Diagnocat
Step-by-step implementation guide — pre-implementation checklist, onboarding, staff training, go-live runbook, and ROI tracking.
Diagnocat — Implementation Playbook (DSO)
Diagnocat Implementation Playbook for DSOs
AI-Powered Diagnostic Imaging Analysis at Scale
1. Executive Summary
What Diagnocat Does
Diagnocat is an FDA-cleared AI platform that analyzes CBCT scans, panoramic radiographs, and intraoral X-rays to automatically detect over 70 dental pathologies, generate comprehensive diagnostic reports, and create patient-friendly visual presentations—all in under 5 minutes per scan.
Why DSOs Specifically Benefit from AI-Powered Diagnostic Imaging
Scale Advantages:
- A single standardized diagnostic protocol deployed across 15–50 locations eliminates provider variability in pathology detection. What one exceptional diagnostician catches at Location A, the AI catches at all locations.
- Centralized quality assurance becomes possible—leadership can audit diagnostic accuracy across the entire portfolio without chart-by-chart review.
- Training investments multiply: one training infrastructure serves the entire network rather than siloed, location-specific approaches.
Standardization Benefits:
- Treatment planning consistency increases case acceptance rates by reducing the "it depends on which dentist you see" problem.
- Documentation quality becomes uniform, reducing claim denials caused by inadequate radiographic interpretation notes.
- Clinical protocols can be enforced through the tool's workflow rather than relying on individual compliance.
Data Aggregation Value:
- Enterprise-level analytics reveal which locations underdiagnose specific conditions, enabling targeted clinical education.
- Population health insights across your patient base inform strategic decisions about service line expansion.
- Benchmarking diagnostic patterns against network averages identifies outlier locations requiring intervention.
Expected Timeline: Decision to Full Deployment
| Phase | Duration | Coverage |
|---|---|---|
| Pre-Implementation | Weeks 1–2 | Central planning |
| Pilot Wave | Weeks 3–6 | 2–3 locations |
| Wave 2 Expansion | Weeks 7–12 | Next 5–8 locations |
| Wave 3+ Full Deployment | Weeks 13–20 | Remaining locations |
| Optimization | Ongoing | All locations |
Total timeline for a 30-location DSO: 16–20 weeks to full deployment
2. Pre-Implementation Checklist (Weeks 1–2)
Technical Requirements
Hardware Requirements per Location
☐ Workstation with minimum 8GB RAM, Intel i5 (8th gen+) or equivalent (16GB RAM recommended for CBCT analysis) ☐ Monitor resolution minimum 1920x1080 (dual monitors recommended for clinical workflow) ☐ Local storage: 50GB minimum free space for local cache ☐ USB 3.0 port availability if local sensor integration required
Network Infrastructure ⚠️
☐ Minimum 50 Mbps upload/download speed per location (100+ Mbps recommended for CBCT uploads) ☐ Stable connection—latency under 100ms to cloud services ☐ HTTPS/TLS 1.2+ support confirmed ☐ Firewall whitelist for Diagnocat domains (obtain list from vendor) 🔵 ☐ VPN compatibility confirmed if locations route through central network
Software Prerequisites
☐ Supported browser versions: Chrome 90+, Edge 90+, Firefox 88+ ☐ Imaging software compatibility verified (see Section 5 for specific integrations) ☐ PMS version compatibility confirmed with vendor 🔵 ☐ Operating system: Windows 10/11 or macOS 11+
Enterprise-Level Requirements
Network Standards Across Locations 🟣
☐ Document current network infrastructure variance across all locations ☐ Identify locations requiring network upgrades before rollout eligibility ☐ Decide: Centralized hosting (all traffic routes through HQ) vs. direct cloud connection per location ☐ Establish minimum network SLA all locations must meet
Recommendation: Direct cloud connection per location reduces latency and eliminates single points of failure. Centralized routing only makes sense if you have existing HIPAA-compliant data center infrastructure with redundancy.
