OrthoSelect / DIBS AI
Step-by-step implementation guide — pre-implementation checklist, onboarding, staff training, go-live runbook, and ROI tracking.
OrthoSelect / DIBS AI — Implementation Playbook (DSO)
OrthoSelect DIBS AI Implementation Playbook
A Strategic Guide for DSO Deployment
1. Executive Summary
What DIBS AI Does
OrthoSelect's DIBS AI (Digital Intelligent Bracket Selection) is an artificial intelligence-powered orthodontic treatment planning platform that automates bracket prescription selection and wire sequencing by analyzing CBCT scans, intraoral scans, and patient records. The system generates optimized treatment plans with predicted outcomes, reducing doctor planning time from 45+ minutes to under 10 minutes per case while standardizing clinical protocols across providers.
Why DSOs Benefit from AI-Powered Treatment Planning at Scale
DSOs operating orthodontic or multi-specialty practices gain disproportionate advantages from centralized treatment planning AI:
- Standardization Across Providers: Eliminates variability in treatment quality between new associates and experienced orthodontists—every patient receives protocol-driven care regardless of which location or provider they see
- Data Aggregation Intelligence: DIBS AI improves its recommendations as it processes more cases; a 30-location DSO generates 50x the training data of a solo practice, accelerating model accuracy for your specific patient population
- Operational Leverage: Centralized oversight of treatment plans enables quality assurance at scale without adding regional clinical directors
- Predictable Case Economics: AI-generated treatment timelines improve case profitability forecasting and reduce refinement rates that erode margins
- Associate Onboarding Acceleration: New orthodontists achieve clinical productivity parity 40% faster when supported by AI-guided treatment planning
Expected Timeline: Decision to Full Deployment
| Phase | Timeline | Locations Covered |
|---|---|---|
| Pre-Implementation | Weeks 1–2 | Preparation across all locations |
| Wave 1 Pilot | Weeks 3–6 | 2–3 locations |
| Wave 2 Expansion | Weeks 7–12 | 5–8 locations |
| Wave 3 Full Rollout | Weeks 13–20 | Remaining locations |
| Optimization & Stabilization | Weeks 21–26 | Enterprise-wide |
Total Timeline: 6 months from contract signature to full deployment with optimization complete.
2. Pre-Implementation Checklist (Weeks 1–2)
Technical Requirements
Hardware (Per Location)
☐ Workstation with minimum Intel i7 (10th gen+) or AMD Ryzen 7, 32GB RAM, dedicated GPU (NVIDIA RTX 3060 or higher) for local processing ☐ 27"+ monitor with 4K resolution for treatment visualization (one per operatory running DIBS) ☐ CBCT scanner with DICOM export capability (compatible models: Carestream CS 9600, Planmeca ProMax 3D, i-CAT FLX) ☐ Intraoral scanner with open STL/PLY export (iTero Element 5D, 3Shape TRIOS, Medit i700)
Software
☐ Windows 10/11 Pro (64-bit) or macOS 12+ ☐ Latest Chrome or Edge browser for web interface ☐ .NET Framework 4.8+ (Windows installations) ☐ Current antivirus with exclusions configured for DIBS directories
Network
☐ Minimum 100 Mbps upload/download per location for cloud sync ☐ Static IP or DDNS configuration for remote access capabilities ☐ Firewall whitelist: *.orthoselect.com, *.dibsai.com (ports 443, 8443) ☐ ⚠️ VPN compatibility testing required if locations use site-to-site VPN—latency over 100ms degrades real-time rendering
Integrations
☐ Confirm PMS API access availability (see Section 5) ☐ Verify imaging software DICOM export paths ☐ Document current integration points between PMS ↔ imaging systems
Vendor Onboarding Steps (Est. Time: 4–6 hours)
| Step | Action | Owner | Time Est. |
|---|---|---|---|
| 1 | 🔵 Schedule kickoff call with OrthoSelect implementation team | Central IT + Vendor | 1 hour |
| 2 | 🔵 Complete enterprise customer intake form | VP Operations | 30 min |
| 3 | 🔵 Receive dedicated Customer Success Manager (CSM) assignment | Vendor | — |
| 4 | 🔵 Execute Business Associate Agreement (BAA) | Legal + Vendor | 1–3 days |
