor 2: Staff Tenure and Adaptability (Weight: 20%)
| Score | Criteria |
|---|---|
| 5 | Low turnover (<15% annually), tech-comfortable team, history of successful tech adoptions |
| 4 | Moderate turnover (15–25%), generally adaptable, some tech experience |
| 3 | Average turnover (25–35%), mixed tech comfort, neutral adoption history |
| 2 | High turnover (35–50%), technology resistance noted, previous implementation challenges |
| 1 | Very high turnover (>50%), active tech resistance, failed implementations in past |
Factor 3: Patient Volume (Weight: 20%)
| Score | Criteria | Risk/Impact Profile |
|---|---|---|
| 5 | High volume (150+ patients/week) | High impact, high risk |
| 4 | Above average (100–149 patients/week) | Good impact, moderate risk |
| 3 | Average (75–99 patients/week) | Moderate impact/risk balance |
| 2 | Below average (50–74 patients/week) | Lower impact, lower risk |
| 1 | Low volume (<50 patients/week) | Minimal impact, minimal risk |
Note: For Wave 1 pilots, prioritize 3s (moderate volume) to balance learning with manageable risk.
Factor 4: Existing Tech Stack Compatibility (Weight: 20%)
| Score | Criteria |
|---|---|
| 5 | Current PMS is Dentrix (upgrade scenario), all peripherals compatible |
| 4 | Current PMS has documented migration path, imaging system supported, minimal integration work |
| 3 | Standard PMS with conversion tools available, some integration configuration needed |
| 2 | Non-standard PMS requiring manual data migration, imaging system integration unclear |
| 1 | Legacy or proprietary systems, complex integrations, significant data conversion work |
Factor 5: Local Champion Availability (Weight: 15%)
| Score | Criteria |
|---|---|
| 5 | Tech-forward Office Manager AND Provider champion identified, both committed |
| 4 | Strong Office Manager champion, Provider supportive |
| 3 | Office Manager willing to champion, Provider neutral |
| 2 | No clear champion, but no active resistance |
| 1 | No champion identified, leadership skeptical or opposed |
Composite Score Calculation
Composite Score = (Infrastructure × 0.25) + (Staff × 0.20) + (Volume × 0.20) + (Tech Stack × 0.20) + (Champion × 0.15)
Rollout Wave Assignment
| Composite Score | Wave Assignment | Rationale |
|---|---|---|
| 4.0–5.0 | Wave 1 Candidate | High readiness, lower risk—ideal for pilot learning |
| 3.0–3.9 | Wave 2 | Good readiness, deploy after pilot lessons integrated |
| 2.0–2.9 | Wave 3 | Moderate readiness, may require pre-work before deployment |
| <2.0 | Remediation Required | Address infrastructure/staffing gaps before scheduling |
Sample Location Assessment Matrix
| Location | Infrastructure | Staff | Volume | Tech Stack | Champion | Composite | Wave |
|---|---|---|---|---|---|---|---|
| Downtown Main | 4 | 5 | 4 | 5 | 5 | 4.55 | Wave 1 ✓ |
| Suburban East | 5 | 4 | 3 | 4 | 4 | 4.10 | Wave 1 ✓ |
| Westside Family | 3 | 3 | 3 | 3 | 3 | 3.00 | Wave 2 |
| North Clinic | 2 | 4 | 4 | 2 | 2 | 2.80 | Wave 3 (needs IT work) |
| Mall Location | 1 | 2 | 5 | 1 | 2 | 2.15 | Remediation |
4. Rollout Strategy
Wave Structure Recommendation
For a 25-location DSO, the following wave structure is recommended:
| Wave | Locations | Duration | Purpose |
|---|---|---|---|
| Wave 1 | 2–3 locations | 4 weeks | Pilot, learning, process refinement |
| Wave 2 | 5–8 locations | 4 weeks | Scaled validation, trainer development |
| Wave 3 | 8–10 locations | 4 weeks | Full-scale deployment |
| Wave 4 | Remaining locations | 3–4 weeks | Completion, including remediated locations |
Wave 1 Pilot Location Selection Criteria
Select 2–3 locations that meet ALL of the following: 🟣