Single Sign-On (SSO) Configuration 🟣
☐ Confirm Diagnocat SSO compatibility (SAML 2.0 / OAuth 2.0 supported) 🔵 ☐ Decide: Enterprise SSO integration vs. location-level credentials ☐ If SSO: Coordinate with IT for identity provider configuration ☐ Document SSO rollout timeline—may need to precede Diagnocat deployment
Centralized Credentialing
☐ Establish enterprise admin hierarchy structure:
- Enterprise Admin (C-suite/VP Ops)
- Regional Admin (Regional Managers)
- Location Admin (Office Managers)
- Provider User
- Clinical Support User (Hygienists, Assistants) ☐ Define permission levels for each role 🔵 ☐ Document credentialing workflow for new hires and terminations
Vendor Onboarding Steps
Key Contacts to Establish 🔵
| Role | Name | Contact | Purpose |
|---|---|---|---|
| Enterprise Account Executive | [TBD] | [TBD] | Contract, pricing, escalations |
| Implementation Manager | [TBD] | [TBD] | Day-to-day project lead |
| Technical Solutions Engineer | [TBD] | [TBD] | Integration support |
| Customer Success Manager | [TBD] | [TBD] | Post-launch optimization |
| Support Escalation Contact | [TBD] | [TBD] | Critical issue resolution |
☐ Schedule enterprise kick-off call with vendor team 🔵 ☐ Obtain enterprise-level BAA from vendor 🔵 ☐ Confirm SLA terms: uptime guarantee, support response times, escalation procedures 🔵 ☐ Obtain complete technical documentation and API specifications 🔵 ☐ Establish dedicated Slack/Teams channel or communication protocol with vendor 🔵
Data/Access Prerequisites
Imaging Archive Access
☐ Inventory all imaging systems across locations (manufacturer, model, software version) ☐ Confirm DICOM export capability at each location ☐ Document image storage locations (local server, cloud, hybrid) ☐ Identify historical image volume per location (last 12 months) ☐ Determine historical data ingestion scope 🟣 (Recommendation: Start with prospective only; backfill later if needed)
API and Integration Prerequisites
☐ Obtain API documentation from Diagnocat 🔵 ☐ Identify API capabilities from each PMS in your portfolio ☐ Confirm HL7/FHIR compatibility if bidirectional integration desired ☐ Establish test API credentials for development environment 🔵
Credential Management
☐ Create enterprise admin account 🔵 ☐ Document master credential storage and recovery procedures ☐ Establish location-level admin provisioning workflow
Stakeholder Alignment Map 🟣
Board/Investors
What they need to know:
- Strategic rationale for AI investment
- Expected ROI and timeline
- Competitive positioning implications
- Risk mitigation approach
Approval required for:
- Total investment authorization
- Multi-year commitment if applicable
Communication cadence: Monthly updates via executive reporting template (Section 12)
C-Suite (CEO, COO, CDO, CFO, CTO)
| Stakeholder | Primary Concerns | Approval Required For |
|---|---|---|
| CEO | Strategic alignment, competitive advantage | Final go/no-go, budget |
| COO/VP Operations | Operational disruption, rollout complexity | Rollout sequence, timeline |
| CDO | Clinical efficacy, provider adoption, standard of care | Clinical protocols, training standards |
| CFO | ROI, cash flow timing, vendor terms | Contract terms, payment schedule |
| CTO/IT Director | Integration complexity, security, support burden | Technical architecture, security sign-off |
☐ Conduct C-suite alignment meeting before vendor contract execution 🟣 ☐ Document decision rights matrix for implementation decisions ☐ Establish executive sponsor (recommended: CDO or VP Operations)
Regional Managers
What they need to know:
- Timeline for their locations
- Their role in rollout (readiness assessment, go-live support, performance tracking)
- How success is measured
- Resources available
Approval required for:
- Location sequencing within their region
- Champion nominations from their locations
Communication cadence: Bi-weekly during active rollout, monthly during optimization
Location-Level Office Managers
What they need to know:
- Specific timeline for their location
- Pre-deployment checklist and their responsibilities
- Training schedule
- Day 1 expectations
- Who to call if something breaks
Approval required for:
- None (informed, not approving)
Communication cadence: Weekly during their location's active deployment phase
Providers
What they need to know:
- Why this helps them (not replaces them)
- How it changes their workflow
- What the AI can and cannot do
- How to provide feedback
Approval required for:
- None, but clinical champion buy-in is critical
Communication cadence: Training sessions, then ongoing through regular clinical meetings
Baseline Metrics to Capture ⚠️
Critical: These metrics MUST be collected BEFORE go-live to enable ROI measurement. Inconsistent or missing baseline data is the #1 reason DSOs cannot prove AI ROI.