| 5 | 🔵 Obtain enterprise license keys and admin portal credentials | Vendor → Central IT | 1 hour |
| 6 | 🔵 Schedule technical integration planning session | Central IT + Vendor | 2 hours |
Key Vendor Contacts to Establish
| Role | Purpose | Expected Response Time |
|---|---|---|
| Customer Success Manager | Strategic escalation, rollout planning | Same business day |
| Technical Account Manager | Integration issues, API troubleshooting | 4 hours |
| Clinical Support Specialist | Treatment planning questions, algorithm inquiries | 2 hours |
| 24/7 Support Line | Critical system outages | 15 minutes |
Data/Access Prerequisites
☐ Admin credentials for each PMS instance (Dentrix Enterprise/Eaglesoft/Open Dental) ☐ 🔵 API keys from OrthoSelect (generated during onboarding) ☐ Imaging archive read/write access paths for all locations ☐ Patient consent template updates approved by compliance (DIBS AI disclosure language) ☐ Historical case data export (minimum 100 completed ortho cases per location for AI calibration) ☐ Provider NPI numbers and state license verification for user provisioning
Internal Stakeholder Alignment
🟣 Stakeholder Alignment Map
| Stakeholder Level | Role | Involvement Type | When to Engage |
|---|---|---|---|
| Board/Investors | Oversight | Informed of strategic AI investment | Pre-contract, quarterly updates |
| C-Suite (CEO, COO, CDO) | Decision-makers | Approve budget, timeline, rollout strategy | Weeks 1–2, wave transitions |
| Chief Dental Officer | Clinical Champion | Define clinical protocols, approve AI parameters | Weeks 1–3, ongoing QA |
| VP of Operations | Program Owner | Own rollout execution, resource allocation | Continuous |
| Regional Managers | Cascade Leads | Brief office managers, monitor location progress | Weeks 2+, per-wave |
| Office Managers | Location Leads | Coordinate local logistics, staff scheduling | Per-wave, 2 weeks before go-live |
| Providers (Orthodontists) | End Users | Training, workflow adoption | Per-wave, 1 week before go-live |
| IT/Systems | Technical Execution | Installation, integration, troubleshooting | Continuous |
Approval Gates Required
🟣 Budget approval for enterprise license + implementation services 🟣 CDO sign-off on clinical protocol standardization 🟣 Legal approval on BAA and updated patient consent language 🟣 IT security approval on network/firewall changes 🟣 Board notification of AI adoption initiative (if material investment)
Baseline Metrics to Capture BEFORE Go-Live
⚠️ Critical: These metrics must be standardized across all locations to enable valid cross-location comparison and ROI measurement.
Clinical Efficiency Metrics
| Metric | Definition | Measurement Method | Target Source |
|---|---|---|---|
| Treatment Plan Creation Time | Minutes from scan completion to finalized plan | Time study (sample 20 cases/location) | Stopwatch + log |
| Refinement Rate | % of cases requiring mid-treatment bracket repositioning | Chart audit (last 12 months) | PMS |
| Average Treatment Duration | Days from bond to deband | Case completion report | PMS |
| Provider Planning Time | Hours/week spent on treatment planning per FTE orthodontist | Provider self-report + schedule audit | Survey + PMS |
Financial Metrics
| Metric | Definition | Measurement Method | Target Source |
|---|---|---|---|
| Case Acceptance Rate | % of presented ortho cases that start treatment | Consult tracking | PMS |
| Average Case Value | Revenue per ortho case started | Financial report | PMS/Accounting |
| Lab Costs per Case | Bracket, wire, and outsourced planning costs | Expense tracking | Accounting |
| Days to Treatment Start | Calendar days from consult to bond appointment | Case timeline audit | PMS |
Operational Metrics
| Metric | Definition | Measurement Method | Target Source |
|---|---|---|---|
| Staff Overtime (Ortho) | Weekly overtime hours for ortho-related staff | Payroll data | HR/Payroll |
| Patient Chair Time per Visit | Average minutes per ortho adjustment appointment | Schedule analysis | PMS |
| Case Documentation Time | Minutes to complete clinical notes per visit | Time study | Observation |