☐ Readiness Score 4.0+ — High probability of smooth deployment ☐ Represents Portfolio Diversity — Include at least one urban and one suburban if applicable ☐ Not Highest Volume — Avoid top-performing locations to limit revenue risk during transition ☐ Strong Champion — Office Manager or Lead Provider actively wants to participate ☐ Geographic Accessibility — Reasonable travel distance for central team on-site support ☐ Moderate Complexity — Mix of services/specialties representative of broader portfolio ☐ Not in Crisis — No recent management changes, major renovations, or HR issues
Wave 1 Location Selection Decision Matrix
| Criterion | Location A | Location B | Location C | Decision |
|---|---|---|---|---|
| Readiness Score | ≥4.0 | ≥4.0 | ≥4.0 | Proceed |
| Portfolio Representative | ✓ | ✓ | ✓ | Proceed |
| Volume Risk | Medium | Low | Medium | Proceed |
| Champion Strength | Strong | Moderate | Strong | Proceed |
| Geography | Accessible | Remote | Accessible | Reconsider B |
| Current Stability | Stable | Stable | Stable | Proceed |
Timeline Per Wave
Wave 1 Detailed Timeline (4 Weeks)
| Week | Activities | Milestones |
|---|---|---|
| Week 1 | Infrastructure verification, data migration prep, champion training | All pre-requisites confirmed |
| Week 2 | Configuration, integration testing, staff training begins | Test environment validated |
| Week 3 | Go-live, parallel run with old system, intensive support | System live at all Wave 1 locations |
| Week 4 | Stabilization, issue resolution, lessons learned capture | Wave 1 complete, decision point for Wave 2 |
Buffer Between Waves: 1 week minimum — Used for:
- Lessons learned documentation
- Process refinement
- Training material updates
- Wave 2 pre-work completion
Wave 2+ Timeline (Per Wave)
| Week | Activities |
|---|---|
| Week 1 | Pre-implementation verification, champion training, data prep |
| Week 2 | Configuration, testing, staff training |
| Week 3 | Go-live, parallel run |
| Week 4 | Stabilization, handoff to BAU support |
Go/No-Go Criteria
Advance to Next Wave When:
☐ Technical Stability: <5 critical issues open at Wave completion ☐ **Adoption Metrics**: >90% of scheduled appointments processed through new system ☐ Staff Competency: All staff completed training, 0 "red flag" competency concerns ☐ Performance: No degradation in key metrics (collection rate, claim submission, schedule utilization) >5% ☐ Support Capacity: Central support team not overwhelmed, capacity for next wave confirmed ☐ Champion Confidence: Wave 1 champions rate readiness to support others ≥7/10
Pause Conditions: ⚠️
⚠️ Any single item triggers an immediate pause for assessment:
| Condition | Action |
|---|---|
| >10 critical open issues | Halt until resolved |
| Key metric drop >10% | Root cause analysis required 🟣 |
| Champion unable to continue | Replacement identification required |
| Staff resistance escalating | Change management intervention |
| Integration failure | Vendor escalation 🔵 |
Rollback Plan
If a wave must be aborted:
Immediate Actions (Hour 0–4): ☐ Communicate pause to affected locations ☐ Revert to previous system as primary (assume parallel run is active) ☐ Preserve all Dentrix data for future migration attempt ☐ Document failure mode thoroughly
Containment (Day 1–3): ☐ Ensure affected locations stable on previous system ☐ Quarantine issues to prevent spread to other waves ☐ Vendor escalation with documented issues 🔵 ☐ Executive briefing on situation and path forward 🟣
Recovery Planning (Week 1–2): ☐ Root cause analysis completion ☐ Remediation plan development ☐ Revised timeline proposal ☐ Go/no-go decision for resumption 🟣
5. Configuration & Integration (Weeks 2–3)
Practice Management System Integration
Dentrix to Dentrix Upgrade (Existing Dentrix Users)
Applicable when a location is upgrading Dentrix versions within the enterprise deployment.