Standardized Metrics Across All Locations
| Metric Category | Specific Metric | Data Source | Collection Method |
|---|---|---|---|
| Diagnostic Efficiency | Average time from image capture to treatment plan presentation | Time study / EHR timestamps | Manual sampling: 20 cases per location |
| Diagnostic Accuracy | Pathologies detected per 100 FMX/pano | Chart audit | Retrospective review: 50 charts per location |
| Case Acceptance | Treatment case acceptance rate (% and $) | PMS reporting | Last 90 days by location |
| Treatment Value | Average treatment plan value | PMS reporting | Last 90 days by location |
| Revenue | Production per patient visit | PMS reporting | Last 90 days by location |
| Claims | Claim denial rate for restorative/surgical cases | Billing system | Last 90 days by location |
| Patient Experience | Patient complaints related to "missed" findings | Complaint log / reviews | Last 12 months |
| Referrals | Specialist referral rate | PMS / referral tracking | Last 90 days by location |
Collection Protocol
☐ Create standardized data collection template ☐ Assign data collection owner per location (typically Office Manager) ☐ Set data collection deadline: 2 weeks before Wave 1 go-live ☐ Central team validates data completeness and consistency ☐ Store baseline data in centralized location (not location-specific files)
Time estimate: 4–6 hours per location for comprehensive baseline capture
3. Location Readiness Assessment
Scoring Framework
Score each location on the following factors using a 1–5 scale. Total composite score determines rollout sequence.
Factor 1: IT Infrastructure Maturity (Weight: 25%)
| Score | Criteria |
|---|---|
| 5 | Network >100 Mbps, hardware <2 years old, modern PMS version, all imaging digital |
| 4 | Network 75–100 Mbps, hardware 2–3 years old, current PMS version |
| 3 | Network 50–75 Mbps, hardware 3–4 years old, PMS within 1 version of current |
| 2 | Network 25–50 Mbps, hardware 4–5 years old, PMS 2+ versions behind |
| 1 | Network <25 Mbps, hardware >5 years old, legacy PMS, mixed digital/film imaging |
☐ Collect network speed tests from all locations (recommend fast.com or similar) ☐ Document hardware age and specifications at each location ☐ Verify PMS versions across portfolio
Factor 2: Staff Tenure and Adaptability (Weight: 20%)
| Score | Criteria |
|---|---|
| 5 | <15% annual turnover, recent successful tech adoption, staff average tenure >3 years |
| 4 | 15–25% turnover, positive history with tech changes, tenure 2–3 years |
| 3 | 25–35% turnover, mixed tech adoption history, tenure 1–2 years |
| 2 | 35–50% turnover, some tech adoption struggles, tenure <1 year |
| 1 | >50% turnover, known tech resistance, significant training gaps |
☐ Pull turnover data from HR system for last 12 months ☐ Survey regional managers on tech adaptability (informal assessment) ☐ Review training completion rates from recent initiatives
Factor 3: Patient Volume (Weight: 20%)
| Score | Criteria |
|---|---|
| 5 | Top 20% of locations by patient visits—high impact, comfortable risk |
| 4 | 60–80th percentile—meaningful volume, moderate complexity |
| 3 | 40–60th percentile—representative volume |
| 2 | 20–40th percentile—lower volume but good for testing |
| 1 | Bottom 20%—limited impact, may not justify prioritization |
Note: For Wave 1 pilots, scores of 2–3 are often preferable to 5—you want meaningful volume but not maximum risk.
