Pact-One
Step-by-step implementation guide — pre-implementation checklist, onboarding, staff training, go-live runbook, and ROI tracking.
Pact-One — Implementation Playbook (DSO)
Pact-One Implementation Playbook
Dental IT & Cybersecurity for DSOs
1. Executive Summary
What Pact-One Does
Pact-One delivers comprehensive managed IT services and cybersecurity solutions purpose-built for dental organizations, providing network management, threat detection and response, HIPAA compliance monitoring, data backup and disaster recovery, and 24/7 help desk support across all locations from a single platform.
Why DSOs Specifically Benefit from Dental IT & Cybersecurity at Scale
Scale Advantages:
- Unified Security Posture: A single cyberattack can cascade across multiple locations without standardized protection—Pact-One creates consistent security infrastructure that protects the entire organization, not just individual practices
- Centralized Visibility: Real-time monitoring dashboards aggregate threat data, system health, and compliance status across 15–50+ locations, enabling proactive intervention before localized issues become enterprise-wide incidents
- Negotiated Cost Efficiency: Per-location costs decrease significantly at scale; DSOs typically achieve 20–35% savings versus fragmented, location-by-location IT vendors
Standardization Benefits:
- HIPAA Compliance at Scale: Single Business Associate Agreement (BAA), unified audit trail, and standardized security policies eliminate the compliance patchwork that creates regulatory exposure
- Predictable IT Operations: Standardized hardware lifecycles, software patching schedules, and network configurations reduce variability and support ticket volume
- M&A Readiness: Acquisitions integrate faster when the IT framework is already templated; new locations can be onboarded in days rather than weeks
Data Aggregation Value:
- Enterprise Threat Intelligence: Aggregated security data across locations reveals attack patterns and vulnerabilities invisible at the individual practice level
- Performance Benchmarking: Compare uptime, ticket resolution times, and security incidents across locations to identify outliers and best practices
Expected Timeline: Decision to Full Deployment
| Phase | Timeline | Milestone |
|---|---|---|
| Pre-Implementation & Planning | Weeks 1–2 | Vendor contracts signed, baseline metrics captured, readiness assessments complete |
| Wave 1 Pilot (2–3 locations) | Weeks 3–5 | Pilot locations fully deployed, initial data collected |
| Wave 1 Evaluation | Week 6 | Go/no-go decision for Wave 2 |
| Wave 2 Expansion (5–8 locations) | Weeks 7–10 | Second wave deployed |
| Wave 3 & Remaining Locations | Weeks 11–16 | Full deployment complete |
| Post-Launch Optimization | Weeks 17–24 | ROI validation, process refinement |
Total Timeline: 16–24 weeks for a 15–50 location DSO, depending on geographic distribution and IT infrastructure variance.
2. Pre-Implementation Checklist (Weeks 1–2)
Technical Requirements
Hardware
☐ Inventory all workstations, servers, and network equipment at every location (manufacturer, model, age) ☐ Identify hardware requiring replacement (recommend: replace any equipment >5 years old before deployment) ☐ Confirm minimum workstation specs: 8GB RAM, SSD storage, Windows 10/11 Pro or macOS 12+ ☐ Document existing firewall/router models and firmware versions per location ☐ Inventory dental-specific hardware: imaging sensors, intraoral cameras, 3D scanners with network connectivity
Software
☐ Document Practice Management System (PMS) at each location: Dentrix, Eaglesoft, Open Dental, or other ☐ Record PMS version numbers—flag any locations running unsupported versions ⚠️ ☐ List imaging software: Dexis, Schick, Carestream, etc. ☐ Catalog third-party integrations: patient communication platforms, payment processors, analytics tools ☐ Identify any existing antivirus/endpoint protection solutions that must be removed
Network
