Overjet
Step-by-step implementation guide — pre-implementation checklist, onboarding, staff training, go-live runbook, and ROI tracking.
Overjet — Implementation Playbook (DSO)
Overjet Implementation Playbook
A Strategic Guide for DSO Deployment of AI-Powered Diagnostic Imaging
1. Executive Summary
What Overjet Does
Overjet is an FDA-cleared artificial intelligence platform that analyzes dental radiographs in real-time, automatically detecting and quantifying pathology including caries, bone loss, calculus, and other clinical findings. The system overlays visual annotations directly onto X-rays and generates objective, measurable data that supports clinical decision-making, treatment planning, and insurance documentation.
Why DSOs Specifically Benefit from AI Diagnostic Imaging
The strategic value proposition for multi-location organizations centers on three scale advantages:
Clinical Standardization: AI provides consistent diagnostic criteria across all providers at all locations, reducing variability in treatment planning and case presentation. When you have 50+ providers across 30+ locations, ensuring every patient receives the same standard of diagnostic thoroughness becomes operationally impossible without technological support.
Data Aggregation & Actionable Intelligence: Overjet generates structured clinical data that rolls up across your entire portfolio. For the first time, you can answer questions like: "Which locations have the highest undetected pathology rates?" or "How does case acceptance vary when AI findings are presented versus not?" This transforms diagnostic imaging from a cost center into a strategic intelligence asset.
Revenue Cycle Optimization at Scale: The objective, quantified documentation that AI produces reduces claim denials and supports clinical necessity across thousands of claims monthly. A 5% improvement in claim approval rates across 40 locations generates material financial impact.
Expected Timeline: Decision to Full Deployment
| Phase | Duration | Milestone |
|---|---|---|
| Pre-Implementation | Weeks 1–2 | Technical readiness, baseline metrics captured |
| Pilot Wave (3–5 locations) | Weeks 3–6 | Validated configuration, training model proven |
| Wave 2 (8–12 locations) | Weeks 7–10 | Scaled deployment, refined workflows |
| Wave 3+ (Remaining locations) | Weeks 11–18 | Full deployment |
| Optimization | Weeks 19–26 | ROI measurement, ongoing refinement |
Total timeline for a 30-location DSO: 4–6 months to full deployment, 6 months to mature optimization.
2. Pre-Implementation Checklist (Weeks 1–2)
Technical Requirements
Hardware Assessment
☐ Verify all locations have workstations meeting minimum specifications:
- Processor: Intel i5 (8th gen+) or equivalent
- RAM: 8GB minimum, 16GB recommended
- Display: 1920x1080 resolution minimum for annotation visibility
- ⚠️ Older workstations with insufficient RAM will cause lag during image analysis
☐ Confirm imaging sensor compatibility at each location
- Document sensor make/model across all locations
- Overjet supports most major digital sensors; verify with vendor
☐ Assess monitor quality in operatories and consult rooms
- AI overlays require adequate resolution and color accuracy
- Dual monitor setups recommended for image review
Network Infrastructure
☐ Conduct network speed assessment at all locations
- Minimum: 25 Mbps download, 10 Mbps upload per location
- Recommended: 50+ Mbps symmetrical for optimal performance
- ⚠️ Rural locations frequently fall below minimum thresholds
☐ Verify firewall configurations allow Overjet traffic
- Document required ports and IP whitelist needs
- 🔵 Obtain specific network requirements from Overjet
☐ Assess VPN or SD-WAN architecture impact on cloud connectivity
Software Environment
☐ Document PMS version at each location
- Dentrix versions supported: G6.2+
- Eaglesoft versions supported: 21.0+
- Open Dental versions supported: 20.1+
- 🟣 Decision required: Standardize PMS versions before rollout or work around version fragmentation
☐ Document imaging software at each location
- Dexis, Apteryx, XDR, Patterson imaging, etc.