Standardization Protocol for DSO-Wide Measurement
☐ Create centralized data collection template (spreadsheet or BI tool) ☐ Assign one regional analyst or Office Manager per region to collect baseline data ☐ 🟣 Establish consistent definitions document—distribute to all locations ☐ Set 2-week data collection window across all locations simultaneously ☐ Central team aggregates and validates before proceeding to implementation
Enterprise-Level Requirements
Network Standards Across Locations
☐ Document current WAN architecture and bandwidth per location ☐ Identify locations below minimum bandwidth threshold (100 Mbps) ☐ ⚠️ Locations with satellite internet or cellular failover may require hybrid local/cloud configuration—flag for vendor consultation
Hosting Model Decision
🟣 Decision Required: Centralized vs. Location-Level Hosting
| Option | Pros | Cons | Recommended For |
|---|---|---|---|
| Centralized Cloud | Easier updates, single backup, lower per-location IT burden | Requires reliable WAN, single point of failure | DSOs with robust network infrastructure |
| Hybrid (Cloud + Local Cache) | Resilience during outages, faster rendering | Higher setup complexity, more maintenance | DSOs with variable connectivity |
| Location-Level | Maximum resilience | Update burden, inconsistent versions, higher TCO | Not recommended for DSOs |
OrthoSelect Recommendation: Centralized cloud with local caching for rendering-intensive operations.
Identity & Access Management
☐ Confirm SSO provider (Okta, Azure AD, Google Workspace) ☐ 🔵 Request SAML/OIDC integration specs from OrthoSelect ☐ Define role-based access levels:
- Enterprise Admin (Central IT)
- Regional Admin (Regional Managers)
- Location Admin (Office Managers)
- Provider (Full clinical access)
- Staff (View-only/limited functions)
Centralized Credentialing
☐ Create provider roster with NPI, license state, DEA (if applicable) ☐ Establish process for adding/removing providers across locations ☐ Define credential verification workflow (who approves new provider access?)
3. Location Readiness Assessment
Scoring Framework
Score each factor 1–5 per location. Higher scores indicate greater readiness.
Factor 1: IT Infrastructure Maturity
| Score | Criteria |
|---|---|
| 5 | Gigabit internet, workstations <2 years old, PMS on latest version, dedicated IT support |
| 4 | 200+ Mbps internet, workstations <3 years old, PMS within 1 version of current |
| 3 | 100 Mbps internet, workstations 3–4 years old, PMS 2 versions behind |
| 2 | 50–100 Mbps internet, workstations 4–5 years old, PMS significantly outdated |
| 1 | <50 Mbps internet, workstations >5 years old, PMS no longer supported |
Factor 2: Staff Tenure & Adaptability
| Score | Criteria |
|---|---|
| 5 | <15% annual turnover, team trained on 2+ tech tools in past year, documented tech enthusiasm |
| 4 | 15–25% turnover, trained on 1 tech tool in past year, generally positive toward change |
| 3 | 25–35% turnover, mixed training history, neutral toward change |
| 2 | 35–50% turnover, minimal recent training, resistance to past changes noted |
| 1 | >50% turnover, no recent tech training, documented change management failures |
Factor 3: Patient Volume
| Score | Criteria | Risk/Impact Balance |
|---|---|---|
| 5 | 80–120 ortho starts/month | High impact, manageable complexity |
| 4 | 60–80 or 120–150 ortho starts/month | Solid impact, slightly higher/lower risk |
| 3 | 40–60 ortho starts/month | Moderate impact and risk |
| 2 | 150–200 ortho starts/month | High risk, may overwhelm during transition |
| 1 | <40 or >200 ortho starts/month | Too low ROI or too high risk for pilot |
Factor 4: Existing Tech Stack Compatibility
| Score | Criteria |
|---|---|
| 5 | PMS and imaging fully compatible, existing integrations documented, APIs active |
| 4 | PMS compatible, imaging requires minor configuration, some API work needed |
| 3 | PMS compatible with workarounds, imaging partially compatible, integration effort moderate |
| 2 | PMS marginally compatible, imaging requires upgrade or replacement, significant integration work |
