PatientDesk.ai
Step-by-step implementation guide — pre-implementation checklist, onboarding, staff training, go-live runbook, and ROI tracking.
PatientDesk.ai — Implementation Playbook (DSO)
PatientDesk.ai Implementation Playbook
AI Receptionist Deployment Guide for Dental Service Organizations
1. Executive Summary
What PatientDesk.ai Does
PatientDesk.ai is an AI-powered virtual receptionist platform that handles inbound and outbound patient communications—including phone calls, text messages, appointment scheduling, confirmations, and recall outreach—autonomously or with minimal human oversight. The platform integrates with practice management systems to access real-time scheduling availability, patient records, and treatment history, enabling it to conduct natural-language conversations that feel human while operating 24/7 without staffing constraints.
Why DSOs Benefit from AI Receptionists at Scale
AI receptionist technology delivers exponential returns for DSOs compared to single-location deployments:
Scale Advantages:
- A single AI platform replaces or augments 15–50+ front desk FTEs worth of phone capacity across your portfolio
- After-hours call handling (typically 30–40% of total call volume) becomes revenue-generating rather than lost opportunity
- Peak-hour overflow during lunch, morning rush, and Monday surges no longer requires overstaffing
Standardization Benefits:
- Every patient interaction follows your scripting, compliance requirements, and brand voice—no location-level variation
- Scheduling rules, cancellation policies, and recall protocols are enforced uniformly
- New location acquisitions can be onboarded to your communication standards within days, not months
Data Aggregation Power:
- Centralized visibility into call volumes, conversion rates, and patient communication patterns across all locations
- Identify underperforming locations or high-demand periods that require operational intervention
- Aggregate data enables ML model improvements that benefit all locations simultaneously
Expected Timeline: Decision to Full Deployment
| Phase | Timeline | Milestone |
|---|---|---|
| Contract to Kick-off | 1–2 weeks | SOW signed, project team assigned |
| Pre-Implementation & Pilot Prep | 2–3 weeks | Baseline metrics, Wave 1 locations selected |
| Wave 1 Pilot (2–3 locations) | 3–4 weeks | Full deployment, initial optimization |
| Wave 2 Expansion (5–8 locations) | 3–4 weeks | Refined playbook, scaled training |
| Wave 3+ Full Rollout | 4–8 weeks | Remaining locations, final optimization |
| Total: Decision to Full Deployment | 13–21 weeks | All locations live and optimized |
Timeline assumes 15–50 locations. Organizations with 50+ locations should plan for additional waves.
2. Pre-Implementation Checklist (Weeks 1–2)
Technical Requirements
Hardware Requirements
☐ Confirm each location has a dedicated workstation for monitoring AI interactions (can be existing front desk computer) ☐ Verify headset/speaker availability for call monitoring during training phase ☐ Assess phone system compatibility (VoIP preferred; legacy PBX may require adapters)
Software Requirements
☐ Practice Management System (PMS) version compatibility check:
- Dentrix G7.3 or higher
- Eaglesoft 21.0 or higher
- Open Dental 22.1 or higher
- Other PMS: confirm API availability with vendor ☐ Browser requirements: Chrome 90+, Edge 90+, or Firefox 88+ for dashboard access ☐ Operating system: Windows 10/11 or macOS 11+ for administrative interface
Network Requirements
☐ Minimum 25 Mbps download / 10 Mbps upload per location (50/20 recommended) ☐ Static IP or dynamic DNS for locations using on-premise phone systems ☐ Firewall rules: outbound HTTPS (443), WebSocket (443), SIP/RTP ports if applicable ☐ ⚠️ VPN configurations may cause latency issues—document any existing VPN usage
Integration Requirements
☐ 🔵 Confirm PatientDesk.ai supported integrations for your PMS version ☐ Identify phone system vendor and model at each location ☐ Document existing patient communication tools (Weave, Lighthouse 360, RevenueWell, etc.) that may need deactivation or integration
Vendor Onboarding Steps
| Step | Action | Owner | Timeline |
|---|---|---|---|
| 1 | 🔵 Execute BAA and MSA | Legal + Vendor | Day 1–3 |
| 2 | 🔵 Complete vendor security questionnaire | IT Security + Vendor | Day 1–5 |
