Implementation PlaybookDSO · Group Practice

Neocis Yomi

Step-by-step implementation guide — pre-implementation checklist, onboarding, staff training, go-live runbook, and ROI tracking.

Contents

Neocis Yomi — Implementation Playbook (DSO)

Neocis Yomi Implementation Playbook

Robotic-Assisted Dental Implant Surgery Platform

A Strategic Deployment Guide for Dental Support Organizations

1. Executive Summary

What Neocis Yomi Does

Neocis Yomi is an FDA-cleared robotic-assisted surgical platform that provides real-time, haptic-guided navigation for dental implant placement. The system integrates preoperative CBCT imaging with intraoperative physical guidance, allowing surgeons to execute digitally planned implant trajectories with sub-millimeter precision while maintaining full manual control throughout the procedure.

Why DSOs Benefit from Robotic Surgical AI

Scale Advantages:

Standardized surgical outcomes across providers of varying experience levels—a first-year implantologist can achieve placement precision comparable to a 20-year veteran
Centralized case planning enables specialist oversight of surgical plans across all locations without physical presence
Reduced referral leakage by enabling GPs with implant training to confidently place complex cases in-house
Premium service differentiation creates marketing advantage across your entire footprint simultaneously

Operational Precision:

Predictable procedure times reduce chair time variability that disrupts scheduling
Lower complication rates decrease costly rework, patient complaints, and malpractice exposure
Data aggregation across locations enables identification of best practices and outlier performance

Financial Impact:

Average 15-25% increase in implant case acceptance when patients see robotic-guided precision
Reduction in costly complications (nerve damage, sinus perforation) that average $15,000-$50,000 per incident
Potential to bring 20-40% of referred implant cases in-house at full margin

Expected Timeline: Decision to Full Deployment

Phase	Timeline	Scope
Pre-Implementation	Weeks 1-2	Vendor contracting, technical assessment, baseline metrics
Wave 1 Pilot	Weeks 3-10	2-3 locations, intensive monitoring
Wave 2 Expansion	Weeks 11-20	5-8 additional locations
Wave 3 Full Deployment	Weeks 21-32	Remaining locations
Optimization	Weeks 33-40	Performance refinement, full ROI assessment

Total timeline for 25-location DSO: 8-10 months Total timeline for 50-location DSO: 12-14 months

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

Technical Requirements

Hardware Requirements Per Location

☐ Yomi Robotic System Unit — Floor-mounted robotic arm with surgical handpiece interface

Dimensions: Approximately 24" x 24" footprint, 60" height
Weight: ~200 lbs (requires structural floor assessment for older buildings)
Power: Dedicated 120V/20A circuit within 6 feet of planned installation

☐ Workstation Computer — Vendor-provided or spec-compliant

Minimum: Intel i7, 32GB RAM, NVIDIA RTX graphics card
Display: Dual 27" 4K monitors recommended

☐ CBCT Compatibility Verification 🔵

Supported systems: Carestream, Planmeca, Sirona, i-CAT, Vatech
Required: DICOM export capability
⚠️ Common failure point: Older CBCT units may require firmware updates

☐ Network Infrastructure

Minimum 100 Mbps upload/download per location
Dedicated VLAN for surgical equipment recommended
Static IP assignment capability

☐ Physical Space Assessment

Operatory minimum: 12' x 12' recommended
Clear ceiling height: 9' minimum
Proximity to CBCT: Same floor preferred for workflow efficiency

Software Requirements

☐ Yomi Planning Software — Cloud-based with local processing ☐ Compatible imaging viewer for CBCT import ☐ Practice Management System integration module (see Section 5)

Enterprise-Level Requirements (DSO-Specific)

☐ Network Standards Across Locations 🟣

Decision required: Standardized network architecture vs. location-specific accommodations
Recommendation: Mandate minimum network specifications but allow implementation flexibility
VPN requirements for centralized case planning access

☐ Centralized vs. Location-Level Hosting

Yomi utilizes hybrid architecture: local processing with cloud backup
Centralized dashboard requires cloud access from all locations
SSO integration available via SAML 2.0

☐ Single Sign-On (SSO) Configuration 🔵

Supported providers: Okta, Azure AD, Google Workspace
Timeline: 2-3 weeks for enterprise SSO setup
Requires coordination with your IT security team

☐ Centralized Credentialing

Provider certification tracking at enterprise level
Role-based access control configuration
Audit log access for compliance team

Vendor Onboarding Steps 🔵

Step	Owner	Timeline	Deliverable
Execute Master Service Agreement	Legal/Procurement	Days 1-5	Signed MSA covering all planned locations
Assign Enterprise Account Manager	Neocis	Day 3	Named contact for DSO-level coordination
Complete Site Survey Questionnaire	Operations	Days 3-7	Per-location technical assessment
Schedule Physical Site Surveys	Neocis + Local OMs	Days 7-14	Wave 1 locations surveyed
Finalize Implementation Timeline	Joint	Day 14	Approved rollout schedule

Key Vendor Contacts to Establish

☐ Enterprise Account Manager — Strategic relationship, contract matters ☐ Implementation Project Manager — Day-to-day rollout coordination ☐ Clinical Applications Specialist — Provider training and certification ☐ Technical Support Escalation Contact — After-hours emergency support ☐ Customer Success Manager — Post-implementation optimization

Data/Access Prerequisites

☐ CBCT Archive Access

Identify current storage location (local server, cloud, vendor-hosted)
Obtain admin credentials for export configuration
Test DICOM export functionality at each Wave 1 location

☐ Practice Management System Admin Access

Dentrix Enterprise: Enterprise Administrator credentials
Eaglesoft: Server admin access
Open Dental: Database admin credentials

☐ Network Credentials

Firewall rule modification access
Static IP assignment capability
VPN configuration access (if applicable)

☐ Imaging System Admin Access

CBCT software admin credentials
Protocol creation permissions
Export settings modification rights

