iDentalSoft — Implementation Playbook (DSO)

iDentalSoft Implementation Playbook for DSOs

A Strategic Guide for Multi-Location Dental Organizations

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1. Executive Summary

What iDentalSoft Does

iDentalSoft is a cloud-based practice management system designed for modern dental organizations, offering end-to-end functionality including scheduling, patient records, treatment planning, billing, reporting, and analytics—all accessible from any location through a unified platform with AI-enhanced automation features for workflow optimization.

Why DSOs Specifically Benefit

Practice management at scale demands what single-location practices never face: operational standardization across diverse markets, real-time visibility into 15–50 locations simultaneously, and the ability to aggregate data for strategic decision-making. iDentalSoft's cloud architecture eliminates the server sprawl that plagues legacy on-premise systems, while its centralized administration console allows your operations team to push configuration changes, monitor KPIs, and maintain compliance standards across your entire portfolio from a single pane of glass.

The AI-enhanced features compound these advantages. Automated eligibility verification, intelligent scheduling optimization, and predictive analytics deliver incremental efficiency gains at each location—gains that multiply across your footprint. A 3% improvement in schedule utilization isn't meaningful for one practice; across 30 locations, it's transformative.

Expected Timeline

Phase	Duration	Milestone
Decision to Contract Execution	2–4 weeks	Signed agreement, project kickoff
Pre-Implementation & Pilot Planning	2–3 weeks	Readiness assessments complete
Wave 1 Pilot (2–3 locations)	4–6 weeks	Validated playbook, go/no-go decision
Wave 2 Expansion (5–8 locations)	4–6 weeks	Refined rollout process
Wave 3+ Full Deployment	6–12 weeks	All locations live
Optimization & Stabilization	4–8 weeks	ROI verification, process maturation

Total timeline: 5–9 months from decision to full deployment, depending on portfolio size, infrastructure heterogeneity, and change management velocity.

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

Technical Requirements

Network Standards Across Locations

☐ Minimum bandwidth: 25 Mbps dedicated per location (50 Mbps recommended for locations with 8+ operatories)

☐ Latency requirements: <100ms to iDentalSoft cloud servers

☐ Redundancy: Secondary ISP or cellular failover at all locations ⚠️ Network outages are the #1 cause of go-live day failures

☐ Firewall configuration: Whitelist iDentalSoft domains and IP ranges (obtain from vendor)

☐ WiFi infrastructure: Enterprise-grade access points; segment clinical traffic from guest networks

Hardware Requirements

☐ Workstations: Windows 10/11 or macOS 12+, minimum 8GB RAM, SSD storage

☐ Displays: 1920x1080 minimum resolution (dual monitors recommended for front desk)

☐ Peripheral compatibility: Verify existing scanners, signature pads, card readers, label printers against iDentalSoft compatibility matrix 🔵

☐ Imaging equipment: Confirm digital radiography hardware is compatible with the imaging bridge

Centralized vs. Location-Level Hosting Decision

Factor	Centralized Cloud (Recommended)	Location-Level Servers
Maintenance burden	Minimal—vendor managed	High—IT staff required
Disaster recovery	Built-in redundancy	Must architect separately
Regulatory compliance	Vendor-managed BAA	DSO-managed compliance
Offline access	Limited	Possible with caching

🟣 Executive Decision Required: Confirm centralized cloud architecture with legal/compliance sign-off on data residency.

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Vendor Onboarding Steps

☐ Contract finalized with clear SLAs, support tiers, and escalation paths 🔵

☐ Project kickoff call scheduled within 5 business days of contract execution 🔵

☐ Dedicated account manager assigned with direct contact information 🔵

☐ Implementation project manager assigned from vendor side 🔵

☐ Support portal access provisioned for central IT and designated location champions 🔵

Key Vendor Contacts to Establish

Role	Responsibility	Expected Response Time
Account Manager	Commercial issues, renewals, escalations	24 hours
Implementation PM	Project timeline, milestones, deliverables	Same day
Technical Architect	Integration design, API configuration	24–48 hours
Support Tier 1	Day-to-day troubleshooting	1–4 hours
Support Tier 2	Complex technical issues	4–24 hours
Executive Sponsor (Vendor)	Critical escalations only	24 hours

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Data/Access Prerequisites

☐ Admin accounts created in iDentalSoft for central IT team 🔵

☐ API credentials provisioned for integration development 🔵

☐ SSO configuration initiated with your identity provider (Okta, Azure AD, etc.) 🔵 ⚠️ Allow 2–3 weeks for SSO configuration—start immediately