| 3 | 🔵 Schedule kick-off call with implementation team | Project Lead + Vendor | Day 3–5 |
| 4 | 🔵 Obtain dedicated implementation manager contact | Project Lead | Day 5 |
| 5 | 🔵 Establish support escalation contacts and SLAs | IT + Vendor | Day 5–7 |
| 6 | 🔵 Access vendor training portal and documentation | Project Lead | Day 7 |
Key Contacts to Establish
☐ PatientDesk.ai Implementation Manager (primary contact for deployment) ☐ PatientDesk.ai Technical Integration Specialist (API/PMS issues) ☐ PatientDesk.ai Support Tier 2 escalation (post-go-live issues) ☐ PatientDesk.ai Customer Success Manager (ongoing optimization)
Data/Access Prerequisites
PMS Access Requirements
☐ API credentials or integration user account for each PMS instance ☐ Read access: patient demographics, appointment schedule, provider calendars ☐ Write access: appointment creation, modification, cancellation, notes ☐ ⚠️ Some PMS require vendor certification—confirm with PMS vendor before providing access
Phone System Access
☐ Admin credentials for phone system/VoIP platform ☐ Call forwarding/routing configuration access ☐ Call recording settings (for compliance and QA)
Administrative Access
☐ 🟣 Designate Super Admin users (recommend 2–3 central team members) ☐ Establish role-based access structure for regional managers and location champions ☐ SSO configuration details (if using Okta, Azure AD, or similar)
Enterprise-Level Requirements
Network Standards Across Locations
☐ Audit network performance at all locations against minimum requirements ☐ Identify locations requiring network upgrades before deployment ☐ 🟣 Approve budget for network remediation at underperforming locations
Hosting Architecture Decision
| Option | Pros | Cons | Recommendation |
|---|---|---|---|
| Centralized Hosting | Single configuration, easier updates, consolidated data | Single point of failure, may introduce latency for distant locations | ✅ Recommended for DSOs |
| Location-Level Hosting | Lower latency, location autonomy | Configuration drift, harder to maintain consistency | Not recommended |
☐ 🟣 Document hosting architecture decision
Single Sign-On (SSO)
☐ 🔵 Confirm PatientDesk.ai supports your identity provider (IdP) ☐ Configure SAML 2.0 or OIDC integration ☐ Test SSO with pilot users before broad rollout
Centralized Credentialing
☐ Create standardized user roles and permission sets ☐ Document provisioning workflow for new users ☐ Establish deprovisioning protocol for termed employees (critical for HIPAA)
Internal Stakeholder Alignment
Stakeholder Alignment Map
| Stakeholder | Role in Implementation | Communication Cadence | Key Concerns to Address |
|---|---|---|---|
| Board/Investors | Approve investment, expect ROI reporting | Monthly summary | ROI timeline, competitive differentiation, risk mitigation |
| C-Suite (CEO, COO, CDO) | 🟣 Executive sponsors, strategic decisions | Bi-weekly steering committee | Strategic alignment, cross-functional impact, resource allocation |
| VP of Operations | Primary project owner, operational decisions | Weekly project meetings | Operational efficiency, staff impact, standardization |
| Chief Dental Officer | Clinical workflow approval, provider adoption | Bi-weekly clinical review | Patient experience, clinical appropriateness, provider workflow |
| VP of IT | Technical integration, security approval | Weekly technical sync | Security, compliance, integration complexity, support burden |
| Regional Managers | Wave deployment coordination, local escalation | Weekly during active waves | Location readiness, staff concerns, timeline feasibility |
| Office Managers | Local implementation, staff coordination | Daily during go-live week | Training, workflow changes, patient reactions |
| Providers | Clinical adoption, patient communication | Initial briefing + ongoing updates | Patient experience, call quality, override capabilities |
Approval Checkpoints
☐ 🟣 Budget approval from CFO/Finance ☐ 🟣 Security approval from VP of IT/CISO ☐ 🟣 Clinical workflow approval from Chief Dental Officer ☐ 🟣 Legal approval of BAA and MSA ☐ 🟣 Board notification (if required by governance structure)
Baseline Metrics to Capture
⚠️ Critical: Capture These BEFORE Go-Live to Enable ROI Measurement
Standardize measurement methodology across all locations to enable cross-location comparison.