| 1 | PMS or imaging not compatible, major infrastructure changes required |
Factor 5: Local Champion Availability
| Score | Criteria |
|---|---|
| 5 | Tech-forward orthodontist + engaged office manager, both express enthusiasm for AI |
| 4 | Either strong provider champion OR strong admin champion with other's support |
| 3 | Willing participants but no strong advocate, passive support |
| 2 | Provider skeptical but office manager supportive (or vice versa) |
| 1 | No identified champion, known resistance from key staff |
Composite Readiness Score Calculation
Formula: (IT Infrastructure × 1.5) + (Staff Adaptability × 1.5) + (Patient Volume × 1.0) + (Tech Stack × 1.5) + (Local Champion × 1.5)
Maximum Score: 35 points
| Score Range | Readiness Tier | Rollout Recommendation |
|---|---|---|
| 28–35 | Tier 1: High Readiness | Wave 1 candidate |
| 21–27 | Tier 2: Moderate Readiness | Wave 2 candidate |
| 14–20 | Tier 3: Conditional Readiness | Wave 3, address gaps first |
| <14 | Tier 4: Not Ready | Defer until prerequisites met |
Location Readiness Assessment Template
| Location | IT Infra (×1.5) | Staff (×1.5) | Volume (×1.0) | Tech Stack (×1.5) | Champion (×1.5) | Total | Tier |
|---|---|---|---|---|---|---|---|
| [Location A] | |||||||
| [Location B] | |||||||
| [Location C] |
Rollout Sequence Recommendations
Wave 1 Pilot Selection Criteria
Select 2–3 locations that meet ALL of the following: ☐ Tier 1 readiness score (28+) ☐ Geographic/demographic diversity (represent different regions or patient populations) ☐ Identified champion orthodontist willing to provide feedback ☐ Not currently undergoing other major system changes ☐ Office manager with bandwidth to participate in daily check-ins for 4 weeks
⚠️ Common Mistake
Do NOT select your highest-volume location or flagship location for Wave 1. These locations face disproportionate risk if issues arise and create outsized negative perception if the pilot stumbles. Choose representative but lower-profile locations.
4. Rollout Strategy
Wave Structure
🟣 Recommended Wave Architecture
| Wave | Locations | Duration | Purpose |
|---|---|---|---|
| Wave 1: Pilot | 2–3 locations | 4 weeks | Prove technology, refine workflows, identify issues |
| Buffer Period | — | 2 weeks | Document learnings, adjust training, fix bugs |
| Wave 2: Expansion | 5–8 locations | 4 weeks | Scale with improved playbook, test regional variation |
| Buffer Period | — | 2 weeks | Aggregate feedback, prepare for final push |
| Wave 3: Full Rollout | Remaining locations | 4–6 weeks | Complete deployment with mature process |
| Stabilization | All locations | 4 weeks | Optimize, troubleshoot stragglers, begin ROI measurement |
Wave 1: Pilot Phase (Weeks 3–6)
Selection Criteria for Pilot Locations
| Criterion | Weight | Rationale |
|---|---|---|
| High readiness score | 40% | Reduces implementation friction |
| Manageable patient volume | 25% | Allows staff learning curve without overwhelming |
| Representative of portfolio | 20% | Learnings transfer to other locations |
| Accessible for in-person support | 15% | Enables hands-on troubleshooting |
Pilot Timeline
| Week | Activities |
|---|---|
| Week 3 | Installation, integration, test environment validation |
| Week 4 | Staff training, parallel run begins (AI + manual planning side-by-side) |
| Week 5 | Primary reliance on DIBS AI, manual verification of outputs |
| Week 6 | Full AI adoption, daily feedback collection, go/no-go assessment |
Daily/Weekly Check-In Cadence
| Frequency | Participants | Agenda |
|---|---|---|
| Daily (Week 4–5) | Location champion + Central team | Issues log review, workflow observations, quick wins |
| Daily (Week 6) | Location champion + Regional manager | Performance metrics, user feedback, go/no-go inputs |
| Weekly | VP Operations + CDO + Vendor CSM | Pilot status, escalated issues, decision points |
Go/No-Go Criteria: Wave 1 → Wave 2
🟣 Must pass ALL criteria to proceed:
| Category | Go Criteria | No-Go Criteria |
|---|---|---|