☐ Centralized credentialing database access verified for provider setup

☐ Historical patient data inventory completed across all locations (format, volume, storage location)

☐ Legacy PMS export procedures documented for each system currently in use

☐ Imaging archive access confirmed (PACS integration requirements documented)

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Enterprise-Level Requirements

Single Sign-On (SSO)

☐ IdP compatibility confirmed (iDentalSoft supports SAML 2.0 and OAuth 2.0) 🔵

☐ User provisioning workflow designed (manual vs. SCIM automatic provisioning)

☐ Role-based access control (RBAC) matrix drafted for all user types

☐ MFA requirements aligned with organizational security policy

Centralized Credentialing

☐ Provider database export from current credentialing system

☐ License/DEA/NPI mapping to iDentalSoft provider profiles

☐ Credential expiration alerting configured in new system

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Internal Stakeholder Alignment

Stakeholder Alignment Map

Stakeholder Group	Information Needs	Approval Required	Communication Cadence
Board/Investors	ROI projections, risk mitigation, timeline	🟣 Budget approval, vendor selection	Quarterly updates
C-Suite (CEO, CFO, COO)	Strategic alignment, resource allocation, milestone tracking	🟣 Go/no-go decisions per wave	Bi-weekly during rollout
Chief Dental Officer	Clinical workflow impact, provider experience, quality metrics	🟣 Clinical configuration standards	Weekly during implementation
VP of Operations	Operational impact, rollout sequencing, resource needs	🟣 Wave progression, rollback decisions	Daily during active waves
Regional Managers	Location readiness, training coordination, change management	Location-level go-live approval	Daily during their region's wave
Office Managers	Daily workflow changes, training logistics, go-live support	None—but critical for success	Daily during location implementation
Providers	Clinical workflow, AI output interpretation, time requirements	None—but resistance can derail adoption	Training + weekly check-ins

Alignment Actions

☐ Executive sponsor identified (VP Operations or CDO recommended)

☐ Steering committee established with representatives from IT, Operations, Clinical, Finance

☐ RACI matrix documented for all implementation decisions

☐ Communication calendar created with cadence for each stakeholder group

🟣 Executive Decision Required: Confirm executive sponsor with authority to remove barriers and make real-time decisions during rollout.

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Baseline Metrics Capture

⚠️ Failure to capture baselines makes ROI unmeasurable—this is non-negotiable

Required Baseline Metrics (Standardized Across All Locations)

Metric Category	Specific Metrics	Collection Method	Owner
Financial Performance	Collections per visit, production per visit, A/R days outstanding	PMS reports, RCM data	Finance
Operational Efficiency	Check-in time, chair turnover time, schedule utilization rate	Time studies, PMS data	Operations
Revenue Cycle	Claim submission time, clean claim rate, denial rate by category, days to payment	RCM reports	Billing
Patient Experience	New patient wait time (schedule to appointment), no-show rate, NPS if available	PMS data, surveys	Operations
Clinical Metrics	Treatment case acceptance rate, treatment plan presentation rate	PMS data	CDO

Baseline Collection Protocol

☐ Pull 90 days of historical data for all metrics above

☐ Standardize calculation methodology across locations (document formulas explicitly)

☐ Identify outlier locations that may skew aggregate numbers

☐ Create baseline dashboard for leadership visibility

☐ Store raw data for post-implementation comparison

Estimated Time: 8–12 hours of analyst time to compile; 2 hours for leadership review

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3. Location Readiness Assessment

Scoring Framework

Rate each location on the following factors using a 1–5 scale:

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

Score	Criteria
5	Fiber internet (100+ Mbps), hardware <2 years old, enterprise networking equipment
4	Cable/fiber (50+ Mbps), hardware <3 years old, commercial-grade networking
3	Stable broadband (25+ Mbps), hardware <5 years old, functional networking
2	Inconsistent connectivity, aging hardware (5–7 years), consumer-grade equipment
1	Frequent outages, hardware >7 years, unreliable network

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

Score	Criteria
5	<15% annual turnover, documented history of successful tech adoption, team actively requests tools
4	<25% turnover, generally positive tech adoption, minimal resistance in past changes
3	Average turnover (25–35%), mixed tech adoption history, some change resistance
2	Higher turnover (35–50%), difficult past implementations, significant resistance expected
1	>50% turnover, failed technology implementations, active hostility to change

Factor 3: Patient Volume (Weight: 15%)

Score	Criteria	Strategic Notes
5	High volume (50+ patients/day)	Maximum ROI potential; maximum risk
4	Above average (35–50 patients/day)	Strong ROI; manageable risk
3	Average (25–35 patients/day)	Moderate ROI; moderate risk
2	Below average (15–25 patients/day)	Lower ROI; lower risk
1	Low volume (<15 patients/day)	Minimal impact either way

Note: For Wave 1 pilots, mid-range volume (Score 3–4) is ideal—meaningful validation without catastrophic risk.