☐ Test and document internet speed at each location (minimum: 100 Mbps download, 20 Mbps upload recommended) ☐ Map network topology: switches, access points, VLANs, VPN configurations ☐ Identify locations with existing managed network services that must be transitioned or terminated ☐ Confirm static IP availability or compatibility with dynamic DNS for remote monitoring ☐ Document any locations with multiple subnets or complex network segmentation
Estimated Time: 8–12 hours for IT team to complete inventory across all locations
Enterprise-Level Requirements
Network Standards Across Locations
☐ 🟣 Define minimum bandwidth requirements DSO-wide (recommend: 100/20 Mbps baseline, 250/50 for high-volume locations) ☐ 🟣 Establish standardized VLAN segmentation policy: separate clinical devices, workstations, guest WiFi ☐ Create standardized firewall rule templates for consistent security posture ☐ Define VPN architecture: site-to-site connectivity to central office, remote management access
Hosting Architecture Decision 🟣
| Option | Description | Recommended For |
|---|---|---|
| Centralized Hosting | All security monitoring, data backup, and management from a single cloud/data center | DSOs prioritizing visibility and control |
| Hybrid | Central management console with local servers for latency-sensitive functions | DSOs with locations in bandwidth-constrained areas |
| Location-Level | Distributed architecture with minimal central oversight | Not recommended for organizations >10 locations |
☐ 🟣 Executive decision required: Select hosting architecture before vendor kickoff
Identity & Access Management
☐ 🔵 Confirm Pact-One SSO compatibility (Azure AD, Okta, Google Workspace) ☐ Document current SSO implementation or lack thereof ☐ 🟣 Decide: Will Pact-One management portal integrate with existing SSO? ☐ Define role-based access control (RBAC) structure for Pact-One portal:
- Enterprise Admin (C-suite, VP Ops)
- Regional Manager (read + limited config)
- Location Manager (location-specific access only)
- Provider (no admin access, help desk only)
Centralized Credentialing
☐ Establish single point of contact for vendor credential management ☐ Create secure credential vault (recommend: 1Password Business, LastPass Enterprise, or Keeper) ☐ Document all legacy vendor credentials that will be transitioned to Pact-One management
Estimated Time: 4–6 hours executive planning + 2–3 hours IT configuration
Vendor Onboarding Steps
🔵 Pact-One Key Contacts to Establish
☐ Assigned Account Executive (commercial relationship, contract amendments) ☐ Implementation Project Manager (deployment timeline, escalations during rollout) ☐ Technical Account Manager (ongoing technical escalations post-deployment) ☐ Help Desk Access (support channels, ticket submission process, SLA expectations) ☐ HIPAA/Compliance Officer (BAA execution, audit support)
🔵 Vendor Kickoff
☐ Schedule vendor kickoff call within 3 business days of contract execution ☐ Provide vendor with location inventory spreadsheet ☐ Share existing network diagrams and IT documentation ☐ Confirm Pact-One project manager and timeline ☐ Establish shared project management platform (Teams channel, Slack, Asana, or Monday.com)
Estimated Time: 2 hours for kickoff meeting + 1 hour prep
Data/Access Prerequisites
System Access
☐ Gather local admin credentials for all workstations (or confirm domain admin access) ☐ Document server admin credentials per location ☐ Collect firewall/router admin credentials ☐ 🔵 Provide Pact-One with secure access to credential documentation
API & Integration Keys
☐ Identify PMS integration requirements (APIs, HL7 interfaces, database connections) ☐ Document any existing monitoring tools that will be deprecated (RMM agents, antivirus) ☐ Compile cloud service admin credentials: Microsoft 365, Google Workspace, AWS, etc.
Imaging & Clinical Systems
☐ Document imaging system server locations and access credentials ☐ Confirm DICOM compatibility for any network-connected imaging devices ☐ Identify imaging archive locations (local servers, cloud storage)
⚠️ Common Failure Point: Incomplete credential documentation causes deployment delays. Assign dedicated IT resource to credential collection.