- Note version numbers and update status
☐ Verify TWAIN/imaging bridge compatibility
Time estimate: 8–12 hours for technical inventory across 30+ locations
Vendor Onboarding Steps
☐ 🔵 Execute Master Service Agreement (MSA) at enterprise level
- Legal review timeline: 2–3 weeks typical
- Key negotiation points: per-location pricing, volume discounts, SLA terms
☐ 🔵 Complete Business Associate Agreement (BAA)
- Must be signed before any PHI transmission
- Ensure BAA covers all entity names under DSO umbrella
☐ 🔵 Establish primary vendor contacts:
| Role | Purpose | Contact Frequency |
|---|---|---|
| Enterprise Account Executive | Strategic relationship, escalations | Weekly during rollout |
| Implementation Manager | Technical deployment | Daily during active waves |
| Technical Support Lead | Break/fix issues | As needed |
| Customer Success Manager | Optimization, training | Bi-weekly post-launch |
☐ 🔵 Schedule kickoff call with Overjet implementation team
- Attendees: VP Ops, Chief Dental Officer, IT Director, Implementation Manager
- Agenda: Confirm scope, timeline, technical architecture, integration approach
☐ 🔵 Obtain implementation documentation package from vendor
- API documentation
- Integration guides for your specific PMS platforms
- Network requirements specification
- Training material library access
Time estimate: 1–2 weeks for contracting and vendor alignment
Data/Access Prerequisites
☐ Create centralized credentialing structure
- 🟣 Decision required: Federated identity (SSO) vs. individual credentials
- Recommendation: SSO via SAML/Azure AD for enterprise environments
☐ Provision administrative accounts:
- Super Admin: IT Director + VP Operations (2 accounts minimum)
- Location Admin: One per location (typically office manager)
- Provider accounts: Linked to NPI for clinical documentation
☐ Document imaging archive access requirements
- How will Overjet access historical images?
- Cloud storage path vs. local server access
- ⚠️ DICOM routing often requires IT involvement at each location
☐ Prepare API credentials if required for PMS integration
- Work with PMS vendor for API access (Patterson, Henry Schein, etc.)
- Document authentication methods and rate limits
☐ Establish test patient records for validation
- Create or identify 10–15 test patients per PMS platform
- Include diverse pathology examples in test images
Time estimate: 4–6 hours centrally, plus 1–2 hours per location for local setup
Internal Stakeholder Alignment
Stakeholder Alignment Map
| Stakeholder | Role in Implementation | Required Action | Timing |
|---|---|---|---|
| Board/Investors | Strategic approval, capital allocation | Approve initiative, ROI expectations | Pre-implementation |
| CEO | Executive sponsorship | Champion initiative, remove barriers | Pre-implementation |
| Chief Dental Officer | Clinical validation, provider adoption | Validate clinical workflows, address provider concerns | Weeks 1–2 |
| VP Operations | Implementation ownership | Lead rollout, coordinate resources | Throughout |
| CFO | Budget approval, ROI tracking | Approve spend, establish success metrics | Pre-implementation |
| IT Director | Technical deployment | Execute integrations, manage infrastructure | Weeks 2–4 |
| Regional Managers | Cascade to locations, monitor compliance | Brief office managers, track readiness | Weeks 1–3 |
| Office Managers | Local execution, staff coordination | Prepare teams, manage local logistics | Weeks 2–4 |
| Providers | Clinical adoption, workflow execution | Attend training, provide feedback | Weeks 3–5 |
Communication Cadence
☐ 🟣 Board briefing on AI initiative (30-minute presentation)
- Strategic rationale, investment, timeline, success metrics
- Template provided in Section 12
☐ 🟣 C-suite alignment meeting
- Confirm executive sponsor (recommendation: CDO or VP Ops)
- Establish decision rights and escalation path
☐ Regional manager kickoff briefing
- Introduce initiative, explain their role, preview timeline
- Distribute location readiness assessment responsibilities
☐ Provider communication (from CDO)
- Email introducing the technology
- Address common concerns: "This is a clinical support tool, not surveillance"
- Invite early input from tech-forward providers
Time estimate: 6–10 hours of stakeholder meetings in Weeks 1–2
Baseline Metrics Capture
Why This Matters
Without pre-implementation baselines, you cannot demonstrate ROI. Capture these metrics consistently across all locations before any location goes live.