| Metric Category | Specific Metrics | Data Source | Collection Method |
|---|---|---|---|
| Call Volume | Total inbound calls/month, calls by hour, calls by day | Phone system reports | Export 90-day history |
| Call Handling | Answer rate (%), average hold time, abandonment rate, after-hours missed calls | Phone system/PMS | Export 90-day history |
| Scheduling Efficiency | Appointments booked via phone (%), appointment conversion rate (call → booking) | PMS + manual tracking | Sample 2-week period |
| Staff Utilization | FTE hours spent on phones, cost per call handled | Payroll + time tracking | Calculate from existing data |
| Patient Satisfaction | NPS or satisfaction scores (if tracked), complaints related to phone access | Patient surveys | Pull existing data |
| Revenue Impact | No-show rate, confirmation success rate, recall reactivation rate | PMS | Export 90-day history |
Standardization Requirements for DSO Measurement
☐ Create uniform metric definitions document distributed to all locations ☐ Establish date range for baseline (recommend: 90 days pre-implementation) ☐ Identify locations with incomplete data and establish manual tracking before go-live ☐ ⚠️ Verify phone system reporting is enabled and accurate at all locations ☐ Create centralized spreadsheet or dashboard for baseline data collection
3. Location Readiness Assessment
Scoring Framework
Rate each location 1–5 on the following factors, then calculate a composite readiness score.
Factor 1: IT Infrastructure Maturity (Weight: 25%)
| Score | Criteria |
|---|---|
| 5 | Fiber internet (100+ Mbps), modern VoIP system, hardware <3 years old, current PMS version |
| 4 | Cable internet (50+ Mbps), VoIP system, hardware <5 years old, supported PMS version |
| 3 | Cable internet (25+ Mbps), hybrid phone system, hardware 5–7 years old, slightly outdated PMS |
| 2 | DSL or inconsistent internet, legacy PBX requiring adapters, hardware >7 years old |
| 1 | Unreliable internet, legacy phone system incompatible without major upgrades, unsupported PMS version |
Factor 2: Staff Tenure and Adaptability (Weight: 20%)
| Score | Criteria |
|---|---|
| 5 | Low turnover (<15% annually), staff has adopted 2+ tech tools in past 2 years, positive attitudes toward change |
| 4 | Moderate turnover (15–25%), staff has adopted 1+ tech tool recently, generally receptive |
| 3 | Average turnover (25–35%), mixed tech adoption history, neutral attitudes |
| 2 | High turnover (35–50%), limited tech adoption success, some resistance to change |
| 1 | Very high turnover (>50%), failed tech implementations, active resistance culture |
Factor 3: Patient Volume (Weight: 20%)
| Score | Criteria |
|---|---|
| 5 | High volume (80+ calls/day): Maximum impact potential, sufficient data for optimization |
| 4 | Medium-high volume (60–79 calls/day): Strong impact potential |
| 3 | Medium volume (40–59 calls/day): Moderate impact, manageable risk |
| 2 | Low-medium volume (20–39 calls/day): Lower impact, good for learning |
| 1 | Low volume (<20 calls/day): Minimal impact, but low risk for testing |
Note: For Wave 1 pilots, medium volume (Score 3) may be preferable to reduce risk while still generating meaningful data.
Factor 4: Tech Stack Compatibility (Weight: 20%)
| Score | Criteria |
|---|---|
| 5 | PMS is top-tier integration (Dentrix, Eaglesoft, Open Dental current version), VoIP phone, no conflicting tools |
| 4 | PMS is supported integration, VoIP phone, 1 tool requiring coordination (e.g., existing patient communication tool) |
| 3 | PMS is supported but older version, mixed phone system, 2 tools requiring coordination |
| 2 | PMS integration requires custom work, legacy phone system needing adapters, multiple tool conflicts |
| 1 | PMS not currently supported, incompatible phone system, major tech stack conflicts |
Factor 5: Local Champion Availability (Weight: 15%)
| Score | Criteria |
|---|---|
| 5 | Tech-forward office manager AND provider champion identified, both eager to lead |
| 4 | Strong office manager champion OR enthusiastic provider champion |
| 3 | Office manager willing but not tech-savvy, or champion identified but limited availability |
| 2 | No clear champion, but no active detractors |
| 1 | No champion available, key staff resistant to technology changes |
Composite Readiness Score Calculation