Estimated Time: 6–10 hours for comprehensive credential/access documentation
Internal Stakeholder Alignment
Stakeholder Alignment Map
| Stakeholder | Role in Implementation | Communication Cadence | Required Action |
|---|---|---|---|
| Board/Investors | Awareness, ROI expectations | Monthly summary | 🟣 Approve budget, receive progress reports |
| CEO/CDO | Executive sponsor, final decisions | Weekly during rollout | 🟣 Sign off on go/no-go decisions, escalation point |
| VP of Operations | Day-to-day ownership, vendor relationship | Daily during active waves | Lead implementation, manage regional managers |
| CFO | Budget management, ROI tracking | Bi-weekly | Approve expenditures, track cost savings |
| Chief Dental Officer | Clinical workflow impact | Weekly during training | Validate clinical workflow changes, champion adoption |
| Regional Managers | Cascade communication, location coordination | Daily during their region's wave | Coordinate location readiness, manage local issues |
| Location Office Managers | Local logistics, staff coordination | Daily during location's go-live | Execute checklist, manage staff concerns |
| Providers | End users, potential resistors | Training sessions | Attend training, provide feedback |
| IT Director/Manager | Technical execution, vendor liaison | Daily throughout | Execute technical deployment, troubleshoot |
Approval Gates 🟣
☐ Budget Approval: CFO sign-off on total implementation cost + ongoing monthly spend ☐ Contract Approval: Legal review of Pact-One MSA and BAA ☐ Timeline Approval: CEO/VP Ops confirm wave schedule compatibility with operational calendar ☐ Go-Live Approval: Each wave requires explicit go/no-go from VP of Operations
Estimated Time: 4–6 hours stakeholder meetings, 2–3 hours documentation
Baseline Metrics Capture
Critical: Capture these metrics BEFORE deployment to enable ROI measurement.
IT Operations Metrics (Per Location & Aggregate)
| Metric | How to Measure | Capture Method |
|---|---|---|
| Average Monthly Downtime | Hours of unplanned system unavailability | Review past 6 months of IT tickets, staff interviews |
| Help Desk Ticket Volume | Monthly support requests | Export from current ticketing system or email records |
| Average Ticket Resolution Time | Hours from report to resolution | Current ticketing system data |
| Failed Backup Events | Monthly backup failures | Current backup solution logs |
| Security Incidents | Malware, phishing, unauthorized access attempts (last 12 months) | Review IT logs, interview IT staff |
Compliance Metrics
| Metric | How to Measure | Capture Method |
|---|---|---|
| HIPAA Risk Assessment Date | Date of last formal assessment | Compliance documentation |
| Known Compliance Gaps | Open items from last assessment | Compliance documentation |
| Staff Security Training Completion | % of staff with current training | Training records |
Financial Metrics
| Metric | How to Measure | Capture Method |
|---|---|---|
| Current IT Spend Per Location | Monthly cost including all vendors | Accounting records |
| Downtime Cost | Estimated revenue loss per hour of downtime | Finance team calculation |
| IT Staff Hours | Internal IT time spent on routine maintenance | Time tracking or estimates |
Standardized Measurement Across Locations
☐ Create centralized spreadsheet template for baseline metrics ☐ Assign Regional Managers to collect metrics from their locations ☐ Set deadline: All baseline data submitted to central team by end of Week 1 ☐ Normalize data: Adjust for location size (per-provider or per-operatory basis)
⚠️ Common Failure Point: Locations submit incomplete or inconsistent data. Provide explicit instructions and spot-check submissions.
Estimated Time: 4–6 hours per location for complete baseline capture; 8–10 hours for central aggregation
3. Location Readiness Assessment
Scoring Framework
Score each location across five factors using a 1–5 scale. Sum scores for composite readiness (max 25 points).