Internal Stakeholder Alignment

Stakeholder Alignment Map

Stakeholder	Role in Implementation	Communication Cadence	Key Concerns to Address
Board/Investors 🟣	Approve capital expenditure, monitor ROI	Monthly summary	Capital allocation, competitive advantage, risk mitigation
CEO 🟣	Executive sponsor, remove blockers	Bi-weekly briefing	Strategic alignment, timeline, resource allocation
CDO/Chief Dental Officer 🟣	Clinical validation, provider buy-in	Weekly working session	Clinical efficacy, training adequacy, patient safety
VP of Operations	Day-to-day implementation leadership	Daily during rollout	Timeline adherence, operational disruption, staff adoption
CFO	Budget oversight, ROI tracking	Bi-weekly metrics	Cost tracking, financial projections, vendor payments
VP of IT	Technical infrastructure, security	Weekly technical sync	Integration complexity, security compliance, support burden
Regional Managers	Cascade communication, local problem-solving	Weekly calls per region	Location-specific challenges, staff concerns
Office Managers	Local logistics, staff coordination	Daily during location go-live	Schedule disruption, staff training time, patient communication
Implant Providers	Clinical adoption, procedure execution	Training + ongoing	Learning curve, workflow change, certification requirements

Approval Gates 🟣

Decision	Approver	Deadline
Final vendor selection and contract terms	CEO + CFO	Week 1
Capital budget allocation	Board/CFO	Week 1
Wave 1 location selection	VP Ops + CDO	Week 2
Standardized protocols vs. local flexibility	CDO	Week 2
Go-live authorization per wave	VP Ops	Per wave

Baseline Metrics Capture

⚠️ Critical: Capture These Metrics BEFORE Implementation

Standardized baseline measurement across all locations enables cross-location comparison and accurate ROI calculation.

Surgical Outcome Metrics (Per Location, Per Provider) ☐ Total implant cases per month (12-month lookback) ☐ Implant survival rate at 1 year ☐ Complication rate (nerve injury, sinus perforation, implant failure) ☐ Average procedure time per implant ☐ Revision/rework rate

Financial Metrics (Per Location) ☐ Average implant case revenue ☐ Average implant case margin ☐ Referral-out rate for implant cases ☐ Case acceptance rate for implant treatment plans ☐ Marketing cost per acquired implant patient

Operational Metrics (Per Location) ☐ Chair time utilization for implant operatories ☐ Scheduling efficiency (actual vs. scheduled procedure time) ☐ Staff overtime related to implant procedures

Patient Experience Metrics ☐ Net Promoter Score (if tracked) ☐ Implant-specific satisfaction scores (if available) ☐ Post-operative complaint rate

Standardization Protocol for Baseline Capture

Create centralized data collection template — Excel or integrated into existing BI tools
Assign data collection owner per location — typically Office Manager
Set 2-week deadline for historical data submission
Central validation — VP Ops team reviews for completeness and accuracy
Establish baseline report — locked snapshot before any implementation begins

3. Location Readiness Assessment

Scoring Framework

Rate each factor 1-5 using the criteria below. Calculate composite score for rollout prioritization.

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

Score	Criteria
5	Fiber internet (500+ Mbps), hardware <2 years old, current PMS version, dedicated IT support
4	200+ Mbps internet, hardware <3 years old, PMS within one version of current
3	100+ Mbps internet, hardware <5 years old, supported PMS version
2	50-100 Mbps internet, aging hardware, PMS requiring updates
1	<50 Mbps internet, outdated hardware, legacy PMS version

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

Score	Criteria
5	<15% annual turnover, history of successful tech adoption, staff training completion >95%
4	15-25% turnover, positive but limited tech adoption history
3	25-35% turnover, mixed tech adoption results
2	35-50% turnover, resistance to recent technology changes
1	>50% turnover, failed recent technology implementations

Factor 3: Patient Volume and Case Mix (Weight: 20%)

Score	Criteria
5	20+ implant cases/month, diverse case complexity, capacity for growth
4	15-20 implant cases/month, moderate complexity mix
3	10-15 implant cases/month, straightforward case mix
2	5-10 implant cases/month, limited complexity
1	<5 implant cases/month, limited implant program

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

Score	Criteria
5	Enterprise PMS, Yomi-certified CBCT, existing digital workflow, API-ready
4	Supported PMS, compatible CBCT, partial digital workflow
3	Supported PMS, CBCT requires minor updates, traditional workflow
2	Supported PMS but outdated version, CBCT compatibility uncertain
1	Unsupported PMS, incompatible CBCT, requires significant upgrades

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

Score	Criteria
5	Enthusiastic implant provider + tech-savvy OM, both committed to champion role
4	Enthusiastic provider OR strong OM champion
3	Willing provider, neutral office manager
2	Skeptical provider, limited local leadership interest
1	Provider resistance, no viable champion candidate

Composite Score Calculation

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

Score Interpretation

Composite Score	Recommendation
4.0 - 5.0	Wave 1 Pilot Candidate
3.0 - 3.9	Wave 2 Expansion
2.0 - 2.9	Wave 3 - Requires pre-work
<2.0	Defer - Address readiness gaps first

Sample Location Assessment Matrix

Location	IT (25%)	Staff (20%)	Volume (20%)	Tech (20%)	Champion (15%)	Composite	Wave
Metro North	5	4	5	4	5	4.60	1
Suburban East	4	4	4	4	4	4.00	1
Downtown Core	5	3	5	5	3	4.30	1
West Valley	3	4	3	3	4	3.35	2
South County	3	3	4	3	3	3.20	2
Rural North	2	4	2	2	3	2.55	3

4. Rollout Strategy

Recommended Wave Structure

Wave 1: Pilot Phase (2-3 Locations)

Timeline: Weeks 3-10 (8 weeks)

Selection Criteria for Wave 1:

Composite readiness score ≥4.0
Geographic diversity (if applicable) to test regional support logistics
Representative of your broader portfolio (at least one high-volume, one moderate-volume)
⚠️ Avoid selecting ONLY your highest-performing locations—success there doesn't validate scalability
Strong local champion committed to detailed feedback documentation

Wave 1 Detailed Timeline:

