exocad — Implementation Playbook (DSO)

Executive Summary

exocad is a cloud-based CAD/CAM design software that digitizes crown, bridge, and implant workflows, eliminating manual modeling and enabling remote design oversight. For Dental Service Organizations managing multiple practices with varying technical capabilities, exocad centralizes production quality, accelerates turnaround times, and creates standardized clinical protocols across the network.

DSO adoption of exocad delivers measurable ROI within 90 days through labor consolidation, reduced remakes, and the ability to shift design work to lower-cost production hubs. A typical 10-practice DSO can expect 15-20% production efficiency gains and 25-30% faster lab turnaround by month three.

Expected Timeline: 16 weeks from kickoff to full network deployment (pilot: weeks 3-6; scaled rollout: weeks 7-16).

Pre-Implementation Checklist (Weeks 1-2)

Technical Requirements

Network Infrastructure:

• Minimum 25 Mbps upload/download per practice location
• Dedicated IT audit of cloud readiness and firewall rules
• Backup internet failover for critical locations (redundant connectivity recommended for hub labs)
• Document existing scanner ecosystem (CEREC, Intraoral, lab scanners)

Hardware Baseline:

• Identify which practices have compatible intraoral scanners (exocad integrates CEREC, 3Shape, Planmeca, Medit systems)
• Audit existing CAD workstations (4GB minimum RAM; 8GB+ recommended for design stations)
• Plan monitor setup: dual-monitor configuration strongly recommended for designers

Software Integration:

• Current practice management system compatibility (exocad integrates Dentrix, Eaglesoft, Softdent)
• Backup and disaster recovery protocol alignment
• HIPAA compliance audit of cloud endpoints

Stakeholder Alignment

Identify Core Team:

• DSO Director/VP: Executive sponsor and budget owner
• Clinical Director: Quality standards and design protocol authority
• Lab/Production Manager: Workflow integration and designer scheduling
• IT Director: Infrastructure, user management, security
• 2-3 Practice Owner Champions: On-ground advocates at pilot locations

Set Alignment Meetings:

• Week 1: Executive briefing on ROI expectations and resource commitment
• Week 2: Technical readiness workshop with IT and equipment vendors
• Ongoing: Weekly steering committee calls during pilot

Baseline Metrics to Capture

Document current state across all 10 practices:

Pilot Wave (Weeks 3-6)

Location Selection Criteria

Choose 2 practices (not the largest or smallest):

1. Tech Readiness Score: Select locations with existing intraoral scanners and >20 Mbps confirmed bandwidth
2. Clinical Volume: 15-25 cases/week (enough for meaningful data; manageable for learning curve)
3. Leadership Buy-In: Practice owners/managers actively involved in selection and training
4. Geographic Diversity: Ideally in different regions to test varied network conditions
5. Avoid: Brand-new practices (too much simultaneous change) or high-staff-turnover locations

Example: If you have 10 practices, select one urban hub practice (high volume, good infrastructure) + one rural/secondary location (test connectivity edge cases).

Configuration and Setup

Weeks 3-4: Technical Deployment

• exocad IT team provisions cloud tenant and user accounts (coordinate with DSO IT)
• Configure integration APIs to PMS; test bidirectional case/patient data sync
• Set up user permissions (dentist access ≠ designer access ≠ administrator access)
• Deploy exocad software to 3-4 designer workstations at hub lab
• Conduct network stress test: simulate concurrent 5+ users uploading scan data

Weeks 4-5: Workflow Mapping

• Document "Day 1" process: intraoral scan → exocad upload → assignment → design → milling
• Identify 3-5 high-frequency case types; create standardized design templates in exocad
• Set up case prioritization rules (urgent cases, specific dentist preferences)
• Establish design review protocol (who approves designs before milling?)

Weeks 5-6: Live Soft Launch

• Begin with 5-10 cases/week from pilot locations (not ALL cases yet)
• Run parallel legacy workflow (traditional CAD/scanning) for same cases for 2 weeks
• Measure time spent per phase; capture quality issues; document designer feedback

Training Approach

Three Tiers:

1. Dentist Training (4 hours): Scan protocols, upload procedures, design review dashboard. Deliver on-site at pilot practices.

2. Designer Training (16 hours): Intensive hands-on in exocad; case file setup, design techniques, integration quirks. Conduct at DSO hub lab with exocad-certified instructor (hire external if needed).

3. IT/Admin Training (8 hours): User provisioning, troubleshooting, backup procedures, security protocols.

Deliver live, not recorded. Allow Q&A in real time and reinforce with 1:1 follow-ups.

Scaled Rollout (Weeks 7-16)

Wave Planning

Wave 2 (Weeks 7-9): Add 3 more practices

• Reuse playbook from Wave 1; compress to 2-week onboarding
• Assign a Wave 1 practice manager as peer mentor
• Monitor for fatigue; throttle new locations if support staff overwhelmed

Wave 3 (Weeks 10-13): Add 4 remaining practices

• Most staff now exocad-trained; reduce training to 8 hours per location
• Consolidate design hub: shift all remote design to centralized team if volume supports it

Wave 4 (Weeks 14-16): Optimization and 100% case migration

• Retire legacy CAD software and scanning at fully converted locations
• Audit all 10 practices for remaining gaps; implement corrective actions

Change Management

• Weekly newsletters highlighting wins (fastest turnaround this week, zero remakes, etc.)
• Monthly town halls for lab and clinical teams; address concerns openly
• Incentivize early adopters: reward practices with fastest adoption or highest satisfaction scores
• Establish peer learning: cross-practice design reviews where designers learn from each other

Support Infrastructure

Staffing:

• Hire or designate 1 exocad Super User (full-time or 0.7 FTE)—internal champion for troubleshooting and user empowerment
• Escalation path: User → Super User → exocad Support (tracked in ticketing system)

SLA Targets:

• Critical case blocking issue: 2-hour response
• Design/workflow questions: 4-hour response
• Feature requests/documentation: 1-week collection and monthly review

Monthly Steering Committee: Review metrics, discuss blockers, plan next month's focus areas.

ROI Tracking

Key Metrics Dashboard (Automated Monthly Report)

30/60/90-Day Benchmarks

Day 30: All pilot locations live on exocad; 60% of cases processed digitally; zero critical blockers outstanding.

**Day 60