Factor 4: Existing Tech Stack Compatibility (Weight: 25%)

Score	Criteria
5	Current PMS on iDentalSoft certified integration list; digital imaging with standard protocols; modern peripherals
4	PMS has API available; imaging compatible with minor configuration; most peripherals compatible
3	PMS requires manual data export/import; imaging requires middleware; mixed peripheral compatibility
2	Legacy PMS with limited export capability; analog or proprietary imaging; significant peripheral replacement needed
1	No current PMS or completely incompatible system; no digital imaging; complete equipment refresh required

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

Score	Criteria
5	Dedicated, tech-forward Office Manager + enthusiastic provider advocate; both have bandwidth for project
4	Strong Office Manager champion with provider support
3	Willing Office Manager, no explicit provider advocate
2	Office Manager reluctant but compliant, no other champions
1	No identifiable champion; active resistance from leadership

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Composite Score Calculation

Formula: (IT × 0.25) + (Staff × 0.20) + (Volume × 0.15) + (Tech Stack × 0.25) + (Champion × 0.15)

Composite Score	Readiness Tier	Recommendation
4.0–5.0	Tier 1: Highly Ready	Wave 1 candidate (with volume considerations)
3.0–3.9	Tier 2: Ready	Wave 2 candidate
2.0–2.9	Tier 3: Conditional	Wave 3 with remediation plan
<2.0	Tier 4: Not Ready	Defer until specific issues resolved

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Rollout Sequence Recommendation

☐ Complete readiness assessment for all locations (2–4 hours per location)

☐ Rank locations by composite score

☐ Apply strategic overlays:

• Geographic clustering (minimize travel for support)
• Market diversity (include different sizes/specialties for learning)
• Risk distribution (don't cluster all high-risk or all low-risk)

☐ Draft wave assignments with rationale

☐ Review with Regional Managers for ground-truth validation

🟣 Executive Decision Required: Final approval of wave assignments before communicating to locations.

Deliverable: Location Readiness Matrix (spreadsheet template available from Avized)

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4. Rollout Strategy

Wave Structure

Recommended Wave Architecture

Wave	Locations	Duration	Purpose
Wave 1 (Pilot)	2–3 locations	4–6 weeks	Validate playbook, identify unknown issues, train initial champions
Wave 2 (Expansion)	5–8 locations	4–6 weeks	Refine processes, build internal capacity, prove scalability
Wave 3 (Acceleration)	8–12 locations	4–5 weeks	Execute proven playbook at speed
Wave 4+ (Completion)	Remaining locations	3–4 weeks per wave	Maintain quality while maximizing velocity

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Wave 1 Pilot Selection Criteria

Ideal Pilot Location Profile

☐ Composite readiness score: 3.5–4.5 (not necessarily the highest—save some 5.0s for Wave 2 comparison)

☐ Volume: Mid-range (3–4 on scale) ⚠️ Avoid highest-volume locations for pilot—too much at stake

☐ Strong local champion: Score of 4+ on champion factor is mandatory for pilot

☐ Geographic accessibility: Reasonable travel distance for central team on-site support

☐ Representative of portfolio: Include at least one location from majority practice type

☐ Not a recent acquisition: Avoid locations still integrating from M&A

☐ Willing Office Manager: Explicit verbal commitment to extra effort during pilot

Pilot Location Mix

For a 3-location pilot, target:

• 1 location that represents your "typical" practice
• 1 location with slightly higher complexity (specialty mix, higher volume)
• 1 location with different legacy PMS (if your portfolio has heterogeneity)

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Timeline Per Wave

Wave 1 Timeline (6 Weeks)

Week	Activities
Week 1	Champion training (intensive 2-day session), system configuration, test environment setup
Week 2	Staff training at pilot locations, parallel testing, data migration dry runs
Week 3	Final configuration, data migration, dress rehearsal go-live
Week 4	Go-Live Week — hyper-care support, daily check-ins, real-time issue resolution
Week 5	Stabilization, workflow refinement, first metrics capture
Week 6	Lessons learned documentation, playbook refinement, go/no-go for Wave 2