Week	Activity
3	Equipment delivery and installation at Location 1
4	Equipment installation at Locations 2-3, staff training begins
5	Provider certification training (2-day intensive) 🔵
6	Supervised cases begin (Neocis clinical specialist on-site) 🔵
7-8	Independent operation with remote support
9	Mid-wave assessment and learning capture
10	Wave 1 completion, go/no-go decision for Wave 2 🟣

Wave 2: Expansion Phase (5-8 Locations)

Timeline: Weeks 11-20 (10 weeks)

Selection Criteria for Wave 2:

Composite readiness score 3.0-3.9
Include at least 2 locations per region for regional support efficiency
Prioritize locations where Wave 1 champions can provide peer mentorship

Wave 2 Detailed Timeline:

Week	Activity
11-12	Equipment delivery and installation (staggered, 2-3 per week)
13-14	Staff training (leveraging train-the-trainer model from Wave 1)
15	Provider certification (group sessions if geographically feasible) 🔵
16-17	Supervised cases (reduced vendor support, peer mentorship added)
18-19	Independent operation
20	Wave 2 completion, go/no-go decision for Wave 3 🟣

Wave 3: Full Deployment (Remaining Locations)

Timeline: Weeks 21-32 (12 weeks)

Considerations for Wave 3:

Include locations requiring pre-work (infrastructure upgrades completed during Waves 1-2)
Scale training through regional hub model
Reduce vendor on-site support, leverage internal expertise

Go/No-Go Criteria 🟣

Advancement to Next Wave Requires:

Clinical Criteria: ☐ Zero serious adverse events attributed to system ☐ Provider certification completion rate ≥90% ☐ Case completion rate ≥95% (cases not aborted due to system issues)

Operational Criteria: ☐ Average procedure time within 20% of baseline (accounting for learning curve) ☐ No critical unresolved technical issues ☐ Staff satisfaction score ≥3.5/5.0

Financial Criteria: ☐ Actual costs within 15% of budget ☐ No scope creep requiring additional capital beyond approved amount

Learning Capture: ☐ Documented lessons learned from current wave ☐ Updated training materials incorporating feedback ☐ Process improvements identified and approved for next wave

Rollback Plan

⚠️ Wave Pause Triggers

Pause current wave and halt future wave starts if:

Serious adverse event potentially related to system
25% of cases requiring vendor emergency support
Provider refusal rate >30%
Critical security or compliance issue identified

Pause Protocol

Immediate (Within 4 hours):
- Halt new case scheduling at affected location(s)
- Notify VP Ops, CDO, and CEO
- Engage vendor technical escalation
Within 24 hours:
- Complete root cause assessment
- Document scope of issue (isolated vs. systemic)
- Determine if cases in progress can safely continue
Within 72 hours:
- Executive decision: resume, continue pause, or rollback 🟣
- If rollback: revert to previous surgical workflow
- Communicate to all stakeholders

Rollback Execution (If Required)

☐ Retain all equipment in place (avoid reinstallation costs) ☐ Document all identified issues for vendor resolution ☐ Resume traditional implant workflow ☐ Maintain provider certifications for future restart ☐ Negotiate contract terms for pause period with vendor 🔵

5. Configuration & Integration (Weeks 2-3)

Practice Management System Integration

Dentrix Enterprise Integration

Timeline: 3-5 days per location cluster

Step	Owner	Duration	Notes
1. Verify Dentrix Enterprise version compatibility 🔵	IT + Neocis	2 hours	Minimum version 17.0 required
2. Install Yomi Bridge Module	IT	1 hour	Provided by Neocis
3. Configure API connection	IT + Neocis	2 hours	Requires Enterprise admin credentials
4. Map procedure codes	Revenue Cycle	2 hours	D6010 series + custom codes
5. Test patient data pull	IT	1 hour	Verify demographics, scheduling sync
6. Configure automatic case documentation	Clinical Ops	2 hours	Surgical notes, planning records
7. Validate billing integration	Revenue Cycle	2 hours	Test claim generation

⚠️ Common failure point: Dentrix Enterprise firewall settings blocking API calls—work with Henry Schein support if issues persist.

Eaglesoft Integration

Timeline: 3-5 days per location cluster

Step	Owner	Duration	Notes
1. Verify Eaglesoft version compatibility 🔵	IT + Neocis	2 hours	Version 21.0+ recommended
2. Enable HL7 interface	IT	1 hour	May require Patterson support
3. Install integration middleware	IT + Neocis	2 hours	Vendor-provided
4. Configure patient matching rules	IT	1 hour	DOB + Last Name + First 3 of First Name
5. Test bidirectional data flow	IT	2 hours	Scheduling, clinical notes
6. Configure image linking	Clinical Ops	2 hours	CBCT studies visible in patient record
7. Validate documentation workflow	Providers	2 hours	Surgical notes auto-populate

Open Dental Integration

Timeline: 2-4 days per location cluster

Step	Owner	Duration	Notes
1. Verify Open Dental version and API key availability	IT	1 hour	API access requires Open Dental premium
2. Generate API credentials	IT	30 mins	API key from Open Dental web portal
3. Configure Yomi API connection 🔵	IT + Neocis	2 hours	REST API integration
4. Test patient search and retrieval	IT	1 hour	Verify all fields sync
5. Configure procedure auto-posting	Revenue Cycle	2 hours	Direct posting to ledger
6. Set up image management linking	Clinical Ops	1 hour	Integration with imaging mount
7. Validate end-to-end workflow	Full team	2 hours	Complete test case

Imaging System Integration

CBCT System Configuration 🔵

CBCT System	Integration Method	Key Steps	Timeline
Carestream	Direct DICOM push	Enable DICOM node, configure AE title, test transfer	2 hours
Planmeca Romexis	DICOM export + import	Configure export template, set up watched folder	3 hours
Sirona Galileos	SIDEXIS integration	Enable DICOM export, configure destination	2 hours
i-CAT	Direct DICOM connectivity	Configure network path, test volume transfer	2 hours
Vatech	DICOM export	Manual or automated export workflow	3 hours

Integration Validation Checklist

☐ Image quality verification — Minimum 0.2mm voxel size for planning ☐ Patient ID matching — CBCT patient ID matches PMS patient record ☐ Volume completeness — Full arch capture included ☐ Metadata accuracy — Correct patient name, DOB, scan date ☐ Transfer reliability — Test 10 consecutive transfers without failure