Required Metrics (Standardized Measurement Protocol)
| Metric | Definition | Data Source | Measurement Period |
|---|---|---|---|
| Case Acceptance Rate | (Accepted treatment plans / Presented treatment plans) x 100 | PMS treatment plan module | 90 days pre-launch |
| Average Treatment Plan Value | Mean dollar amount of presented treatment plans | PMS | 90 days pre-launch |
| Claim Denial Rate | (Denied claims / Total submitted claims) x 100 | Clearinghouse or RCM system | 90 days pre-launch |
| Perio Diagnosis Rate | % of adult patients with documented periodontal assessment | PMS clinical notes | 90 days pre-launch |
| Average Diagnosis Time | Minutes from image capture to treatment plan presentation | Time study or estimate | Sample 20 patients per location |
| Production per Patient | Total production / total patients seen | PMS | 90 days pre-launch |
| Image Retake Rate | Retaken images / Total images captured | Imaging system | 90 days pre-launch |
☐ Create standardized data extraction template for all locations
☐ Assign regional managers to verify data accuracy at each location
- ⚠️ PMS data hygiene varies wildly across locations; validate before trusting
☐ Establish central data repository for baseline metrics
- Recommendation: Centralized spreadsheet or BI dashboard
☐ Document qualitative baseline: Current workflow for image review and treatment presentation
- Shadow 2–3 patient appointments at pilot locations
- Note time spent, steps taken, patient communication approach
Time estimate: 15–20 hours for data extraction and validation across 30 locations
Enterprise-Level Requirements
Network Standards Across Locations
☐ 🟣 Decision required: Centralized cloud deployment vs. hybrid architecture
- Recommendation: Overjet is cloud-native; pure cloud deployment preferred
- On-premise components only if regulatory or connectivity constraints require
☐ Document network architecture diagram for each location
- Note firewalls, VPNs, ISP providers
- Identify locations with known connectivity issues
☐ Establish minimum network SLA for Overjet performance
- Target: <500ms latency to Overjet cloud
- Remediation plan for locations that don't meet threshold
Identity and Access Management
☐ 🟣 Decision required: SSO implementation priority
- If yes: Plan Azure AD/Okta integration (add 1–2 weeks to timeline)
- If no: Accept credential sprawl risk, implement strong password policies
☐ Define role-based access control (RBAC) structure:
| Role | Permissions |
|---|---|
| Super Admin | All settings, all locations, user management |
| Location Admin | Location settings, local user management, reporting |
| Provider | Clinical features, own patient data |
| Staff | View-only access to clinical features |
☐ Plan centralized credentialing workflow for new providers
- How will new dentists be onboarded to Overjet?
- Who owns the provisioning process?
Compliance Requirements
☐ Complete enterprise security questionnaire with Overjet ☐ Verify SOC 2 Type II compliance documentation ☐ Confirm data residency requirements (US data centers) ☐ Document data retention policies and alignment with your policies
3. Location Readiness Assessment
Scoring Framework
Score each location 1–5 on each factor. Composite score = sum of all factors (max 25).
Factor 1: IT Infrastructure Maturity
| Score | Criteria |
|---|---|
| 5 | Fiber internet 100+ Mbps, workstations <3 years old, PMS on current version, dedicated IT support |
| 4 | Cable internet 50+ Mbps, workstations <5 years old, PMS 1 version behind |
| 3 | Cable internet 25–50 Mbps, mixed workstation age, PMS 2+ versions behind |
| 2 | DSL or inconsistent connectivity, workstations >5 years, PMS significantly outdated |
| 1 | Known infrastructure problems, frequent IT issues, no local IT support |
Factor 2: Staff Tenure and Adaptability
| Score | Criteria |
|---|---|
| 5 | Average staff tenure >3 years, <20% annual turnover, history of successful tech adoption |
| 4 | Average tenure 2–3 years, 20–30% turnover, neutral tech adoption history |
| 3 | Average tenure 1–2 years, 30–40% turnover, mixed tech adoption results |
| 2 | High turnover location, frequent staffing gaps, resistance to past tech changes |
| 1 | Chronic staffing instability, active morale issues, known change resistance |
Factor 3: Patient Volume
| Score | Criteria |
|---|---|
| 5 | 60–80 patients/day (high volume, high impact potential, manageable) |
| 4 | 80–100 patients/day (very high volume, significant ROI potential) |
| 3 | 40–60 patients/day (moderate volume, solid learning environment) |
| 2 | 100+ patients/day (extremely high volume, high implementation risk) |
| 1 | <40 patients/day (low volume, limited ROI potential) |
Note: Very high volume scores lower for pilot due to implementation risk, but scores higher for later waves where workflows are proven.