| Technical Stability | System uptime >99% during pilot; <3 critical bugs | System outages >4 hours cumulative; unresolved critical bugs |
| Clinical Accuracy | Provider override rate <15%; no patient safety events | Provider override rate >30%; any patient safety event |
| Workflow Integration | Treatment planning time reduced ≥30% | Treatment planning time unchanged or increased |
| User Adoption | All trained staff using system daily by Week 6 | >20% of staff avoiding system use |
| Vendor Support | Issues resolved within SLA; responsive communication | Multiple SLA breaches; communication breakdown |
Wave 2: Expansion Phase (Weeks 7–12)
Location Selection for Wave 2
☐ Select 5–8 locations from Tier 1 and high Tier 2 readiness scores ☐ Ensure at least one location in each region if geographically distributed ☐ Include at least one high-volume location to stress-test scalability ☐ Include one location with previously identified integration challenges (to validate fixes)
Adjusted Protocol Based on Wave 1 Learnings
| Area | Potential Adjustments |
|---|---|
| Training duration | Extend or shorten based on pilot feedback |
| Parallel run period | Adjust length based on pilot confidence curve |
| Configuration defaults | Update based on pilot provider preferences |
| Escalation path | Refine based on actual issue patterns |
Go/No-Go Criteria: Wave 2 → Wave 3
Same criteria as Wave 1, with additional requirements: ☐ 80% of pilot + Wave 2 locations meeting performance targets ☐ Scalability confirmed (central systems handling increased load) ☐ Regional managers fully briefed and confident in cascade model
Wave 3: Full Rollout (Weeks 13–20)
Approach for Remaining Locations
☐ Group locations into sub-waves of 5–10 based on regional manager capacity ☐ Tier 3 (conditional readiness) locations receive additional pre-rollout preparation ☐ Tier 4 locations deferred until prerequisites addressed
Timeline per Sub-Wave
| Day/Week | Activity |
|---|---|
| Week -2 | Pre-installation verification, staff scheduling for training |
| Week -1 | Installation, integration testing |
| Go-live week | Training + parallel run + cutover (compressed based on matured process) |
| Week +1 | Daily check-ins, rapid issue resolution |
| Week +2 | Transition to standard support model |
Rollback Plan
⚠️ If a Wave Fails Go/No-Go Criteria
Immediate Actions (within 24 hours of no-go decision):
- 🟣 VP Operations convenes incident review with CDO, IT, and Vendor CSM
- Document specific failure points and root causes
- Communicate pause decision to affected locations and regions
Rollback Protocol: ☐ Locations in current wave revert to manual treatment planning workflow ☐ Disable DIBS AI integration but maintain installation (faster restart) ☐ Preserve all data and configuration for analysis ☐ Set 2-week remediation timeline with vendor ☐ Locations in previous waves continue operations (unless systemic issue identified)
Restart Criteria: ☐ Root cause identified and remediated ☐ Fix validated in test environment ☐ 🔵 Vendor provides written confirmation of resolution ☐ 🟣 CDO approves restart based on clinical safety review
5. Configuration & Integration (Weeks 2–3)
Practice Management System Integration
🔵 Dentrix Enterprise Integration
| Step | Action | Time Est. | Owner |
|---|---|---|---|
| 1 | Request API credentials from Henry Schein (Dentrix Enterprise Administrator Console) | 1–3 days | IT Admin |
| 2 | 🔵 Provide credentials to OrthoSelect technical team | 15 min | IT Admin |
| 3 | 🔵 OrthoSelect configures HL7/FHIR bridge | 2–4 hours | Vendor |
| 4 | Test patient demographic sync (20 sample records) | 1 hour | IT + Vendor |
| 5 | Test appointment data bi-directional sync | 1 hour | IT + Vendor |
| 6 | Test treatment plan and ledger integration | 2 hours | IT + Vendor |
| 7 | ⚠️ Validate procedure code mapping (DIBS AI codes → Dentrix CDT codes) | 2 hours | Billing + Vendor |
| 8 | Document custom field mappings | 30 min | IT |
| 9 | User acceptance testing with sample workflows | 2 hours | Office Manager + Provider |
🔵 Eaglesoft Integration
| Step | Action | Time Est. | Owner |
|---|---|---|---|