Factor 1: IT Infrastructure Maturity
| Score | Criteria |
|---|---|
| 5 | All hardware <3 years old, fiber internet (250+ Mbps), enterprise-grade networking, current PMS version |
| 4 | Hardware 3–4 years old, fast cable/fiber (100+ Mbps), business-class networking, PMS within 1 version of current |
| 3 | Mixed hardware ages, adequate internet (50+ Mbps), consumer-grade networking with some business equipment |
| 2 | Hardware 5+ years old, slow/unreliable internet (25–50 Mbps), consumer networking equipment, outdated PMS |
| 1 | Aging hardware, poor internet (<25 Mbps), significant technical debt, unsupported PMS version ⚠️ |
Factor 2: Staff Tenure & Adaptability
| Score | Criteria |
|---|---|
| 5 | Low turnover (<15%/year), team has successfully adopted new tech in past 12 months, high tech comfort |
| 4 | Moderate turnover (15–25%), some tech adoption history, generally positive about technology |
| 3 | Average turnover (25–35%), mixed tech adoption history, neutral toward technology |
| 2 | High turnover (35–50%), poor tech adoption history, some resistance to change |
| 1 | Very high turnover (>50%), no recent tech adoption, active resistance to change ⚠️ |
Factor 3: Patient Volume
| Score | Criteria |
|---|---|
| 5 | High volume (>1,500 patients/month), well-staffed, efficient operations |
| 4 | Above average volume (1,000–1,500), adequate staffing, good operational rhythm |
| 3 | Average volume (600–1,000), typical staffing |
| 2 | Lower volume (300–600), may have capacity for additional attention during rollout |
| 1 | Low volume (<300) or extremely high volume with thin staffing (risk of disruption) ⚠️ |
Note: For IT/cybersecurity, lower volume locations are actually easier to deploy (less risk of disruption). Score accordingly—2s and 3s may be ideal for Wave 1.
Factor 4: Existing Tech Stack Compatibility
| Score | Criteria |
|---|---|
| 5 | Dentrix/Eaglesoft/Open Dental current version, standard imaging system, no unusual integrations |
| 4 | Standard PMS (minor version behind), compatible imaging, 1–2 custom integrations |
| 3 | Standard PMS, some non-standard software requiring verification with Pact-One |
| 2 | Non-standard PMS or significantly outdated version, multiple custom integrations |
| 1 | Legacy or unsupported PMS, proprietary systems requiring custom integration work ⚠️ |
Factor 5: Local Champion Availability
| Score | Criteria |
|---|---|
| 5 | Tech-forward Office Manager or Provider actively interested in leading rollout, prior champion experience |
| 4 | Capable Office Manager willing to champion, no prior experience but strong leadership |
| 3 | Office Manager can dedicate time but not enthusiastic, will need extra support |
| 2 | No clear champion identified, Office Manager stretched thin |
| 1 | Office Manager position vacant, high leadership turnover, or active resistance to being champion ⚠️ |
Composite Scoring & Wave Assignment
Calculate Composite Scores
| Composite Score | Readiness Category | Recommended Wave |
|---|---|---|
| 21–25 | High Readiness | Wave 1 Pilot (if representative) or early Wave 2 |
| 16–20 | Moderate-High Readiness | Wave 2 |
| 11–15 | Moderate Readiness | Wave 3 |
| 6–10 | Low Readiness | Wave 3 (with additional preparation) |
| ≤5 | Not Ready | Defer until remediation complete ⚠️ |
Sample Scoring Worksheet
| Location | Infrastructure | Staff | Volume | Tech Stack | Champion | Composite | Recommended Wave |
|---|---|---|---|---|---|---|---|
| Clinic A | 5 | 4 | 3 | 5 | 4 | 21 | Wave 1 |
| Clinic B | 4 | 3 | 4 | 4 | 5 | 20 | Wave 1 |
| Clinic C | 3 | 4 | 4 | 4 | 3 | 18 | Wave 2 |
| Clinic D | 2 | 2 | 3 | 3 | 2 | 12 | Wave 3 |
Wave Selection Criteria
Wave 1 Pilot Locations (Select 2–3) ☐ Composite score ≥18 ☐ Geographic diversity (different regions if applicable) ☐ Represent portfolio variety (different practice sizes, PMS systems) ☐ Strong local champion identified by name ☐ Regional Manager available for increased support during pilot ☐ 🟣 Not a flagship or highest-revenue location (limit risk exposure)
Wave 2 Expansion (5–8 locations) ☐ Composite score ≥14 ☐ Lessons from Wave 1 can be applied ☐ Regional distribution balanced with support capacity
Wave 3 & Remaining ☐ All remaining locations ☐ Additional preparation time for locations scoring <11 ☐ Consider hardware/infrastructure upgrades before deployment for lowest-scoring locations
Estimated Time: 2–3 hours per location for assessment; 4–6 hours for central scoring and wave assignment
4. Rollout Strategy
Wave Structure Overview
Wave 1 (Pilot) Wave 2 (Expansion) Wave 3 (Full Deployment)
├─ 2–3 locations ├─ 5–8 locations ├─ Remaining locations
├─ Weeks 3–5 ├─ Weeks 7–10 ├─ Weeks 11–16
├─ High support ratio ├─ Refined playbook ├─ Scaled execution