Test Environment Setup

Standardized Test Protocol (Per Location)

☐ Test Case 1: New Patient Workflow

Create test patient in PMS
Acquire or import sample CBCT
Complete full surgical plan
Execute simulated procedure on phantom jaw
Verify documentation posts to PMS

☐ Test Case 2: Existing Patient Workflow

Pull existing patient from PMS
Import existing CBCT
Complete planning
Verify historical data accessible

☐ Test Case 3: Network Disruption

Simulate network outage during planning
Verify local cache enables continuation
Confirm automatic sync on reconnection

☐ Test Case 4: Multi-Provider Workflow

Case planned by Provider A
Executed by Provider B
Verify access controls and handoff documentation

Enterprise-Level Configuration

Standardized Configuration Template

Settings to Standardize Across All Locations:

Setting	Standard Value	Rationale
Safety margin defaults	2mm from vital structures	CDO-approved clinical standard
Drill sequence protocols	Per implant system catalog	Consistency across providers
Documentation templates	Enterprise template set	Compliance uniformity
Access control roles	4 roles: Admin, Provider, Planner, Viewer	Security standardization
Backup frequency	Continuous + daily archive	Data protection compliance
Session timeout	15 minutes	HIPAA compliance

Location-Specific Configuration (Local Discretion Allowed)

Setting	Local Discretion	Governance
Provider personal preferences	Handpiece orientation, display layout	Provider-level
Implant system catalogs	Based on location's vendor relationships	Office Manager
Scheduling block durations	Based on provider speed	Office Manager + Provider
Secondary approver settings	Based on staffing	Office Manager

Security and HIPAA Compliance

Enterprise-Level HIPAA Checklist 🟣

☐ Business Associate Agreement (BAA)

Signed enterprise BAA covering all locations 🔵
Scope includes all data handling by Neocis
Subcontractor flow-down provisions confirmed

☐ Data Governance

Data residency confirmed (US-based servers)
Encryption at rest (AES-256 minimum)
Encryption in transit (TLS 1.2+)
Data retention policy documented

☐ Access Controls

Role-based access implemented
Unique user credentials (no shared logins)
Access logging enabled
Quarterly access review process established

☐ Audit and Monitoring

Audit logs retained minimum 6 years
Central security team access to enterprise audit dashboard
Automated alerting for anomalous access patterns

☐ Incident Response

Vendor incident notification procedures documented
Integration with your incident response plan
Contact escalation for security events

☐ Training

Staff HIPAA training updated to include Yomi system
Annual recertification requirement added

6. Team Training Plan

Train-the-Trainer Model

Champion Selection Criteria

Each location requires one certified Yomi Champion who will:

Complete advanced certification beyond standard user training
Deliver role-specific training to local team members
Serve as first-line support for questions and troubleshooting
Provide feedback to central team on local implementation

Ideal Champion Profile:

Provider performing implants OR experienced surgical assistant
Tenure ≥2 years at location
History of positive technology adoption
Strong communication skills
Willing to commit 8 hours to advanced training
Available for monthly champion network calls

Champion Certification Path:

Stage	Content	Duration	Delivered By
Stage 1	Standard provider training	8 hours	Neocis 🔵
Stage 2	Advanced troubleshooting	4 hours	Neocis 🔵
Stage 3	Train-the-trainer methodology	2 hours	Learning & Development
Stage 4	Certification assessment	1 hour	Neocis + L&D

Standardized Training Materials (Created Centrally)

☐ Provider Training Deck — 45 slides, 2-hour delivery ☐ Surgical Assistant Quick Guide — 8 pages, laminated ☐ Front Desk Scripts — Patient communication talking points ☐ Day 1 Cheat Sheets — Role-specific single-page references ☐ Video Library — 12 procedure videos, accessible via QR codes ☐ Troubleshooting Decision Tree — Flowchart for common issues

Local Customization (Champion Responsibility)

☐ Adapt examples to local patient population ☐ Add location-specific emergency contacts ☐ Incorporate local provider preferences where permitted ☐ Schedule training around local operational constraints

Role-Specific Training Outlines

Providers (Surgeons/Implantologists)

Training Time: 8 hours (split across 2 days recommended)

Format: Day 1: Vendor-led didactic + simulation | Day 2: Live supervised cases 🔵

Content:

Module	Duration	Objectives
System Overview	30 mins	Architecture, capabilities, limitations
Preoperative Planning	2 hours	Case planning software, anatomy identification, implant positioning
Intraoperative Workflow	2 hours	Registration, navigation, haptic guidance interpretation
Hands-On Simulation	2 hours	Phantom jaw exercises, calibration practice
Live Supervised Case	1.5 hours	First patient case with Neocis specialist present 🔵

Common Resistance Points & Responses:

Resistance	Response
"This will slow me down"	Learning curve is 5-8 cases; procedure time typically equals baseline by case 10
"I don't need a robot to place implants"	System provides guardrails, not replacement—you maintain full control and can override
"What if it fails mid-procedure?"	Fallback protocol enables immediate conversion to freehand; no patient safety risk
"This is just a marketing gimmick"	Clinical data shows 0.5mm improvement in accuracy; relevant for complex cases near vital structures

Provider Day 1 Cheat Sheet:

+------------------------------------------+
|         YOMI QUICK REFERENCE             |
+------------------------------------------+
| PRE-OP CHECKLIST                         |
| ☐ Case plan reviewed and approved        |
| ☐ System startup complete (green light)  |
| ☐ Patient registration confirmed         |
| ☐ Handpiece calibration verified         |
+------------------------------------------+
| DURING PROCEDURE                         |
| • Green zone: Optimal trajectory         |
| • Yellow zone: Approaching limit         |
| • Red zone + haptic: STOP               |
| • Override: Press and hold blue button  |
+------------------------------------------+
| EMERGENCY PROCEDURES                     |
| • System freeze: Press red STOP          |
| • Continue freehand: Disengage handpiece |
| • Support: [Local champion phone]        |
| • Vendor: 1-800-XXX-XXXX, Option 3       |
+------------------------------------------+