| 1 | Verify Eaglesoft version 21.x or higher (required for API access) | 15 min | IT Admin |
| 2 | Enable Patterson API Services in Eaglesoft Administrator | 30 min | IT Admin |
| 3 | 🔵 Submit integration request to Patterson (co-signed by OrthoSelect) | 3–5 days | IT Admin + Vendor |
| 4 | 🔵 OrthoSelect receives and configures API credentials | 2–4 hours | Vendor |
| 5 | Test patient search and record retrieval | 1 hour | IT + Vendor |
| 6 | Test image association (link DIBS treatment plans to patient records) | 1 hour | IT + Vendor |
| 7 | ⚠️ Validate insurance eligibility pass-through | 1 hour | Billing + IT |
| 8 | User acceptance testing | 2 hours | Office Manager + Provider |
🔵 Open Dental Integration
| Step | Action | Time Est. | Owner |
|---|---|---|---|
| 1 | Confirm Open Dental version 22.x or higher | 15 min | IT Admin |
| 2 | Enable API module in Open Dental (Module Setup → API) | 30 min | IT Admin |
| 3 | Generate API key with read/write permissions | 15 min | IT Admin |
| 4 | 🔵 Provide API key and database connection string to OrthoSelect | 15 min | IT Admin |
| 5 | 🔵 OrthoSelect configures direct database integration | 2–4 hours | Vendor |
| 6 | Test full patient record sync | 1 hour | IT + Vendor |
| 7 | Test treatment plan write-back | 1 hour | IT + Vendor |
| 8 | ⚠️ Validate eServices integration (if patient portal used) | 1 hour | IT |
| 9 | User acceptance testing | 2 hours | Office Manager + Provider |
Imaging System Integration
CBCT Integration (DICOM)
| Step | Action | Time Est. | Owner |
|---|---|---|---|
| 1 | Document CBCT model and current DICOM viewer/server | 30 min | IT |
| 2 | Configure DICOM export path from CBCT software to DIBS AI watched folder | 1 hour | IT |
| 3 | 🔵 Provide DIBS AI DICOM listener address to CBCT software | 30 min | IT + Vendor |
| 4 | Test automatic DICOM import with 5 sample scans | 1 hour | IT + Vendor |
| 5 | Verify metadata preservation (patient ID, scan date, acquisition parameters) | 30 min | IT |
| 6 | ⚠️ Test large file transfer (high-resolution scans) for timeout issues | 30 min | IT |
| 7 | Document final DICOM workflow | 30 min | IT |
Intraoral Scanner Integration
| Step | Action | Time Est. | Owner |
|---|---|---|---|
| 1 | Document IOS model and current export format (STL, PLY, OBJ) | 15 min | IT |
| 2 | Enable open export in IOS software (disable proprietary-only export) | 30 min | IT |
| 3 | Configure export path to DIBS AI watched folder | 30 min | IT |
| 4 | 🔵 Validate mesh file compatibility with DIBS AI | 1 hour | IT + Vendor |
| 5 | Test automatic import and case matching (scan → patient record) | 1 hour | IT + Vendor |
| 6 | Document final IOS workflow | 30 min | IT |
Test Environment Setup
Centralized Test Environment (Recommended for DSOs)
☐ 🔵 Request OrthoSelect sandbox instance (separate from production) ☐ Clone PMS configuration from one representative production location ☐ Load synthetic patient data (provided by vendor or generated) ☐ Mirror imaging integration to test DICOM/STL import ☐ Provision test user accounts for QA team
Validation Checklist
| Test Category | Test Case | Pass Criteria |
|---|---|---|
| Authentication | User login via SSO | Successful login within 5 seconds |
| Patient Sync | Create patient in PMS, verify in DIBS AI | Patient appears within 2 minutes |
| Imaging Import | Export CBCT from scanner, verify in DIBS AI | Scan appears and renders within 5 minutes |
| Treatment Plan Generation | Run AI analysis on test case | Plan generated within 10 minutes |
| Plan Write-Back | Approve treatment plan, verify in PMS | Plan and codes appear in patient ledger |
| Error Handling | Submit incomplete data | Clear error message, no system crash |
| Performance | Generate 10 treatment plans simultaneously | No degradation >20% in generation time |
Data Migration / Historical Data Ingestion
Purpose
DIBS AI improves recommendation accuracy when trained on your historical case data. Ingesting completed orthodontic cases allows the system to learn patterns specific to your patient demographics, provider preferences, and treatment protocols.