☐ Rank all locations by monthly patient visits ☐ Calculate percentile position for each location
Factor 4: Existing Tech Stack Compatibility (Weight: 20%)
| Score | Criteria |
|---|---|
| 5 | PMS + imaging system both on Diagnocat certified integration list, CBCT capable |
| 4 | PMS on certified list, imaging system requires standard DICOM bridge |
| 3 | PMS on certified list, no CBCT, digital pano/FMX |
| 2 | PMS requires custom integration work, imaging compatible |
| 1 | PMS not currently supported, imaging system limitations |
☐ Obtain Diagnocat certified integration list 🔵 ☐ Map all location PMS and imaging systems against compatibility matrix
Factor 5: Local Champion Availability (Weight: 15%)
| Score | Criteria |
|---|---|
| 5 | Tech-forward provider + engaged office manager both present and willing |
| 4 | Strong provider champion OR strong office manager champion |
| 3 | Potential champion identified, willingness unconfirmed |
| 2 | No obvious champion, but no active resistance |
| 1 | Known resistance from key staff, no champion candidates |
☐ Regional managers identify potential champions at each location ☐ Conduct brief interviews with candidates to assess interest and capability
Composite Readiness Score Calculation
| Factor | Weight | Location A Score | Location B Score | Location C Score |
|---|---|---|---|---|
| IT Infrastructure | 25% | __ × 0.25 = __ | __ × 0.25 = __ | __ × 0.25 = __ |
| Staff Adaptability | 20% | __ × 0.20 = __ | __ × 0.20 = __ | __ × 0.20 = __ |
| Patient Volume | 20% | __ × 0.20 = __ | __ × 0.20 = __ | __ × 0.20 = __ |
| Tech Compatibility | 20% | __ × 0.20 = __ | __ × 0.20 = __ | __ × 0.20 = __ |
| Champion Availability | 15% | __ × 0.15 = __ | __ × 0.15 = __ | __ × 0.15 = __ |
| TOTAL | 100% | ___ | ___ | ___ |
Rollout Sequence Recommendation
Wave 1: Pilot Locations (2–3 locations)
Selection criteria:
- Composite score 3.5–4.2 (high readiness but not the absolute highest)
- Geographic proximity to HQ or central support (reduces support complexity)
- Representative of portfolio (include 1 urban, 1 suburban if applicable)
- NOT flagship locations (protect highest-revenue sites during learning phase)
- Strong champion confirmed and committed
Wave 2: Early Expansion (5–8 locations)
Selection criteria:
- Composite score 3.0+
- Include at least one location from each region (builds regional manager expertise)
- Include one "challenging" location to stress-test protocols (score 2.5–3.0)
Wave 3+: Full Deployment
Selection criteria:
- All remaining locations with composite score 2.5+
- Locations scoring below 2.5 require remediation plan before inclusion
4. Rollout Strategy
Wave Structure
| Wave | Locations | Duration | Cumulative Coverage |
|---|---|---|---|
| Wave 1 (Pilot) | 2–3 locations | 4 weeks | 5–10% of portfolio |
| Wave 2 | 5–8 locations | 4 weeks | 20–30% of portfolio |
| Wave 3 | 8–15 locations | 4 weeks | 50–60% of portfolio |
| Wave 4 | Remaining | 4 weeks | 100% |
Adjust wave sizes based on portfolio size. For 15 locations, combine Waves 3–4. For 50+ locations, add Wave 5.