Surgical Assistants/Hygienists

Training Time: 3 hours

Format: Champion-led session with hands-on equipment familiarization

Content:

Module	Duration	Objectives
System Components	30 mins	Hardware identification, basic function
Setup and Calibration	45 mins	Pre-procedure checklist, sterile draping
Intraoperative Role	45 mins	Monitoring displays, instrument passing, documentation
Troubleshooting Basics	30 mins	Common issues, when to escalate
Hands-On Practice	30 mins	Equipment manipulation, setup walkthrough

Common Resistance Points & Responses:

Resistance	Response
"This is one more thing to maintain"	Setup adds only 5-7 minutes; reduces procedure time overall
"What if I break something?"	Equipment is robust; focus on sterile handling, not technical expertise

Surgical Assistant Day 1 Cheat Sheet:

+------------------------------------------+
|    SURGICAL ASSISTANT QUICK REFERENCE    |
+------------------------------------------+
| PRE-PROCEDURE (15 mins before)           |
| ☐ Power on system (green button)         |
| ☐ Attach sterile drape per protocol      |
| ☐ Verify handpiece connection            |
| ☐ Confirm provider's case plan loaded    |
+--

AI-generated implementation guide based on public vendor information. Verify specifics directly with Neocis Yomi.

Implementation Playbook — DSO · Group Practice

Neocis Yomi

avized.com

Generated May 28, 2026

AI-generated guide based on public vendor information. Verify specifics directly with Neocis Yomi.

Neocis Yomi — Implementation Playbook (DSO)

Neocis Yomi Implementation Playbook

Robotic-Assisted Dental Implant Surgery Platform

A Strategic Deployment Guide for Dental Support Organizations

1. Executive Summary

What Neocis Yomi Does

Why DSOs Benefit from Robotic Surgical AI

Scale Advantages:

Standardized surgical outcomes across providers of varying experience levels—a first-year implantologist can achieve placement precision comparable to a 20-year veteran
Centralized case planning enables specialist oversight of surgical plans across all locations without physical presence
Reduced referral leakage by enabling GPs with implant training to confidently place complex cases in-house
Premium service differentiation creates marketing advantage across your entire footprint simultaneously

Operational Precision:

Predictable procedure times reduce chair time variability that disrupts scheduling
Lower complication rates decrease costly rework, patient complaints, and malpractice exposure
Data aggregation across locations enables identification of best practices and outlier performance

Financial Impact:

Average 15-25% increase in implant case acceptance when patients see robotic-guided precision
Reduction in costly complications (nerve damage, sinus perforation) that average $15,000-$50,000 per incident
Potential to bring 20-40% of referred implant cases in-house at full margin

Expected Timeline: Decision to Full Deployment

Phase	Timeline	Scope
Pre-Implementation	Weeks 1-2	Vendor contracting, technical assessment, baseline metrics
Wave 1 Pilot	Weeks 3-10	2-3 locations, intensive monitoring
Wave 2 Expansion	Weeks 11-20	5-8 additional locations
Wave 3 Full Deployment	Weeks 21-32	Remaining locations
Optimization	Weeks 33-40	Performance refinement, full ROI assessment

Total timeline for 25-location DSO: 8-10 months Total timeline for 50-location DSO: 12-14 months

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

Technical Requirements

Hardware Requirements Per Location

☐ Yomi Robotic System Unit — Floor-mounted robotic arm with surgical handpiece interface

Dimensions: Approximately 24" x 24" footprint, 60" height
Weight: ~200 lbs (requires structural floor assessment for older buildings)
Power: Dedicated 120V/20A circuit within 6 feet of planned installation

☐ Workstation Computer — Vendor-provided or spec-compliant

Minimum: Intel i7, 32GB RAM, NVIDIA RTX graphics card
Display: Dual 27" 4K monitors recommended

☐ CBCT Compatibility Verification 🔵

Supported systems: Carestream, Planmeca, Sirona, i-CAT, Vatech
Required: DICOM export capability
⚠️ Common failure point: Older CBCT units may require firmware updates

☐ Network Infrastructure

Minimum 100 Mbps upload/download per location
Dedicated VLAN for surgical equipment recommended
Static IP assignment capability

☐ Physical Space Assessment

Operatory minimum: 12' x 12' recommended
Clear ceiling height: 9' minimum
Proximity to CBCT: Same floor preferred for workflow efficiency

Software Requirements

☐ Yomi Planning Software — Cloud-based with local processing ☐ Compatible imaging viewer for CBCT import ☐ Practice Management System integration module (see Section 5)

Enterprise-Level Requirements (DSO-Specific)

☐ Network Standards Across Locations 🟣

Decision required: Standardized network architecture vs. location-specific accommodations
Recommendation: Mandate minimum network specifications but allow implementation flexibility
VPN requirements for centralized case planning access

☐ Centralized vs. Location-Level Hosting

Yomi utilizes hybrid architecture: local processing with cloud backup
Centralized dashboard requires cloud access from all locations
SSO integration available via SAML 2.0

☐ Single Sign-On (SSO) Configuration 🔵

Supported providers: Okta, Azure AD, Google Workspace
Timeline: 2-3 weeks for enterprise SSO setup
Requires coordination with your IT security team

☐ Centralized Credentialing

Provider certification tracking at enterprise level
Role-based access control configuration
Audit log access for compliance team

Vendor Onboarding Steps 🔵

Step	Owner	Timeline	Deliverable
Execute Master Service Agreement	Legal/Procurement	Days 1-5	Signed MSA covering all planned locations
Assign Enterprise Account Manager	Neocis	Day 3	Named contact for DSO-level coordination
Complete Site Survey Questionnaire	Operations	Days 3-7	Per-location technical assessment
Schedule Physical Site Surveys	Neocis + Local OMs	Days 7-14	Wave 1 locations surveyed
Finalize Implementation Timeline	Joint	Day 14	Approved rollout schedule

Key Vendor Contacts to Establish

Data/Access Prerequisites

☐ CBCT Archive Access

Identify current storage location (local server, cloud, vendor-hosted)
Obtain admin credentials for export configuration
Test DICOM export functionality at each Wave 1 location