└─ Prove the model └─ Validate at scale └─ Complete coverage
│ │ │
└──── Evaluation ────────┴─── Evaluation ─────────┘
Week 6 Week 11
Wave 1: Pilot Phase (Weeks 3–5)
Location Selection
☐ Select 2–3 locations using readiness scores and Wave 1 criteria ☐ Confirm local champion commitment (Office Manager or designated lead) ☐ 🟣 VP of Operations approves pilot location list ☐ Schedule vendor alignment call to confirm pilot scope
Timeline Detail
| Week | Activities |
|---|---|
| Week 3 | Hardware/network assessment on-site, agent deployment, initial configuration |
| Week 4 | Monitoring activation, endpoint protection deployed, staff training |
| Week 5 | Full production operation, daily check-ins, issue remediation |
Pilot Success Metrics
- 100% endpoint protection deployment
- Zero critical security vulnerabilities unaddressed
- Help desk response time within SLA
- <2 hours unplanned downtime
- Staff can submit tickets independently
- Local champion can escalate appropriately
Estimated Time per Pilot Location: 🔵 8–12 hours Pact-One on-site/remote; 6–8 hours internal staff time
Wave 2: Expansion Phase (Weeks 7–10)
Location Selection
☐ Review Wave 1 lessons learned ☐ Select 5–8 locations with composite scores ≥14 ☐ Balance geographic distribution with support capacity ☐ 🟣 Go/no-go decision from VP of Operations (see criteria below)
Timeline Detail
| Week | Activities |
|---|---|
| Week 7 | Batch 1 (2–3 locations): Assessment and agent deployment |
| Week 8 | Batch 1 production; Batch 2 (2–3 locations): Assessment and deployment |
| Week 9 | Batch 2 production; Batch 3 (remaining): Assessment and deployment |
| Week 10 | All Wave 2 locations in production, stabilization |
Wave 2 Adjustments from Pilot
☐ Update configuration templates based on pilot findings ☐ Refine training materials based on pilot feedback ☐ Adjust timeline estimates based on actual pilot duration ☐ Document any PMS-specific issues and resolutions
Estimated Time per Location: 🔵 6–8 hours Pact-One; 4–6 hours internal staff time (efficiency gains from pilot)
Wave 3: Full Deployment (Weeks 11–16)
Location Batching
☐ Group remaining locations into 2–3 week batches ☐ Prioritize by regional groupings for efficient support ☐ Schedule low-readiness locations with extra buffer time
Timeline Detail
- Weeks 11–12: First batch (5–10 locations depending on total)
- Weeks 13–14: Second batch
- Weeks 15–16: Final batch + stragglers
Acceleration Opportunities
☐ Parallel deployments in same region (shared travel, knowledge) ☐ Remote deployment for high-readiness locations (reduce on-site time) ☐ Champion-led deployments with vendor remote support
Estimated Time per Location: 🔵 4–6 hours Pact-One; 3–4 hours internal staff time (maximum efficiency)
Go/No-Go Criteria
Advancing from Wave 1 to Wave 2 🟣
Must Have (All Required)
- 100% pilot locations stable for ≥5 business days
- Zero unresolved critical issues
- Help desk SLAs met ≥90% of tickets
- Local champions report confidence score ≥7/10
- No HIPAA compliance gaps introduced
Should Have (≥3 of 5)
- Staff satisfaction survey ≥70% positive
- <10% of tickets are "how do I" questions (training effectiveness)
- Network performance maintained or improved
- Backup verification successful at all locations
- Vendor relationship rated positive by implementation lead
Advancing from Wave 2 to Wave 3 🟣
Must Have (All Required)
- ≥80% Wave 2 locations stable
- Scalable support model validated (not dependent on single person)
- Training materials proven effective without major revision
- Configuration templates require only minor location-specific adjustments
Rollback Plan
Rollback Triggers
- Critical system outage >4 hours unresolved
- HIPAA compliance breach or exposure
- ≥3 locations reporting critical issues simultaneously
- Vendor unable to meet SLA for >48 hours
Rollback Procedure
☐ 🟣 Decision Authority: VP of Operations (or CEO if unavailable)
Immediate Actions (Within 2 Hours)
- Notify all affected location champions
- 🔵 Engage Pact-One escalation contact
- Document current state and issues
- Activate backup/contingency IT support (internal or temporary vendor)
Rollback Execution
- Disable Pact-One monitoring agents (if causing issues)
- Restore previous firewall/network configurations from backup
- Re-enable legacy endpoint protection (if removed)
- Communicate timeline to all stakeholders
Post-Rollback
- Conduct root cause analysis with vendor
- Document lessons learned
- Create remediation plan with clear acceptance criteria
- 🟣 Re-evaluate vendor relationship if systemic issues
⚠️ Key Principle: Rollback should be location-specific. One failing location should not automatically halt other locations unless root cause is systemic.