Wave 1 Pilot Design 🟣
Timeline: Weeks 3–6
Week 3: Configuration & Testing ☐ Complete integrations at pilot locations ☐ Run parallel testing with non-patient data ☐ Train location champions (full certification) ☐ Champions train local staff
Week 4: Soft Launch ☐ Go-live with limited provider adoption (1–2 providers per location) ☐ Daily check-ins with champions ☐ Rapid issue identification and resolution
Week 5–6: Full Location Deployment ☐ Expand to all providers at pilot locations ☐ Workflow refinement based on Week 4 learnings ☐ Document lessons learned
Selection Criteria for Wave 1 Pilot Locations
| Criterion | Weight | Notes |
|---|---|---|
| Composite readiness score 3.5–4.2 | 30% | High enough for success, not so high it's unrepresentative |
| Champion commitment confirmed | 25% | Must have explicit verbal commitment from champion |
| Geographic accessibility | 20% | Within reasonable travel distance for central team on-site support |
| Portfolio representativeness | 15% | Should mirror typical tech stack, patient volume, payer mix |
| Risk containment | 10% | Not highest-revenue or flagship locations |
Timeline Per Wave with Buffer
| Phase | Wave 1 | Buffer | Wave 2 | Buffer | Wave 3 | Buffer | Wave 4 |
|---|---|---|---|---|---|---|---|
| Duration | 4 weeks | 1 week | 4 weeks | 1 week | 4 weeks | 1 week | 4 weeks |
| Calendar | Wks 3–6 | Wk 7 | Wks 8–11 | Wk 12 | Wks 13–16 | Wk 17 | Wks 18–21 |
Buffer week activities:
- Conduct post-wave retrospective
- Update playbook based on learnings
- Prepare next wave locations
- Go/no-go decision point
Go/No-Go Criteria 🟣
To Advance from Wave 1 to Wave 2:
| Criterion | Threshold | Data Source |
|---|---|---|
| System uptime | ≥99% during pilot | Diagnocat analytics |
| Integration stability | <3 critical issues per location | Support tickets |
| Provider adoption | ≥80% of providers using daily | Usage logs |
| Staff training completion | 100% of required staff trained | Training tracker |
| Champion satisfaction | ≥4/5 rating | Champion survey |
| Patient volume processed | ≥500 images analyzed | Diagnocat analytics |
If ALL criteria met: Proceed to Wave 2 If 1–2 criteria missed: Extend pilot by 1–2 weeks, remediate, reassess If 3+ criteria missed: Pause rollout, conduct root cause analysis 🟣
Go/No-Go Criteria for Subsequent Waves
| Criterion | Threshold |
|---|---|
| Previous wave locations stable | Zero critical issues in last 7 days |
| Support capacity confirmed | Vendor confirms bandwidth for additional locations 🔵 |
| Champions certified | 100% of next-wave champions completed train-the-trainer |
| Hardware/network ready | All next-wave locations pass technical readiness checklist |
Rollback Plan ⚠️
Scenario: Wave Fails Go/No-Go Criteria
Immediate actions (within 24 hours):
- Freeze all new location deployments
- Executive sponsor + vendor escalation call 🔵
- Document specific failure points
Assessment phase (Days 2–5):
- Root cause analysis by failure category:
- Technical (integration, stability, performance)
- Adoption (provider resistance, workflow disruption)
- Operational (training gaps, process breakdown)
- Determine if issues are location-specific or systemic
Decision point (Day 5): 🟣
| Situation | Response |
|---|---|
| Location-specific issues | Remove problem location from wave, continue others, remediate individually |
| Systemic technical issues | Pause all deployment, work with vendor on fix, extend timeline 🔵 |
| Systemic adoption issues | Pause deployment, revisit training and change management approach |
| Vendor-side failures | Escalate to executive level, invoke SLA terms if applicable |
Critical: Active locations continue operating—rollback means pausing future deployment, not removing from deployed locations unless patient safety is at risk.