☐ Practice Management System Admin Access

Dentrix Enterprise: Enterprise Administrator credentials
Eaglesoft: Server admin access
Open Dental: Database admin credentials

☐ Network Credentials

Firewall rule modification access
Static IP assignment capability
VPN configuration access (if applicable)

☐ Imaging System Admin Access

CBCT software admin credentials
Protocol creation permissions
Export settings modification rights

Internal Stakeholder Alignment

Stakeholder Alignment Map

Stakeholder	Role in Implementation	Communication Cadence	Key Concerns to Address
Board/Investors 🟣	Approve capital expenditure, monitor ROI	Monthly summary	Capital allocation, competitive advantage, risk mitigation
CEO 🟣	Executive sponsor, remove blockers	Bi-weekly briefing	Strategic alignment, timeline, resource allocation
CDO/Chief Dental Officer 🟣	Clinical validation, provider buy-in	Weekly working session	Clinical efficacy, training adequacy, patient safety
VP of Operations	Day-to-day implementation leadership	Daily during rollout	Timeline adherence, operational disruption, staff adoption
CFO	Budget oversight, ROI tracking	Bi-weekly metrics	Cost tracking, financial projections, vendor payments
VP of IT	Technical infrastructure, security	Weekly technical sync	Integration complexity, security compliance, support burden
Regional Managers	Cascade communication, local problem-solving	Weekly calls per region	Location-specific challenges, staff concerns
Office Managers	Local logistics, staff coordination	Daily during location go-live	Schedule disruption, staff training time, patient communication
Implant Providers	Clinical adoption, procedure execution	Training + ongoing	Learning curve, workflow change, certification requirements

Approval Gates 🟣

Decision	Approver	Deadline
Final vendor selection and contract terms	CEO + CFO	Week 1
Capital budget allocation	Board/CFO	Week 1
Wave 1 location selection	VP Ops + CDO	Week 2
Standardized protocols vs. local flexibility	CDO	Week 2
Go-live authorization per wave	VP Ops	Per wave

Baseline Metrics Capture

⚠️ Critical: Capture These Metrics BEFORE Implementation

Standardized baseline measurement across all locations enables cross-location comparison and accurate ROI calculation.

Patient Experience Metrics ☐ Net Promoter Score (if tracked) ☐ Implant-specific satisfaction scores (if available) ☐ Post-operative complaint rate

Standardization Protocol for Baseline Capture

Create centralized data collection template — Excel or integrated into existing BI tools
Assign data collection owner per location — typically Office Manager
Set 2-week deadline for historical data submission
Central validation — VP Ops team reviews for completeness and accuracy
Establish baseline report — locked snapshot before any implementation begins

3. Location Readiness Assessment

Scoring Framework

Rate each factor 1-5 using the criteria below. Calculate composite score for rollout prioritization.

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

Score	Criteria
5	Fiber internet (500+ Mbps), hardware <2 years old, current PMS version, dedicated IT support
4	200+ Mbps internet, hardware <3 years old, PMS within one version of current
3	100+ Mbps internet, hardware <5 years old, supported PMS version
2	50-100 Mbps internet, aging hardware, PMS requiring updates
1	<50 Mbps internet, outdated hardware, legacy PMS version

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

Score	Criteria
5	<15% annual turnover, history of successful tech adoption, staff training completion >95%
4	15-25% turnover, positive but limited tech adoption history
3	25-35% turnover, mixed tech adoption results
2	35-50% turnover, resistance to recent technology changes
1	>50% turnover, failed recent technology implementations

Factor 3: Patient Volume and Case Mix (Weight: 20%)

Score	Criteria
5	20+ implant cases/month, diverse case complexity, capacity for growth
4	15-20 implant cases/month, moderate complexity mix
3	10-15 implant cases/month, straightforward case mix
2	5-10 implant cases/month, limited complexity
1	<5 implant cases/month, limited implant program

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

Score	Criteria
5	Enterprise PMS, Yomi-certified CBCT, existing digital workflow, API-ready
4	Supported PMS, compatible CBCT, partial digital workflow
3	Supported PMS, CBCT requires minor updates, traditional workflow
2	Supported PMS but outdated version, CBCT compatibility uncertain
1	Unsupported PMS, incompatible CBCT, requires significant upgrades

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

Score	Criteria
5	Enthusiastic implant provider + tech-savvy OM, both committed to champion role
4	Enthusiastic provider OR strong OM champion
3	Willing provider, neutral office manager
2	Skeptical provider, limited local leadership interest
1	Provider resistance, no viable champion candidate

Composite Score Calculation

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

Score Interpretation

Composite Score	Recommendation
4.0 - 5.0	Wave 1 Pilot Candidate
3.0 - 3.9	Wave 2 Expansion
2.0 - 2.9	Wave 3 - Requires pre-work
<2.0	Defer - Address readiness gaps first

Sample Location Assessment Matrix

Location	IT (25%)	Staff (20%)	Volume (20%)	Tech (20%)	Champion (15%)	Composite	Wave
Metro North	5	4	5	4	5	4.60	1
Suburban East	4	4	4	4	4	4.00	1
Downtown Core	5	3	5	5	3	4.30	1
West Valley	3	4	3	3	4	3.35	2
South County	3	3	4	3	3	3.20	2
Rural North	2	4	2	2	3	2.55	3

4. Rollout Strategy

Recommended Wave Structure

Wave 1: Pilot Phase (2-3 Locations)

Timeline: Weeks 3-10 (8 weeks)

Selection Criteria for Wave 1:

Composite readiness score ≥4.0
Geographic diversity (if applicable) to test regional support logistics
Representative of your broader portfolio (at least one high-volume, one moderate-volume)
⚠️ Avoid selecting ONLY your highest-performing locations—success there doesn't validate scalability
Strong local champion committed to detailed feedback documentation

Wave 1 Detailed Timeline:

Week	Activity
3	Equipment delivery and installation at Location 1
4	Equipment installation at Locations 2-3, staff training begins
5	Provider certification training (2-day intensive) 🔵
6	Supervised cases begin (Neocis clinical specialist on-site) 🔵
7-8	Independent operation with remote support
9	Mid-wave assessment and learning capture
10	Wave 1 completion, go/no-go decision for Wave 2 🟣