Factor 4: Existing Tech Stack Compatibility
| Score | Criteria |
|---|---|
| 5 | PMS and imaging system on Overjet's preferred integration list, all software current |
| 4 | Primary systems compatible, minor integration work required |
| 3 | Systems compatible but require configuration or updates |
| 2 | One major system requires significant integration work or upgrade |
| 1 | Custom or legacy systems, unknown integration feasibility |
Factor 5: Local Champion Availability
| Score | Criteria |
|---|---|
| 5 | Tech-forward provider AND office manager, both enthusiastic, strong influence on team |
| 4 | Strong office manager champion OR provider champion |
| 3 | Willing but not enthusiastic local leads |
| 2 | No clear champion, but no active resistance |
| 1 | Key staff actively resistant or no one willing to lead |
Composite Score Interpretation
| Score Range | Readiness Tier | Rollout Recommendation |
|---|---|---|
| 21–25 | Tier 1: High Readiness | Wave 1 pilot candidate |
| 16–20 | Tier 2: Moderate-High Readiness | Wave 2 candidate |
| 11–15 | Tier 3: Moderate Readiness | Wave 3 candidate |
| 6–10 | Tier 4: Low Readiness | Address blockers before rollout |
| 1–5 | Tier 5: Not Ready | Remediation required; defer to later phase |
Sample Scoring Matrix
| Location | IT (1-5) | Staff (1-5) | Volume (1-5) | Tech Stack (1-5) | Champion (1-5) | Total | Tier |
|---|---|---|---|---|---|---|---|
| Maple St Office | 5 | 4 | 4 | 5 | 5 | 23 | Tier 1 |
| Downtown Clinic | 4 | 4 | 3 | 4 | 4 | 19 | Tier 2 |
| Westside Dental | 3 | 3 | 4 | 3 | 3 | 16 | Tier 2 |
| Rural Practice A | 2 | 4 | 2 | 2 | 3 | 13 | Tier 3 |
| Acquired Location B | 2 | 2 | 3 | 1 | 2 | 10 | Tier 4 |
Recommended Rollout Sequence Based on Scores
☐ Rank all locations by composite score
☐ Select Wave 1 pilots from Tier 1 locations with these additional criteria:
- Geographic distribution (include different regions to test support model)
- PMS diversity (if you have multiple PMS platforms, include one of each in Wave 1)
- Representative patient demographics
- ⚠️ Avoid selecting only your "best" locations; you need realistic test environments
☐ Document remediation plans for Tier 4 and Tier 5 locations
- What must change before rollout is feasible?
- Who owns the remediation?
- Target date for re-assessment
Time estimate: 4–6 hours to score all locations, 2 hours to build rollout sequence
4. Rollout Strategy
Wave Structure
Recommended Wave Architecture for 30-Location DSO
| Wave | # of Locations | Duration | Purpose |
|---|---|---|---|
| Wave 1 (Pilot) | 3–5 | 4 weeks | Validate configuration, refine training, prove workflows |
| Wave 2 (Early Majority) | 8–10 | 3 weeks | Scale deployment, stress-test support model |
| Wave 3 (Full Scale) | 10–12 | 3 weeks | Complete rollout, efficiency focus |
| Wave 4 (Remainders) | 2–5 | 2 weeks | Address remediated Tier 4 locations |
Wave 1 Pilot Selection Criteria
Pilot locations should be:
☐ High readiness (Tier 1 composite score 21+)
☐ Manageable risk (not your highest-volume or highest-revenue locations)
☐ Representative of your portfolio:
- Include at least one location per PMS platform
- Include at least one location per region
- Include mix of practice sizes
☐ Champion-rich (strong local leads who will surface issues proactively)
☐ Accessible (near headquarters or regional offices for easy on-site support)
🟣 Executive decision point: Final Wave 1 location selection requires CEO/COO approval
Timeline Per Wave
Wave 1 (Pilot) — 4 Weeks
| Week | Activities |
|---|---|
| Week 1 | Integration deployment, technical validation, test environment active |
| Week 2 | Champion training, staff training, workflow dry runs with test patients |
| Week 3 | Go-live, intensive daily monitoring, real-time troubleshooting |
| Week 4 | Stabilization, feedback collection, workflow refinement, lessons learned documentation |
Buffer before Wave 2: 1 week for lessons learned synthesis and configuration updates
Wave 2 (Early Majority) — 3 Weeks
| Week | Activities |
|---|---|
| Week 1 | Pre-deployment preparation at all Wave 2 locations, champion training |
| Week 2 | Staggered go-lives (2–3 locations per day), daily check-ins |
| Week 3 | Stabilization across all Wave 2 locations, support model validation |
Buffer before Wave 3: 1 week
Wave 3+ — 3 Weeks Each
Same structure as Wave 2, with increasing efficiency as processes mature.