5. Configuration & Integration (Weeks 2–3)
Integration with Practice Management Systems
Dentrix Integration 🔵
Prerequisites: ☐ Dentrix G7 or later (confirm version compatibility with vendor) ☐ Dentrix Imaging module installed and operational ☐ API access credentials from Henry Schein One ☐ HIPAA BAA in place with Henry Schein One
Step-by-Step Integration:
☐ Install Diagnocat Bridge Application (Est: 30 min)
- Download bridge installer from Diagnocat portal 🔵
- Run installer with administrator privileges
- Configure bridge to Dentrix database location
- Test database connection
☐ Configure Patient Matching (Est: 15 min) ⚠️
- Map Diagnocat patient ID field to Dentrix chart number
- Configure matching rules (exact match vs. fuzzy matching)
- Test with 10 sample patients
Common failure point: Patient ID mismatches cause orphaned images—validate thoroughly
☐ Set Up Image Routing (Est: 20 min)
- Configure Dentrix Imaging to export to Diagnocat watch folder OR
- Set up direct DICOM routing if available
- Test image flow with sample images
☐ Configure Report Writeback (Est: 20 min)
- Enable Diagnocat findings to write to patient clinical notes
- Select report format (summary vs. detailed)
- Map findings codes to Dentrix treatment codes
☐ Validate End-to-End Workflow (Est: 30 min)
- Capture new patient image
- Verify automatic upload to Diagnocat
- Confirm AI analysis completes
- Verify report appears in Dentrix patient record
Total Dentrix integration time: 2–3 hours per location
Eaglesoft Integration 🔵
Prerequisites: ☐ Eaglesoft 21.x or later ☐ Eaglesoft Imaging component active ☐ Patterson Technology Center support engaged for API access
Step-by-Step Integration:
☐ Install Diagnocat Connector (Est: 30 min)
- Obtain connector from Diagnocat 🔵
- Install on Eaglesoft server or designated workstation
- Configure SQL connection to Eaglesoft database
☐ Configure DICOM Export (Est: 30 min) ⚠️
- Set up DICOM node in Eaglesoft Imaging
- Configure Diagnocat as DICOM destination
- Test DICOM connectivity (C-ECHO)
Common failure point: Firewall blocking DICOM ports (typically 104, 11112)—pre-clear with IT
☐ Map Patient Demographics (Est: 15 min)
- Configure patient ID mapping
- Test demographic sync with sample records
☐ Configure Clinical Notes Integration (Est: 20 min)
- Enable Diagnocat findings writeback
- Select target location in Eaglesoft clinical notes
- Test note creation
☐ End-to-End Validation (Est: 30 min)
- Full workflow test from image capture to report delivery
Total Eaglesoft integration time: 2–3 hours per location
Open Dental Integration 🔵
Prerequisites: ☐ Open Dental 22.x or later ☐ Open Dental API access enabled ☐ Imaging module configured with digital imaging
Step-by-Step Integration:
☐ Generate API Key (Est: 10 min)
- Navigate to Setup > Advanced Setup > API Keys in Open Dental
- Create new key with appropriate permissions
- Provide to Diagnocat team 🔵
☐ Configure Diagnocat API Connection (Est: 20 min) 🔵
- Diagnocat team configures API integration
- Test API connectivity
- Validate patient data retrieval
☐ Set Up Image Flow (Est: 30 min)
- Configure image export from Open Dental Imaging
- Options: Folder watch, DICOM, or direct API upload
- Test with sample images
☐ Configure Findings Integration (Est: 20 min)
- Map Diagnocat findings to Open Dental clinical notes
- Configure treatment code suggestions (optional)
☐ End-to-End Validation (Est: 30 min)
Total Open Dental integration time: 2–3 hours per location
Integration with Imaging Systems
CBCT Systems (Carestream, Planmeca, Dentsply Sirona, i-CAT, etc.)
Universal DICOM Integration Path:
☐ Configure DICOM Export (Est: 45 min)
- Access CBCT software administration
- Add Diagnocat DICOM node:
- AE Title: [Provided by Diagnocat] 🔵
- IP Address: [Diagnocat server address] 🔵
- Port: [Typically 104 or 11112] 🔵
- Test DICOM connectivity (C-ECHO)
☐ Configure Automatic Export (Est: 20 min)
- Set up auto-push to Diagnocat after acquisition
- OR configure manual export workflow
- Test with phantom scan or anonymized study
☐ Validate CBCT Analysis (Est: 30 min) 🔵
- Upload sample CBCT study
- Verify Diagnocat analysis completion
- Review 3D analysis report
2D Digital Imaging Systems (Dexis, Schick, Apteryx, etc.)