Wave 2: Expansion Phase (5-8 Locations)

Timeline: Weeks 11-20 (10 weeks)

Selection Criteria for Wave 2:

Composite readiness score 3.0-3.9
Include at least 2 locations per region for regional support efficiency
Prioritize locations where Wave 1 champions can provide peer mentorship

Wave 2 Detailed Timeline:

Week	Activity
11-12	Equipment delivery and installation (staggered, 2-3 per week)
13-14	Staff training (leveraging train-the-trainer model from Wave 1)
15	Provider certification (group sessions if geographically feasible) 🔵
16-17	Supervised cases (reduced vendor support, peer mentorship added)
18-19	Independent operation
20	Wave 2 completion, go/no-go decision for Wave 3 🟣

Wave 3: Full Deployment (Remaining Locations)

Timeline: Weeks 21-32 (12 weeks)

Considerations for Wave 3:

Include locations requiring pre-work (infrastructure upgrades completed during Waves 1-2)
Scale training through regional hub model
Reduce vendor on-site support, leverage internal expertise

Go/No-Go Criteria 🟣

Advancement to Next Wave Requires:

Clinical Criteria: ☐ Zero serious adverse events attributed to system ☐ Provider certification completion rate ≥90% ☐ Case completion rate ≥95% (cases not aborted due to system issues)

Operational Criteria: ☐ Average procedure time within 20% of baseline (accounting for learning curve) ☐ No critical unresolved technical issues ☐ Staff satisfaction score ≥3.5/5.0

Financial Criteria: ☐ Actual costs within 15% of budget ☐ No scope creep requiring additional capital beyond approved amount

Learning Capture: ☐ Documented lessons learned from current wave ☐ Updated training materials incorporating feedback ☐ Process improvements identified and approved for next wave

Rollback Plan

⚠️ Wave Pause Triggers

Pause current wave and halt future wave starts if:

Serious adverse event potentially related to system
25% of cases requiring vendor emergency support
Provider refusal rate >30%
Critical security or compliance issue identified

Pause Protocol

Immediate (Within 4 hours):
- Halt new case scheduling at affected location(s)
- Notify VP Ops, CDO, and CEO
- Engage vendor technical escalation
Within 24 hours:
- Complete root cause assessment
- Document scope of issue (isolated vs. systemic)
- Determine if cases in progress can safely continue
Within 72 hours:
- Executive decision: resume, continue pause, or rollback 🟣
- If rollback: revert to previous surgical workflow
- Communicate to all stakeholders

Rollback Execution (If Required)

5. Configuration & Integration (Weeks 2-3)

Practice Management System Integration

Dentrix Enterprise Integration

Timeline: 3-5 days per location cluster

Step	Owner	Duration	Notes
1. Verify Dentrix Enterprise version compatibility 🔵	IT + Neocis	2 hours	Minimum version 17.0 required
2. Install Yomi Bridge Module	IT	1 hour	Provided by Neocis
3. Configure API connection	IT + Neocis	2 hours	Requires Enterprise admin credentials
4. Map procedure codes	Revenue Cycle	2 hours	D6010 series + custom codes
5. Test patient data pull	IT	1 hour	Verify demographics, scheduling sync
6. Configure automatic case documentation	Clinical Ops	2 hours	Surgical notes, planning records
7. Validate billing integration	Revenue Cycle	2 hours	Test claim generation

⚠️ Common failure point: Dentrix Enterprise firewall settings blocking API calls—work with Henry Schein support if issues persist.

Eaglesoft Integration

Timeline: 3-5 days per location cluster

Step	Owner	Duration	Notes
1. Verify Eaglesoft version compatibility 🔵	IT + Neocis	2 hours	Version 21.0+ recommended
2. Enable HL7 interface	IT	1 hour	May require Patterson support
3. Install integration middleware	IT + Neocis	2 hours	Vendor-provided
4. Configure patient matching rules	IT	1 hour	DOB + Last Name + First 3 of First Name
5. Test bidirectional data flow	IT	2 hours	Scheduling, clinical notes
6. Configure image linking	Clinical Ops	2 hours	CBCT studies visible in patient record
7. Validate documentation workflow	Providers	2 hours	Surgical notes auto-populate

Open Dental Integration

Timeline: 2-4 days per location cluster

Step	Owner	Duration	Notes
1. Verify Open Dental version and API key availability	IT	1 hour	API access requires Open Dental premium
2. Generate API credentials	IT	30 mins	API key from Open Dental web portal
3. Configure Yomi API connection 🔵	IT + Neocis	2 hours	REST API integration
4. Test patient search and retrieval	IT	1 hour	Verify all fields sync
5. Configure procedure auto-posting	Revenue Cycle	2 hours	Direct posting to ledger
6. Set up image management linking	Clinical Ops	1 hour	Integration with imaging mount
7. Validate end-to-end workflow	Full team	2 hours	Complete test case

Imaging System Integration

CBCT System Configuration 🔵

CBCT System	Integration Method	Key Steps	Timeline
Carestream	Direct DICOM push	Enable DICOM node, configure AE title, test transfer	2 hours
Planmeca Romexis	DICOM export + import	Configure export template, set up watched folder	3 hours
Sirona Galileos	SIDEXIS integration	Enable DICOM export, configure destination	2 hours
i-CAT	Direct DICOM connectivity	Configure network path, test volume transfer	2 hours
Vatech	DICOM export	Manual or automated export workflow	3 hours

Integration Validation Checklist

Test Environment Setup

Standardized Test Protocol (Per Location)

☐ Test Case 1: New Patient Workflow

Create test patient in PMS
Acquire or import sample CBCT
Complete full surgical plan
Execute simulated procedure on phantom jaw
Verify documentation posts to PMS

☐ Test Case 2: Existing Patient Workflow

Pull existing patient from PMS
Import existing CBCT
Complete planning
Verify historical data accessible

☐ Test Case 3: Network Disruption

Simulate network outage during planning
Verify local cache enables continuation
Confirm automatic sync on reconnection