Go/No-Go Criteria Between Waves
Criteria to Advance from Wave 1 to Wave 2
| Criterion | Threshold | Measured By |
|---|---|---|
| Technical stability | <5 critical bugs, no data integrity issues | IT incident tracking |
| User adoption | >80% of providers using daily | Overjet usage analytics |
| Training completion | 100% of staff trained at pilot locations | Training log |
| Patient impact | Zero patient complaints related to AI | Office manager feedback |
| Workflow validation | Documented workflow for each role | Operations sign-off |
| Staff sentiment | >70% positive/neutral in pulse survey | Survey results |
| Champion confidence | All pilot champions recommend proceeding | Champion interviews |
🟣 Executive decision point: Go/no-go determination for each wave requires VP Operations + CDO approval
Rollback Plan
If a Wave Must Be Paused
☐ Identify stop criteria that trigger rollback consideration:
- Critical data integrity issue affecting patient records
30% of locations in wave reporting workflow breakdown
- Provider safety concern raised
- Vendor unable to provide adequate support
☐ Rollback procedure:
- Immediate (within 4 hours): Disable Overjet overlay at affected locations; revert to manual image review workflow
- Communication (within 24 hours): Notify all stakeholders of pause; document specific issues
- Assessment (within 72 hours): Root cause analysis with vendor
- Remediation (1–2 weeks): Address issues in controlled environment
- Re-launch: Return to affected locations with fixes validated
⚠️ Critical: Rollback at one location does NOT automatically pause other locations or waves. Each location is assessed independently.
☐ Designate rollback decision authority: VP Operations with IT Director concurrence
☐ Pre-stage rollback communications:
- Staff message template
- Provider message template
- Patient-facing explanation (if needed)
5. Configuration & Integration (Weeks 2–3)
Practice Management System Integration
Dentrix Integration (Step-by-Step)
☐ Step 1: Verify Dentrix version compatibility (G6.2+ required)
- Check: Help → About in Dentrix
- ⚠️ Versions below G6.2 require upgrade before integration
☐ Step 2: Install Dentrix API connector
- 🔵 Overjet provides installation package
- Requires local admin rights on Dentrix server
- Time estimate: 30–45 minutes per location
☐ Step 3: Configure API authentication
- Generate API credentials in Dentrix Practice Manager
- Input credentials into Overjet admin portal
☐ Step 4: Map data fields
- Patient demographics mapping (auto-mapped in most cases)
- Provider NPI mapping
- Location identifier mapping
☐ Step 5: Test bi-directional sync
- Create test patient in Dentrix → verify appears in Overjet
- Generate AI finding in Overjet → verify appears in Dentrix clinical notes
☐ Step 6: Validate image routing
- Capture X-ray on test patient → verify auto-analysis in Overjet
- Target latency: <30 seconds from image capture to AI overlay available
Eaglesoft Integration (Step-by-Step)
☐ Step 1: Verify Eaglesoft version (21.0+ required)
☐ Step 2: Enable Patterson API access
- 🔵 Requires Patterson support ticket for API enablement
- Time estimate: 3–5 business days for Patterson response
- ⚠️ This is the most common delay in Eaglesoft integrations
☐ Step 3: Install Overjet Eaglesoft connector
- 🔵 Overjet provides installation package
- Must be installed on each workstation OR on server depending on Eaglesoft architecture
☐ Step 4: Configure Patterson FHIR integration
- 🔵 Overjet implementation team configures FHIR endpoints
☐ Step 5: Test workflows per Dentrix steps 5–6 above
Open Dental Integration (Step-by-Step)
☐ Step 1: Verify Open Dental version (20.1+ required)
☐ Step 2: Enable Open Dental API
- API settings in Setup → Program Links → API
- Generate API key
☐ Step 3: Configure Overjet Open Dental connector
- Input API key in Overjet admin portal
- Map practice/location identifiers
☐ Step 4: Test and validate per standard protocol
Time estimate per location: 2–4 hours for integration and testing
Imaging System Integration
Direct Sensor Integration
☐ Document imaging hardware at each location:
- Sensor manufacturer and model
- Bridge software (Dexis, Apteryx, XDR, etc.)