☐ Configure Image Export (Est: 30 min)
- Set up export to Diagnocat watch folder OR
- Configure DICOM routing OR
- Use vendor-specific bridge (varies by system) 🔵
☐ Configure Image Capture Workflow (Est: 20 min)
- For FMX: Verify all images captured in single study transfer
- For single periapicals: Configure tooth number tagging
- Test with sample images
Test Environment Setup and Validation Checklist
Centralized Test Environment (Recommended for DSOs) 🟣
☐ Request dedicated test/sandbox instance from Diagnocat 🔵 ☐ Configure test instance to mirror production settings ☐ Connect one pilot location to test instance first ☐ All configuration changes tested in sandbox before production deployment
Per-Location Pre-Go-Live Validation
| Test | Pass/Fail | Tester | Date |
|---|---|---|---|
| Network connectivity to Diagnocat cloud | ☐ | ||
| User login successful (all credential types) | ☐ | ||
| Image upload from imaging system | ☐ | ||
| AI analysis completion (<5 min for standard study) | ☐ | ||
| Report generation and display | ☐ | ||
| PMS writeback functional | ☐ | ||
| Patient matching accurate | ☐ | ||
| Print/export functions operational | ☐ | ||
| Patient presentation mode functional | ☐ |
Data Migration / Historical Data Ingestion 🟣
Decision point: Should historical images be uploaded to Diagnocat?
| Option | Pros | Cons | Recommendation |
|---|---|---|---|
| Prospective only | Faster deployment, lower cost | No AI analysis of existing patients | Start here |
| Last 6 months | Useful comparisons for active patients | Time-consuming, storage costs | If specific clinical need |
| Full archive | Complete patient history | Very time-consuming, significant storage costs | Rarely justified |
If historical ingestion selected:
☐ Estimate total image volume to upload per location ☐ Calculate storage costs with vendor 🔵 ☐ Develop batch upload schedule (recommend off-hours) ☐ Quality check sample of ingested studies
Security and HIPAA Compliance Verification
Enterprise HIPAA Checklist 🟣
| Requirement | Verification | Status |
|---|---|---|
| BAA Execution | Signed BAA with Diagnocat on file | ☐ 🔵 |
| Data Encryption—Transit | Confirm TLS 1.2+ for all data transmission | ☐ 🔵 |
| Data Encryption—Rest | Confirm AES-256 or equivalent for stored data | ☐ 🔵 |
| Access Controls | Role-based access configured per Section 2 | ☐ |
| Audit Logging | Confirm all user actions logged with timestamps | ☐ 🔵 |
| Data Residency | Confirm data storage location (US only) | ☐ 🔵 |
| Incident Response | Obtain vendor incident response procedure | ☐ 🔵 |
| Data Retention | Confirm retention policy aligns with state requirements | ☐ 🔵 |
| Data Deletion | Confirm process for data deletion on request | ☐ 🔵 |
| Subprocessors | Obtain list of subprocessors with PHI access | ☐ 🔵 |
| SOC 2 Compliance | Request current SOC 2 Type II report | ☐ 🔵 |
| HIPAA Training | Confirm vendor staff HIPAA training protocols | ☐ 🔵 |
Standardized vs. Location-Specific Configuration
Standardize Across All Locations
| Setting | Recommended Standard |
|---|---|
| Analysis sensitivity | Medium (vendor default)—adjust only after data review |
| Report template | Single enterprise template |
| Finding categories enabled | All pathology categories active |
| Patient presentation template | Standardized enterprise version |
| Data retention period |
AI-generated implementation guide based on public vendor information. Verify specifics directly with Diagnocat.