| Step | Action | Duration | Owner |
|---|---|---|---|
| 1 | Backup current Dentrix database (full backup with verification) | 2 hours | Local IT/Vendor |
| 2 | Document current customizations (custom reports, user templates, fee schedules) | 4 hours | Office Manager |
| 3 | Export user permissions and security settings | 1 hour | Office Manager |
| 4 | Install Dentrix upgrade per enterprise standard version 🔵 | 2–4 hours | Vendor Tech |
| 5 | Restore database to new environment | 1–2 hours | Vendor Tech 🔵 |
| 6 | Verify data integrity (patient count, appointment count, A/R balance match) ⚠️ | 2 hours | Office Manager |
| 7 | Apply enterprise configuration template | 2 hours | Central IT |
| 8 | Re-establish integrations (imaging, clearinghouse) | 2–4 hours | Central IT |
| 9 | User acceptance testing | 4 hours | Staff |
Eaglesoft to Dentrix Migration
| Step | Action | Duration | Owner |
|---|---|---|---|
| 1 | Request Eaglesoft data export in Dentrix-compatible format 🔵 | 1–2 days | Eaglesoft/Vendor |
| 2 | Perform test conversion in isolated environment | 2–4 hours | Vendor Tech 🔵 |
| 3 | Validate test conversion: patient demographics, history, financials ⚠️ | 4–8 hours | Office Manager |
| 4 | Document data elements that won't convert (attachments, custom fields) | 2 hours | Central IT |
| 5 | Create mapping for provider IDs, procedure codes, fee schedules | 4 hours | Central IT |
| 6 | Schedule production migration during low-activity period | — | Office Manager |
| 7 | Execute production migration 🔵 | 4–8 hours | Vendor Tech |
| 8 | Post-migration validation (run standardized verification checklist) | 4 hours | Office Manager |
| 9 | Parallel run period (old system read-only) | 2 weeks | All Staff |
Open Dental to Dentrix Migration
| Step | Action | Duration | Owner |
|---|---|---|---|
| 1 | Generate Open Dental MySQL database export | 2 hours | Local IT |
| 2 | Engage conversion specialist (Henry Schein or third-party) 🔵 | 1–3 days | Central IT |
| 3 | Map Open Dental data structures to Dentrix equivalents | 4–8 hours | Vendor 🔵 |
| 4 | Test conversion with subset of data | 2–4 hours | Vendor 🔵 |
| 5 | Validate test results thoroughly ⚠️ | 4–8 hours | Office Manager |
| 6 | Execute full conversion during weekend/off-hours | 8–12 hours | Vendor 🔵 |
| 7 | Reconcile financials (A/R, production totals must match) | 4 hours | Billing Manager |
| 8 | Begin parallel operation | 2 weeks | All Staff |
Imaging System Integration
Step-by-Step Integration Process
| Step | Action | Notes |
|---|---|---|
| 1 | Identify imaging system(s) in use (Dexis, Schick, DEXIS, Carestream, etc.) | Document version numbers |
| 2 | Verify Dentrix compatibility with imaging version 🔵 | Consult compatibility matrix |
| 3 | Install imaging bridge software per vendor specifications 🔵 | May require imaging vendor involvement |
| 4 | Configure TWAIN/bridge connection in Dentrix | Workstation-by-workstation |
| 5 | Test image acquisition from each workstation ⚠️ | Common failure point |
| 6 | Verify patient link integrity (correct patient associated with image) | Critical accuracy check |
| 7 | Test image export/sharing to referrals | Verify file formats work |
| 8 | Configure automatic backup of image archives | Enterprise backup integration |
Common Imaging Integration Issues ⚠️
| Issue | Resolution |
|---|---|
| Bridge connection drops | Update bridge software; check USB/network connections |
| Wrong patient linked | Verify patient selection workflow; train staff |
| Images not appearing | Check file paths; verify storage permissions |
| Slow image loading | Network bandwidth issue; consider local caching |
Test Environment Setup
Enterprise Test Environment Strategy (Recommended)
☐ Establish centralized test environment accessible to all locations ⚠️ Do not test on production data ☐ Create sanitized dataset from representative location ☐ Configure test environment to mirror production (integrations, settings) ☐ Establish test user accounts with role-appropriate permissions ☐ Document test scenarios covering all major workflows
Test Validation Checklist
| Category | Test Case | Pass/Fail | Notes |
|---|---|---|---|
| Patient Management | Add new patient | ☐ | |
| Update patient demographics | ☐ | ||
| Search patient by various criteria | ☐ | ||
| Scheduling | Schedule new appointment | ☐ | |
| Modify existing appointment | ☐ | ||
| Cancel with appropriate notation | ☐ | ||
| Provider schedule view | ☐ | ||
| Clinical | Create treatment plan | ☐ | |
| Attach images to chart | ☐ | ||
| Post completed procedures | ☐ | ||
| Generate clinical notes | ☐ | ||
| Billing | Create insurance claim | ☐ | |
| Submit claim electronically | ☐ | ||
| Post insurance payment | ☐ | ||
| Post patient payment | ☐ | ||
| Generate patient statement | ☐ | ||
| Reporting | Run production report | ☐ | |
| Run A/R aging report | ☐ | ||
| Export report to Excel | ☐ | ||
| Integration | Acquire X-ray image | ☐ | |