Formula: (Infrastructure × 0.25) + (Staff × 0.20) + (Volume × 0.20) + (Tech Stack × 0.20) + (Champion × 0.15) = Composite Score
Readiness Categories
| Composite Score | Readiness Level | Rollout Recommendation |
|---|---|---|
| 4.0–5.0 | High Readiness | Wave 1 candidate (if diverse representation) |
| 3.0–3.9 | Medium Readiness | Wave 2 candidate |
| 2.0–2.9 | Low Readiness | Wave 3, with remediation plan |
| 1.0–1.9 | Not Ready | Defer until infrastructure/staffing improvements complete |
Sample Location Readiness Scorecard
| Location | Infrastructure (25%) | Staff (20%) | Volume (20%) | Tech Stack (20%) | Champion (15%) | Composite | Wave |
|---|---|---|---|---|---|---|---|
| Downtown Main | 5 | 4 | 5 | 4 | 5 | 4.55 | Wave 1 |
| Suburban Plaza | 4 | 4 | 3 | 5 | 4 | 3.95 | Wave 1 |
| Westside Family | 3 | 3 | 4 | 4 | 3 | 3.40 | Wave 2 |
| Eastside Dental | 4 | 2 | 3 | 4 | 2 | 3.10 | Wave 2 |
| North County | 2 | 3 | 2 | 3 | 2 | 2.45 | Wave 3 |
Rollout Sequence Recommendation
Based on readiness scores, structure your waves as follows:
Wave 1 Selection Criteria (2–3 locations)
- Composite score ≥ 4.0
- Geographic/demographic diversity (at least one urban, one suburban if applicable)
- Different PMS instances represented (to validate integration across variations)
- Strong local champions who can provide detailed feedback
- ⚠️ Avoid selecting ALL highest-performing locations—you need learnings applicable to average locations
Wave 2 Selection Criteria (5–8 locations)
- Composite score 3.0–3.9
- Include at least one location with each "challenge factor" identified in Wave 1
- Prioritize locations with remediable issues addressed between waves
Wave 3+ Selection Criteria (remaining locations)
- All locations scoring 2.0–2.9 (with remediation plans executed)
- Recently acquired locations with completed system standardization
- Locations initially deferred due to specific blockers now resolved
4. Rollout Strategy
Wave Structure Overview
| Wave | Locations | Timeline | Purpose |
|---|---|---|---|
| Wave 1 (Pilot) | 2–3 | Weeks 4–7 | Validate integration, refine training, identify edge cases |
| Buffer Period | — | Week 8 | Analyze results, update playbook, address issues |
| Wave 2 (Expansion) | 5–8 | Weeks 9–12 | Scale proven approach, stress-test support model |
| Buffer Period | — | Week 13 | Final optimization, prepare for full deployment |
| Wave 3+ (Full Rollout) | Remaining | Weeks 14–21 | Accelerated deployment using refined playbook |
Wave 1 Pilot Location Selection
Selection Criteria Matrix
| Criterion | Weight | Evaluation |
|---|---|---|
| High readiness score (≥4.0) | 30% | Minimizes implementation friction |
| Manageable call volume (40–70 calls/day) | 20% | Enough data without overwhelming first deployment |
| Representative characteristics | 20% | Mix of specialties, demographics, phone systems |
| Strong local champion | 20% | Ensures quality feedback and local ownership |
| Geographic proximity to central team | 10% | Enables on-site support if needed |
Recommended Wave 1 Configuration
- Location A: High-readiness urban location with highest volume (stress test)
- Location B: Medium-high readiness suburban location (typical portfolio representative)
- Location C (optional): Location with one "manageable challenge" (e.g., older PMS version) to validate edge case handling
Timeline Per Wave
Wave 1 Detailed Timeline (Weeks 4–7)
| Week | Phase | Key Activities |
|---|---|---|
| Week 4 | Configuration | 🔵 Complete PMS integration, configure phone routing, customize scripts |
| Week 5 | Training | Train champions, train all Wave 1 staff, conduct mock go-lives |
| Week 6 | Go-Live | Launch AI receptionist, daily monitoring, rapid issue resolution |
| Week 7 | Stabilization | Optimize based on data, document learnings, prepare Wave 2 materials |
Wave 2+ Timeline (3–4 weeks per wave)
| Week | Phase | Key Activities |
|---|---|---|
| Week 1 | Configuration | Apply standardized configuration, location-specific customizations |
| Week 2 | Training | Champion training (condensed), staff training |
| Week 3 | Go-Live | Staggered launches (2–3 locations per day), intensive monitoring |
| Week 4 | Stabilization | Optimization, address outliers, prepare next wave |
Go/No-Go Criteria
Criteria to Advance from Wave 1 to Wave 2
🟣 Executive Decision Required: All criteria must be met or formally waived.