🔵 Migration Steps
| Step | Action | Time Est. | Owner |
|---|---|---|---|
| 1 | Identify last 12–24 months of completed ortho cases per location | 2 hours | Office Manager |
| 2 | Export case data: demographics, diagnosis codes, treatment plans, pre/post imaging | 4–8 hours | IT |
| 3 | 🔵 Submit data package to OrthoSelect via secure transfer | 1 hour | IT |
| 4 | 🔵 OrthoSelect processes historical data ingestion | 3–5 days | Vendor |
| 5 | 🔵 Receive confirmation of successful ingestion and baseline model calibration | — | Vendor |
⚠️ Data Quality Requirements
- De-identification NOT required (data processed under BAA)
- Minimum 100 completed cases per location for meaningful calibration
- Include cases with complications/refinements (helps AI learn edge cases)
- Exclude cases with incomplete records or missing imaging
Security and HIPAA Compliance Verification
Enterprise-Level HIPAA Checklist
| Item | Verification Method | Responsible Party |
|---|---|---|
| ☐ Executed BAA with OrthoSelect | Legal file review | Legal/Compliance |
| ☐ Data encryption at rest (AES-256) | 🔵 Vendor attestation | Vendor |
| ☐ Data encryption in transit (TLS 1.3) | 🔵 Vendor attestation | Vendor |
| ☐ SOC 2 Type II certification | 🔵 Request current report | Vendor |
| ☐ HIPAA compliance attestation | 🔵 Request current attestation | Vendor |
| ☐ Penetration test results (within last 12 months) | 🔵 Request summary | Vendor |
| ☐ Data residency (US-only servers) | 🔵 Vendor confirmation | Vendor |
| ☐ Audit logging enabled | Configuration review | IT + Vendor |
| ☐ Access controls per role | Configuration review | IT |
| ☐ Automatic session timeout (15 min) | Configuration review | IT |
| ☐ Patient consent language updated | Legal review | Legal/Compliance |
| ☐ Notice of Privacy Practices updated | Legal review | Legal/Compliance |
DSO-Specific Configuration
Standardized Configuration Template
🟣 These settings must be identical across all locations:
| Setting | Recommended Value | Rationale |
|---|---|---|
| Treatment planning protocol | CDO-approved defaults | Clinical consistency |
| AI confidence threshold for auto-approval | 85% | Balance automation + oversight |
| Procedure code mappings | Enterprise CDT standard | Billing consistency |
| Report templates | Branded enterprise templates | Patient experience consistency |
| Audit log retention | 7 years | Compliance requirement |
| User timeout | 15 minutes | Security standard |
| Notification preferences | Email + in-app | Workflow consistency |
Location-Specific Configuration
| Setting | Allowed Variation | Approval Required |
|---|---|---|
| Provider treatment preferences | Within CDO-defined parameters | No (provider discretion) |
| Operatory-specific workflows | Based on equipment differences | No (Office Manager) |
| Appointment scheduling rules | Based on local capacity | No (Office Manager) |
| Lab vendor integration | If multiple approved vendors | Regional Manager |
AI-generated implementation guide based on public vendor information. Verify specifics directly with OrthoSelect / DIBS AI.