☐ 🔵 Verify Overjet compatibility with each imaging system
- Most TWAIN-compliant systems supported
- Some proprietary systems require additional configuration
☐ Configure image routing:
- Option A: Overjet captures images directly via TWAIN
- Option B: Images route to Overjet from PMS imaging module
- 🟣 Decision required: Standardize routing architecture across all locations
☐ Validate image quality requirements:
- Minimum resolution for AI analysis
- Acceptable file formats (DICOM, JPEG, PNG)
- ⚠️ Heavily compressed images may produce unreliable AI results
DICOM/PACS Integration (if applicable)
☐ Configure DICOM routing from imaging system to Overjet
☐ Establish DICOM node settings:
- AE Title
- IP address/port
- TLS encryption enabled
☐ 🔵 Overjet provides DICOM listener configuration
Test Environment Setup
Centralized Test Environment (Recommended)
☐ 🟣 Decision required: Central test environment vs. per-location testing
- Recommendation: Centralized test environment with representative data from each PMS platform
☐ Create test environment instance in Overjet admin portal
☐ Populate with synthetic test data:
- 50+ test patients per PMS platform
- Include diverse pathology examples
- Include edge cases (pedo, ortho, unusual anatomy)
☐ Document test scenarios:
| Scenario | Expected Behavior | Pass Criteria |
|---|---|---|
| Bitewing capture with caries | AI detects and outlines caries | Overlay appears within 30 seconds |
| Full mouth series with bone loss | AI quantifies bone loss measurements | Measurements match within 1mm of manual |
| Panoramic with pathology | AI flags relevant findings | Findings logged to clinical notes |
| Image with no pathology | AI confirms no findings | "No significant findings" result |
| Poor quality image | AI flags quality issue | Quality warning displayed |
Validation Checklist
☐ All PMS integrations tested and passing
☐ Image routing confirmed functional
☐ AI analysis latency within acceptable range (<30 seconds)
☐ Clinical notes integration verified
☐ User authentication working for all roles
☐ Reporting functions accessible
☐ All test scenarios passing
Sign-off required from: IT Director + Implementation Manager
Data Migration / Historical Image Ingestion
☐ 🟣 Decision required: Ingest historical images for AI analysis?
If Yes:
☐ Define scope:
- All patients with images in past X years?
- Only active patients?
- Only patients with upcoming appointments?