Buffer Between Waves

☐ Minimum 1-week buffer between wave completion and next wave kickoff

☐ Use buffer for: Documentation updates, champion debriefs, configuration adjustments, resource reallocation

⚠️ Skipping buffer to "catch up" on timeline creates compounding issues—resist this pressure

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Go/No-Go Criteria

Wave 1 → Wave 2 Advancement

🟣 Executive Decision Required

Must Have (All Required)

☐ All pilot locations operational without critical open issues

☐ Daily workflows functioning for 5 consecutive business days

☐ Billing/claims submission successful with no errors specific to new system

☐ Staff satisfaction score ≥3.0/5.0 on post-go-live survey

☐ No patient care disruptions attributable to system

Should Have (Majority Required)

☐ Documented efficiency gains or neutral productivity (no degradation)

☐ Champions confident to support Wave 2 without extensive central support

☐ Known issues documented with workarounds or vendor resolution ETA

☐ Integration with imaging system functioning normally

Go/No-Go Meeting Structure

• Timing: End of stabilization week for each wave
• Attendees: Executive sponsor, VP Operations, IT lead, CDO, Regional Managers
• Decision Options: GO, GO with conditions, PAUSE (extend current wave), STOP (rollback)

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Rollback Plan

Triggers for Rollback Consideration

• Critical patient care impact (inability to access records, prescriptions delayed)
• Complete system outage >4 hours during business hours
• Data integrity issues (missing or corrupted patient data)
• Staff unable to perform core functions after 3 days of troubleshooting

Rollback Execution Protocol

☐ Decision authority: VP Operations + IT Director jointly, with CEO notification

☐ Notification cascade: Vendor → Regional Manager → Office Manager → Staff (within 1 hour of decision)

☐ Technical rollback:

• Re-enable legacy system access (credentials must be retained during parallel period)
• Sync any data entered during iDentalSoft-only period back to legacy (plan this in advance)
• Document all in-flight transactions for manual reconciliation

☐ Communication to other locations: Transparent acknowledgment; do not hide failures

☐ Post-mortem: Mandatory within 72 hours; documented root cause analysis

⚠️ Rollback is not failure—proceeding without a viable rollback plan is failure

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5. Configuration & Integration (Weeks 2–3)

Practice Management System Integrations

Dentrix Enterprise Integration

☐ Confirm Dentrix Enterprise version compatibility with iDentalSoft integration layer 🔵

☐ Obtain API credentials from Patterson for data exchange

☐ Configure bi-directional sync for patient demographics:

• Patient name, DOB, contact information
• Insurance information
• Appointment history

☐ Test sync frequency: Real-time recommended; batch acceptable with <15 minute delay

☐ Validate data mapping: iDentalSoft field names to Dentrix field names 🔵

☐ Document discrepancy resolution protocol (which system is source of truth during transition)

Eaglesoft Integration

☐ Verify Eaglesoft version (Patterson connectivity layer required for API access)

☐ Configure Patterson Connector per vendor specifications 🔵

☐ Test patient record sync with 10 sample patients before bulk migration

☐ Validate procedure code mapping (CDT codes should transfer seamlessly)

☐ Configure appointment sync — confirm time zone handling

Open Dental Integration

☐ Confirm Open Dental API enabled (requires Open Dental Premium or higher)

☐ Generate API keys within Open Dental

☐ Configure iDentalSoft integration module with keys 🔵

☐ Test CRUD operations on patient records in staging environment

☐ Document custom field mappings if using Open Dental custom fields

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Imaging System Integration

Standard Integration Steps (Applies to Most Systems)

☐ Confirm TWAIN/WIA driver compatibility for direct capture

☐ Test mount/bridge configuration for existing imaging software 🔵

☐ Configure image storage location:

• Cloud storage (recommended for DSO): Verify HIPAA-compliant cloud storage setup
• Local storage: Ensure adequate disk space and backup protocols

☐ Validate image attachment to patient records — test with 5 sample images

☐ Confirm 2D and panoramic capture workflows function correctly

☐ Test 3D CBCT integration if applicable (may require additional middleware)

⚠️ Imaging integration failures are the second most common go-live issue—do not shortcut testing

Specific Imaging Vendor Notes

Vendor	Integration Method	Special Requirements
Dexis	Direct integration	Dexis Integrator module required
Schick	TWAIN bridge	Verify sensor driver compatibility
Planmeca	API integration	Contact Planmeca for API credentials
Carestream	Bridge or API	Carestream middleware may be required
DEXIS Imaging Suite	Native support	Confirm version compatibility 🔵