5. Configuration & Integration (Weeks 2–3)
Practice Management System Integration
Dentrix Integration
☐ 🔵 Confirm Pact-One compatibility with Dentrix version in use ☐ Verify Dentrix server hardware meets requirements ☐ Document Dentrix database location (local server path) ☐ 🔵 Pact-One deploys monitoring agent on Dentrix server ☐ Configure backup schedule for Dentrix database ☐ Test backup restoration in isolated environment ⚠️ ☐ Verify Dentrix performance post-agent deployment (baseline comparison)
Estimated Time: 🔵 2–3 hours per location
Eaglesoft Integration
☐ 🔵 Confirm Pact-One compatibility with Eaglesoft version ☐ Document Eaglesoft server architecture (local vs. Patterson hosting) ☐ If Patterson-hosted: 🔵 Coordinate with Patterson for any required access ☐ 🔵 Deploy monitoring and backup agents ☐ Verify Eaglesoft database backup integrity ☐ Test database restoration procedure ⚠️
Estimated Time: 🔵 2–3 hours per location (Patterson-hosted may add 1–2 hours coordination)
Open Dental Integration
☐ Identify Open Dental server (often MySQL on Windows or Linux) ☐ 🔵 Deploy appropriate monitoring agent for server OS ☐ Configure MySQL backup schedule and retention ☐ Verify backup encryption and offsite replication ☐ Test restoration in sandbox environment ⚠️
Estimated Time: 🔵 2 hours per location
Imaging System Integration
Common Imaging Systems (Dexis, Schick, Carestream)
☐ Document imaging software version and server location ☐ Inventory imaging hardware (sensors, cameras) and network connectivity ☐ Map image storage architecture (local server, NAS, cloud) ☐ 🔵 Configure backup for image repository ☐ Verify backup includes all image data and patient associations ⚠️ ☐ Test image restoration and re-linking to PMS
Imaging Server Configuration
☐ 🔵 Deploy endpoint protection on imaging servers ☐ Configure network segmentation (imaging on separate VLAN recommended) ☐ Document DICOM ports if applicable ☐ Verify imaging workstation connectivity post-deployment
Estimated Time: 🔵 1–2 hours per location
Test Environment Setup
Centralized Test Environment (Recommended for DSOs)
☐ 🔵 Pact-One provisions sandbox environment mirroring production ☐ Configure representative PMS instance (most common version in portfolio) ☐ Deploy standard agent stack in test environment ☐ Document test credentials separately from production ☐ Establish process for testing configuration changes before production rollout
Validation Checklist (Per Location)
☐ Remote monitoring connection confirmed ☐ Endpoint protection deployed and reporting ☐ Backup job completed successfully ☐ Restore test completed from backup ☐ Help desk ticket submitted and resolved (test) ☐ Network performance baseline vs. post-deployment comparison ☐ PMS performance validation (login time, record load time) ☐ Imaging system performance validation
Estimated Time: 2–3 hours per location for full validation
Data Migration & Historical Data
For New Pact-One Deployments (No Prior Managed IT)
☐ Migrate any existing backup data to Pact-One storage (if applicable) ☐ Document historical IT ticket data for baseline comparison ☐ Archive any existing monitoring tool data before removal
For Vendor Transition (Replacing Existing Managed IT)
☐ Coordinate transition timeline with outgoing vendor ⚠️ ☐ Obtain all credentials currently held by outgoing vendor ☐ Request data export from outgoing vendor (backup archives, documentation) ☐ Plan overlap period (recommend 2 weeks) before terminating old vendor ☐ Verify all monitoring tools from old vendor removed post-transition
Estimated Time: Varies significantly; budget 4–8 hours for vendor transitions