☐ Assess data volume:
- Typical location: 10,000–50,000 historical images
- 30 locations: 300,000–1,500,000 images total
- ⚠️ Historical ingestion is resource-intensive; plan for off-hours processing
☐ 🔵 Work with Overjet to schedule batch ingestion
- May require temporary infrastructure scaling
- Typical processing time: 1–2 images per second
☐ Validate historical analysis results on sample patients
If No:
☐ Document that AI analysis applies to new images only
☐ Communicate to providers that historical images will not have AI overlays
Security and HIPAA Compliance Verification
Enterprise HIPAA Checklist
☐ Business Associate Agreement
- BAA executed and on file
- BAA covers all legal entities within DSO
- BAA specifies data handling, breach notification, and audit rights
☐ Data Governance
- Data classification: All Overjet data classified as PHI
- Data residency: Confirm US-based data centers
- Data retention: Alignment between Overjet retention and your policies
- Data deletion: Process documented for patient data deletion requests
☐ Access Controls
- RBAC implemented per defined structure
- Minimum necessary access principle applied
- Terminated employee access revocation process documented
- ⚠️ Audit access logs monthly; revoke stale credentials immediately
☐ Audit Logging
- Confirm Overjet logs all PHI access
- Obtain sample audit logs for compliance review
- Establish log retention period (minimum 6 years for HIPAA)
☐ Encryption
- Data encrypted in transit (TLS 1.2+)
- Data encrypted at rest (AES-256)
- Obtain documentation of encryption standards
☐ Incident Response
- Overjet breach notification process documented
- Your organization's response process documented
- Contact information exchanged for security incidents
☐ Training
- HIPAA training includes AI-specific considerations
- Staff understand PHI handling with cloud-based AI
Sign-off required from: Compliance Officer + IT Director
Standardized vs. Location-Specific Configuration
Standardized Configuration Template (Centrally Controlled)
These settings should be IDENTICAL across all locations:
| Setting | Standard Value | Rationale |
|---|---|---|
| AI sensitivity threshold | Default (vendor recommended) | Consistent clinical standards |
| Finding categories enabled | All categories ON | Complete pathology detection |
| Clinical note template | Standardized template | Documentation consistency |
| Patient-facing output format | Standardized | Brand consistency |
| Audit log retention | 7 years | Compliance |
| Session timeout | 15 minutes | Security |
| MFA enforcement | Enabled | Security |
☐ Document standard configuration in central repository
☐ Lock these settings at enterprise admin level
Location-Specific Configuration (Local Discretion Allowed)
These settings may vary by location:
| Setting | Variability Allowed | Example Variation |
|---|---|---|
| Provider preferences (overlay colors, display options) | Per provider | Dr. Smith prefers green overlays |
| Specialty-specific workflows | Per location | Ortho-heavy location has different image protocols |
| Appointment integration | Per PMS configuration | Template mapping varies by PMS version |
| Report formatting | Minor variations | Address formatting for local requirements |
☐ Document allowed variations and approval process for exceptions
6. Team Training Plan
Train-the-Trainer Model
Overview
For multi-location deployment, direct vendor training at every location is impractical and expensive. The train-the-trainer model creates certified champions at each location who deliver training to their teams.
Champion Selection Criteria
☐ Each location must identify one champion. Ideal profile:
| Criterion | Weight | Indicators |
|---|---|---|
| Tech comfort | High | Uses current technology without assistance, quick to learn new systems |
| Influence on team | High | Respected by peers, informal leadership role |
| Communication skills | Medium | Can explain concepts clearly, patient with questions |
| Availability | Medium | Not overwhelmed with other responsibilities |
| Longevity | Medium | Expected to remain in role 12+ months |
| Role | Flexible | Can be office manager, lead hygienist, or tech-forward provider |
☐ Regional managers nominate champions based on criteria
☐ VP Operations approves champion roster
Champion Training (Centralized)
☐ 🔵 Schedule champion training sessions with Overjet
- Format: Live virtual training, 3 hours
- Group size: 10–15 champions per session
- Schedule multiple sessions to accommodate all champions
☐ Champion training curriculum:
| Module | Duration | Content |
|---|---|---|
| Product Deep Dive | 60 min | Full feature walkthrough, technical architecture basics |
| Clinical Workflow Training | 45 min | How AI integrates into patient visit, provider interaction |
| Troubleshooting | 30 min | Common issues, resolution steps, when to escalate |
| Training Delivery Skills | 30 min | How to train effectively, handling resistance, adapting to learners |
| Practice Session | 30 min | Champions deliver training to each other, receive feedback |
☐ Champion certification requirements:
- Complete all training modules
- Pass competency assessment (80% threshold)
- Deliver practice training session to peer
- Receive certification credential in Overjet system
Time estimate: 4 hours per champion including assessment
AI-generated implementation guide based on public vendor information. Verify specifics directly with Overjet.