| Verify insurance eligibility | ☐ | ||
| Send appointment reminder (if applicable) | ☐ |
Data Migration Steps
Pre-Migration Checklist
☐ Complete current system data cleanup (merge duplicates, correct obvious errors) ☐ Archive historical data per retention policy (what stays, what's archived) ☐ Document data mapping decisions (how legacy fields map to Dentrix fields) ☐ Create migration verification checklist with expected totals ☐ Schedule migration for minimal disruption window
Migration Execution
| Phase | Activities | Verification |
|---|---|---|
| Pre-migration | Final backup of source system, freeze edits | Backup verified |
| Export | Generate source data export files | Files validated |
| Transform | Apply data mappings, clean conversion issues | Spot-check samples |
| Load | Import to Dentrix | No errors in log |
| Verify | Compare totals, sample detailed records ⚠️ | All checks pass |
| Reconcile | Address discrepancies | Discrepancies resolved |
Critical Migration Validations ⚠️
☐ Patient count matches (±0.1%) ☐ Active appointment count matches ☐ A/R aging totals match (±$100) ☐ Provider production YTD matches (±$100) ☐ Insurance carrier records complete ☐ Fee schedules correctly imported ☐ Sample 20 patients end-to-end: demographics, history, images, financials
Security and HIPAA Compliance
Enterprise HIPAA Checklist
| Requirement | Action | Owner | Status |
|---|---|---|---|
| Business Associate Agreement | Execute BAA with Henry Schein One 🔵 | Legal | ☐ |
| Access Controls | Implement role-based access per enterprise template | Central IT | ☐ |
| Unique User IDs | No shared logins; every user has individual credentials | Office Managers | ☐ |
| Audit Logging | Enable and configure audit trail settings | Central IT | ☐ |
| Automatic Logoff | Configure workstation timeout (15 min recommended) | Central IT | ☐ |
| Encryption - Transit | Verify SSL/TLS for all data transmission | Central IT | ☐ |
| Encryption - Rest | Enable database encryption | Central IT | ☐ |
| Backup Security | Encrypted backups with access logging | Central IT | ☐ |
| Access Review | Document quarterly access review process | HR/Compliance | ☐ |
| Termination Procedure | Immediate access revocation workflow documented | HR/IT | ☐ |
| Breach Notification | Vendor breach notification process documented 🔵 | Compliance | ☐ |
| Risk Assessment | Document how Dentrix fits into enterprise security risk assessment | Compliance | ☐ |
Data Governance Framework
☐ Define data ownership (who can modify master data: fee schedules, provider profiles) ☐ Establish data quality standards (required fields, validation rules) ☐ Document data access request process ☐ Create data retention and purging policy aligned with state requirements ☐ Establish cross-location data access permissions 🟣
Standardized vs. Location-Specific Configuration
Standardized Configuration Template (Apply to ALL Locations)
| Setting Category | Standard Configuration |
|---|---|
| User Roles | Enterprise standard roles: Admin, Provider, Hygienist, Front Desk, Billing |
| Procedure Codes | Unified CDT code set with standard descriptions |
| Fee Schedules | Enterprise standard fee schedules (region-specific variations allowed) |
| Claim Settings | Clearinghouse configuration, claim format, submission rules |
| Report Templates | Standardized report layouts for enterprise reporting |
| Audit Settings | Audit logging enabled, retention period standardized |
| Security Policies | Password requirements, lockout thresholds, session timeouts |
| Appointment Types | Standard appointment types with consistent durations |
| Document Categories | Consistent folder structure for attachments |
Location-Specific Configuration (May Vary)
| Setting Category | What Can Vary | Approval Required |
|---|---|---|
| Provider Information | Individual provider profiles, schedules | Office Manager |
| Operatory Setup | Number and naming of operatories | Office Manager |
| Hours of Operation | Practice schedule, appointment availability | Regional Manager |
| Fee Schedule Selection | Which standard fee schedule applies (geography-based) | Regional Manager |
| Specialty Procedures | Specialty-specific codes (if applicable) | CDO |
| Local Insurance Carriers | Regional payer additions | Billing Manager |
| Quick-pick preferences | User-level convenience settings | Individual Users |
6. Team Training Plan
Train-the-Trainer Model
Overview
For DSO deployment, the train-the-trainer model maximizes scalability while maintaining quality. Central team trains location champions; champions train their local teams.
Central Training Team (2-3 people)
│
▼
Location Champions (1 per location)
│
▼
Local Staff (all roles at that location)
Champion Selection Criteria
☐ Role: Office Manager strongly preferred; alternatively tech-forward Lead Provider
AI-generated implementation guide based on public vendor information. Verify specifics directly with Dentrix.