☐ Test Case 4: Multi-Provider Workflow

Case planned by Provider A
Executed by Provider B
Verify access controls and handoff documentation

Enterprise-Level Configuration

Standardized Configuration Template

Settings to Standardize Across All Locations:

Setting	Standard Value	Rationale
Safety margin defaults	2mm from vital structures	CDO-approved clinical standard
Drill sequence protocols	Per implant system catalog	Consistency across providers
Documentation templates	Enterprise template set	Compliance uniformity
Access control roles	4 roles: Admin, Provider, Planner, Viewer	Security standardization
Backup frequency	Continuous + daily archive	Data protection compliance
Session timeout	15 minutes	HIPAA compliance

Location-Specific Configuration (Local Discretion Allowed)

Setting	Local Discretion	Governance
Provider personal preferences	Handpiece orientation, display layout	Provider-level
Implant system catalogs	Based on location's vendor relationships	Office Manager
Scheduling block durations	Based on provider speed	Office Manager + Provider
Secondary approver settings	Based on staffing	Office Manager

Security and HIPAA Compliance

Enterprise-Level HIPAA Checklist 🟣

☐ Business Associate Agreement (BAA)

Signed enterprise BAA covering all locations 🔵
Scope includes all data handling by Neocis
Subcontractor flow-down provisions confirmed

☐ Data Governance

Data residency confirmed (US-based servers)
Encryption at rest (AES-256 minimum)
Encryption in transit (TLS 1.2+)
Data retention policy documented

☐ Access Controls

Role-based access implemented
Unique user credentials (no shared logins)
Access logging enabled
Quarterly access review process established

☐ Audit and Monitoring

Audit logs retained minimum 6 years
Central security team access to enterprise audit dashboard
Automated alerting for anomalous access patterns

☐ Incident Response

Vendor incident notification procedures documented
Integration with your incident response plan
Contact escalation for security events

☐ Training

Staff HIPAA training updated to include Yomi system
Annual recertification requirement added

6. Team Training Plan

Train-the-Trainer Model

Champion Selection Criteria

Each location requires one certified Yomi Champion who will:

Complete advanced certification beyond standard user training
Deliver role-specific training to local team members
Serve as first-line support for questions and troubleshooting
Provide feedback to central team on local implementation

Ideal Champion Profile:

Provider performing implants OR experienced surgical assistant
Tenure ≥2 years at location
History of positive technology adoption
Strong communication skills
Willing to commit 8 hours to advanced training
Available for monthly champion network calls

Champion Certification Path:

Stage	Content	Duration	Delivered By
Stage 1	Standard provider training	8 hours	Neocis 🔵
Stage 2	Advanced troubleshooting	4 hours	Neocis 🔵
Stage 3	Train-the-trainer methodology	2 hours	Learning & Development
Stage 4	Certification assessment	1 hour	Neocis + L&D

Standardized Training Materials (Created Centrally)

Local Customization (Champion Responsibility)

Role-Specific Training Outlines

Providers (Surgeons/Implantologists)

Training Time: 8 hours (split across 2 days recommended)

Format: Day 1: Vendor-led didactic + simulation | Day 2: Live supervised cases 🔵

Content:

Module	Duration	Objectives
System Overview	30 mins	Architecture, capabilities, limitations
Preoperative Planning	2 hours	Case planning software, anatomy identification, implant positioning
Intraoperative Workflow	2 hours	Registration, navigation, haptic guidance interpretation
Hands-On Simulation	2 hours	Phantom jaw exercises, calibration practice
Live Supervised Case	1.5 hours	First patient case with Neocis specialist present 🔵

Common Resistance Points & Responses:

Resistance	Response
"This will slow me down"	Learning curve is 5-8 cases; procedure time typically equals baseline by case 10
"I don't need a robot to place implants"	System provides guardrails, not replacement—you maintain full control and can override
"What if it fails mid-procedure?"	Fallback protocol enables immediate conversion to freehand; no patient safety risk
"This is just a marketing gimmick"	Clinical data shows 0.5mm improvement in accuracy; relevant for complex cases near vital structures

Provider Day 1 Cheat Sheet:

+------------------------------------------+
|         YOMI QUICK REFERENCE             |
+------------------------------------------+
| PRE-OP CHECKLIST                         |
| ☐ Case plan reviewed and approved        |
| ☐ System startup complete (green light)  |
| ☐ Patient registration confirmed         |
| ☐ Handpiece calibration verified         |
+------------------------------------------+
| DURING PROCEDURE                         |
| • Green zone: Optimal trajectory         |
| • Yellow zone: Approaching limit         |
| • Red zone + haptic: STOP               |
| • Override: Press and hold blue button  |
+------------------------------------------+
| EMERGENCY PROCEDURES                     |
| • System freeze: Press red STOP          |
| • Continue freehand: Disengage handpiece |
| • Support: [Local champion phone]        |
| • Vendor: 1-800-XXX-XXXX, Option 3       |
+------------------------------------------+

Surgical Assistants/Hygienists

Training Time: 3 hours

Format: Champion-led session with hands-on equipment familiarization

Content:

Module	Duration	Objectives
System Components	30 mins	Hardware identification, basic function
Setup and Calibration	45 mins	Pre-procedure checklist, sterile draping
Intraoperative Role	45 mins	Monitoring displays, instrument passing, documentation
Troubleshooting Basics	30 mins	Common issues, when to escalate
Hands-On Practice	30 mins	Equipment manipulation, setup walkthrough

Common Resistance Points & Responses:

Resistance	Response
"This is one more thing to maintain"	Setup adds only 5-7 minutes; reduces procedure time overall
"What if I break something?"	Equipment is robust; focus on sterile handling, not technical expertise

Surgical Assistant Day 1 Cheat Sheet:

+------------------------------------------+
|    SURGICAL ASSISTANT QUICK REFERENCE    |
+------------------------------------------+
| PRE-PROCEDURE (15 mins before)           |
| ☐ Power on system (green button)         |
| ☐ Attach sterile drape per protocol      |
| ☐ Verify handpiece connection            |
| ☐ Confirm provider's case plan loaded    |
+--