Security & HIPAA Compliance Verification
Enterprise-Level HIPAA Checklist
☐ 🔵 Business Associate Agreement (BAA) executed with Pact-One ☐ Confirm BAA covers all locations and services ☐ Document Pact-One's HIPAA compliance certifications ☐ 🔵 Request Pact-One SOC 2 Type II report (if available) ☐ Review Pact-One incident response procedures ☐ Confirm Pact-One staff training on HIPAA requirements
Access Control Configuration
☐ Define RBAC roles in Pact-One portal (Enterprise Admin, Regional, Location) ☐ Document all admin accounts and role assignments ☐ Configure MFA for all administrative access ⚠️ ☐ Establish access review schedule (quarterly recommended) ☐ Document access provisioning/deprovisioning procedures
Data Governance
☐ 🟣 Confirm data residency requirements (US-based storage) ☐ Document data retention policies configured in Pact-One ☐ Verify encryption standards (at rest and in transit) ☐ Confirm audit logging enabled for all administrative actions ☐ Establish audit log review cadence
Per-Location Security Verification
☐ Vulnerability scan completed with no critical findings ☐ Endpoint protection deployed on 100% of workstations ☐ Firewall rules audited and documented ☐ WiFi security verified (WPA3 or WPA2-Enterprise) ☐ Physical security of server/network equipment confirmed
Estimated Time: 4–6 hours initial enterprise setup; 1–2 hours per location verification
Configuration Standards
Standardized Configuration Template (Centralize These Settings)
| Setting | Standard Value | Rationale |
|---|---|---|
| Backup Frequency | Every 2 hours during business hours; nightly full backup | Consistent RPO across portfolio |
| Backup Retention | 90 days local, 1 year offsite | HIPAA and operational requirements |
| Patch Management | Auto-deploy critical within 72 hours; all others weekly | Balance security with stability |
| Endpoint Protection | Real-time scanning, daily full scan at 2 AM | Consistent protection level |
| MFA Requirements | Required for all admin access, recommended for all users | Security baseline |
| Session Timeout | 15 minutes inactivity | HIPAA workstation security |
| Password Policy | 12+ characters, complexity required, 90-day rotation | Enterprise security standard |
Location-Specific Configuration (Allow Variation)
| Setting | Why It Varies | Who Decides |
|---|---|---|
| Business Hours | Different locations may have different schedules | Office Manager |
| Backup Window | Must align with location-specific closing time | IT + Office Manager |
| Local Admin Accounts | Staff-specific, tied to location personnel | Regional Manager |
| Network Configuration | ISP-dependent, physical layout-dependent | IT Team |
| Specialty Software | Ortho, oral surgery may have unique applications | IT + CDO |
6. Team Training Plan
Train-the-Trainer Model
Champion Selection Criteria
Each location requires one designated champion who will:
- Complete Pact-One certification training
- Train their local team
- Serve as first-line support for staff questions
- Escalate appropriately to central IT or vendor
Ideal Champion Profile
- Office Manager or Lead Provider
- Tenure ≥1 year at location
- Demonstrated tech comfort (comfortable with PMS, digital communication)
- Leadership credibility with local team
- Availability for 4–6 hours training + ongoing commitment
Champion Responsibilities
| Responsibility | Time Commitment |
|---|---|
| Complete certification training | 3–4 hours (one-time) |
| Train local team | 2–4 hours |
AI-generated implementation guide based on public vendor information. Verify specifics directly with Pact-One.