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Test Environment Setup

Centralized Test Environment (Recommended for DSO)

☐ Request dedicated test tenant from iDentalSoft 🔵

☐ Configure test tenant to mirror production settings

☐ Load sample patient data (de-identified or synthetic)

☐ Create test accounts for each user role

☐ Document test environment URL and credentials (separate from production)

Validation Checklist

☐ Patient search functions correctly

☐ Appointment scheduling creates records without errors

☐ Treatment plan creation and modification works

☐ Insurance eligibility verification returns results 🔵

☐ Claim submission processes without errors

☐ Reports generate with expected data

☐ Image capture and viewing functions correctly

☐ Printing functions for forms, prescriptions, labels

☐ User permissions enforce correctly per role

☐ SSO login flow completes successfully

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Data Migration

Pre-Migration Data Audit

☐ Inventory all data sources at each location

☐ Quantify patient record volume (active patients vs. all historical)

☐ Identify data quality issues in source systems:

• Duplicate patient records
• Missing required fields
• Invalid insurance information
• Orphaned records

☐ Decide on historical data scope:

• All historical data (most complex, longest migration)
• Active patients + 3-year history (balanced approach)
• Active patients only (fastest, may require legacy access for historical)

🟣 Executive Decision Required: Define data migration scope with input from legal/compliance.

Migration Execution

☐ Extract data from legacy systems in iDentalSoft-compatible format 🔵

☐ Validate extracted data against source (spot-check minimum 2% of records)

☐ Perform test migration in staging environment

☐ Reconcile record counts — source records should equal destination records

☐ Identify and resolve mapping errors before production migration

☐ Schedule production migration during low-activity period (weekend preferred)

☐ Execute final cutover migration of any records created after initial extraction

⚠️ Data migration is the highest-risk implementation activity—plan for it to take 2x your initial estimate

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Security and HIPAA Compliance Verification

Enterprise-Level HIPAA Checklist

☐ Business Associate Agreement (BAA) executed with iDentalSoft 🔵

☐ BAA review by legal confirming adequate protections

☐ Data encryption verification:

• At rest: AES-256 or equivalent
• In transit: TLS 1.2 or higher

☐ Access control configuration:

• Role-based access implemented
• Minimum necessary access principle applied
• Admin access restricted and logged

☐ Audit logging enabled for all access and modifications

☐ User authentication requirements meet organizational policy (password complexity, MFA)

☐ Session timeout configured (15 minutes recommended for clinical workstations)

☐ Backup and disaster recovery procedures documented 🔵

☐ Incident response procedure documented and communicated 🔵

☐ Security questionnaire completed and reviewed by InfoSec team 🔵

Data Governance

☐ Data retention policy documented and configured in system

☐ Data deletion procedures documented (patient right to deletion)

☐ Cross-location data access rules defined (can Location A access Location B records?)

☐ Compliance reporting capability verified (HIPAA breach reporting)

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Standardized vs. Location-Specific Configuration

Standardize Centrally (Configuration Template)

☐ Procedure codes and fee schedules (regional variations allowed with approval)

☐ User role definitions and permissions

☐ Report templates and KPI dashboards

☐ Patient communication templates

☐ Insurance carrier configurations

☐ Claim submission rules

☐ Appointment type definitions

☐ Security and access policies

Allow Location-Specific Configuration

☐ Provider schedules and availability

☐ Operatory assignments

☐ Local printer mappings

☐ Location-specific branding (logo, contact info)

☐ Local provider preferences (within approved range)

☐ Specialty-specific workflow modifications

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6. Team Training Plan

Train-the-Trainer Model

Champion Selection Criteria

Ideal location champion profile:

• Tenure: 2+ years at organization (stability and credibility)
• Role: Office Manager or Treatment Coordinator preferred
• Tech aptitude: Demonstrated comfort with technology, ideally led past tech changes
• Influence: Respected by providers and staff, can manage resistance
• Bandwidth: Capacity to dedicate 10+ hours/week during implementation
• Willingness: Enthusiastic volunteers outperform voluntolds

Champion Responsibilities

Phase	Champion Activities	Time Commitment
Pre-Implementation	Attend 2-day intensive training, validate location readiness, communicate with staff	20 hours
Training Week	Deliver role-specific training to all staff at location	15–20 hours
Go-Live Week	On-site super user support, first-line troubleshooting, escalation point	20+ hours
Post-Launch	Daily check-ins with central team, staff coaching, workflow refinement	5–10 hours/week
Ongoing	New hire training, refresher sessions, feature adoption	2–4 hours/month

Champion Certification Process

☐ Attend central training (2-day intensive, in-person or virtual) 🔵

☐ Pass competency assessment (practical exercises + knowledge check)

☐ Complete shadow session with vendor trainer at pilot location

☐ Deliver observed training session with feedback from central team

☐ Receive certification with documented scope and responsibilities

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Standardized Training Materials

Materials to Create Centrally

☐ Training presentation decks for each role

☐ Video library of core workflows (screen recordings with narration)

☐ Quick reference cards for common tasks (single-page, laminated)

☐ Practice exercises with sample data

☐ Assessment quizzes to verify comprehension

☐ FAQ document updated continuously from pilot learnings

Materials Champions Customize Locally

☐ Location-specific examples (local provider names, local fee schedules)

☐ Role assignments (who does what at this specific location)

☐ Local workflow variations (specialty-specific procedures)

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Role-Specific Training Outlines

Dentists/Providers

Estimated Training Time: 3 hours initial + 2 hours hands-on practice

Format: 1-hour live overview + 2-hour hands-on session + self-paced video review

Content:

• Dashboard navigation and patient lookup
• Treatment plan creation and modification
• AI-assisted diagnostics interpretation (if applicable)
• Chart entry and clinical notes
• Prescriptions and referrals
• Review and sign-off workflows

Common Resistance Points:

Objection	Response
"This will slow me down"	"Initial learning curve of 2–3 weeks, then most providers report equivalent or faster workflows. We're scheduling lighter patient days during your first week."
"I don't trust AI recommendations"	"You remain in full clinical control. AI outputs are suggestions only—you review and decide. Think of it as a second opinion, not a replacement."
"I liked the old system"	"We understand change is difficult. This system addresses [specific pain points from feedback]. We'll support you through the transition."

Day 1 Cheat Sheet for Providers:

PROVIDER QUICK REFERENCE
━━━━━━━━━━━━━━━━━━━━━━━━━
LOGIN: [SSO link] → Use network credentials

FIND PATIENT: Search bar (top) → Name or DOB

VIEW SCHEDULE: Calendar icon (left menu)

OPEN CHART: Patient name → Clinical tab

ADD NOTE: Chart → + Note → Select type → Dictate or type

TREATMENT PLAN: Chart → Treatment tab → + Plan

PRESCRIBE: Chart → Rx tab → Search drug → Complete fields

HELP: Call [Champion name/extension] or Help icon (top right)

CRITICAL: Always SIGN notes before closing chart!

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Hygienists

Estimated Training Time: 2 hours initial + 1 hour hands-on practice

Format: 1-hour live session + 1-hour hands-on practice

Content:

• Patient check-in and chart access
• Periodontal charting workflow
• X-ray capture and attachment
• Treatment recommendations and notes
• Flagging for provider review
• Patient education tools (if applicable)

Common Resistance Points:

Objection	Response
"Another screen to manage"	"The system consolidates your current screens. One login, one place for everything."
"Perio charting looks different"	"The logic is the same, layout is cleaner. After 10 patients, it becomes muscle memory."

Day 1 Cheat Sheet for Hygienists:

HYGIENIST QUICK REFERENCE
━━━━━━━━━━━━━━━━━━━━━━━━━
LOGIN: [SSO link] → Use network credentials

TODAY'S SCHEDULE: Calendar → My Schedule tab

OPEN PATIENT CHART: Click patient name from schedule

PERIO CHART: Chart → Perio tab → Click teeth to enter

ATTACH X-RAY: Chart → Images tab → Acquire or Import

ADD NOTE: Chart → + Note → Hygiene note template

FLAG FOR DOCTOR: Chart → Flag icon → Select reason

HELP: Call [Champion name/extension]

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Front Desk / Office Manager

Estimated Training Time: 4 hours initial + 2 hours hands-on practice

Format: 2-hour live session + 2-hour hands-on practice + ongoing shadowing

Content:

• Patient check-in and registration
• Scheduling and appointment management
• Insurance verification workflow (AI-assisted)
• Payment collection and posting
• End-of-day procedures
• Basic reporting and daily reconciliation
• Patient communication (confirmations, recalls)

Common Resistance Points:

Objection	Response
"I've done it this way for 10 years"	"Your expertise is valuable—the new system just makes repetitive tasks faster so you can focus on patients."
"What if the computer makes mistakes?"	"You're