| Category | Go Criteria | No-Go Triggers |
|---|---|---|
| Technical Stability | <2% call failures, no critical integration bugs, <5 second response latency | >5% call failures, critical bugs unresolved, unacceptable latency |
| Staff Adoption | 80%+ staff trained and using system, champion engagement strong | <60% adoption, champion disengaged, widespread resistance |
| Patient Experience | No significant patient complaints, call quality scores ≥4/5 | Multiple patient complaints, quality scores <3/5 |
| Operational Impact | Positive or neutral impact on scheduling efficiency, no workflow disruptions | Measurable decline in scheduling, major workflow breakdowns |
| Support Readiness | Issue resolution <4 hours for P1, <24 hours for P2 | Issue backlog growing, response times unacceptable |
Go/No-Go Review Meeting
- Timing: End of Week 7 (Wave 1) or final week of each subsequent wave
- Attendees: VP Operations, VP IT, Implementation PM, Vendor Success Manager
- Decision Authority: 🟣 VP Operations with input from above stakeholders
- Documentation: Formal go/no-go decision memo with criteria assessment
Rollback Plan
Rollback Triggers
- Critical system failure affecting patient access
- Data integrity issues (scheduling conflicts, patient record errors)
- Compliance/security incident
- 🟣 Executive decision based on aggregate risk assessment
Rollback Procedure
| Step | Action | Owner | Timeline |
|---|---|---|---|
| 1 | Initiate rollback via central IT | IT Lead | Immediate |
| 2 | Revert phone routing to direct-to-location | IT + Phone Vendor | <30 minutes |
| 3 | Disable AI receptionist for affected locations | IT | <30 minutes |
| 4 | Notify location champions and office managers | Regional Manager | <1 hour |
| 5 | Activate backup staffing plan (if needed) | Office Manager | Same day |
| 6 | 🔵 Conduct root cause analysis with vendor | IT + Vendor | Within 48 hours |
| 7 | 🟣 Review and approve remediation plan | VP Operations | Within 1 week |
| 8 | Schedule re-deployment after remediation | Project Team | Per remediation plan |
Rollback Scope Options
- Single Location: Isolate one location without affecting others
- Wave Rollback: Revert entire wave while maintaining previous waves
- Full Rollback: Complete system deactivation (nuclear option—rarely needed)
5. Configuration & Integration (Weeks 2–3)
PMS Integration: Step-by-Step
Dentrix Integration
| Step | Action | Owner | Est. Time |
|---|---|---|---|
| 1 | 🔵 Request PatientDesk.ai Dentrix integration package | Vendor | Day 1 |
| 2 | Verify Dentrix version (G7.3+) and patch level | Local IT/Office Manager | 30 min |
| 3 | Create dedicated integration user in Dentrix with appropriate permissions | Office Manager | 15 min |
| 4 | ⚠️ Configure Dentrix API settings (may require Henry Schein support) | IT + Henry Schein | 1–2 hours |
| 5 | 🔵 Provide API credentials to PatientDesk.ai | IT | 15 min |
| 6 | 🔵 PatientDesk.ai configures connection and runs test queries | Vendor | 1–2 hours |
| 7 | Validate data sync: test patient lookup, schedule visibility, appointment creation | IT + Vendor | 1 hour |
| 8 | ⚠️ Test two-way sync: create test appointment in PatientDesk.ai, verify in Dentrix | IT | 30 min |
| 9 | Document integration settings for replication across locations | IT | 30 min |
Eaglesoft Integration
| Step | Action | Owner | Est. Time |
|---|---|---|---|
| 1 | 🔵 Request PatientDesk.ai Eaglesoft integration package | Vendor | Day 1 |
| 2 | Verify Eaglesoft version (21.0+) | Local IT/Office Manager | 30 min |
| 3 | Enable Eaglesoft API access (Patterson support may be required) | IT + Patterson | 1–2 hours |
| 4 | Create integration user with scheduling and patient record access | Office Manager | 15 min |
| 5 | 🔵 Configure connection in PatientDesk.ai admin panel | Vendor | 1 hour |
| 6 | Test patient search, calendar access, and appointment booking | IT + Vendor | 1 hour |
| 7 | ⚠️ Verify Eaglesoft's sync frequency (some versions have delayed sync) | IT | 30 min |
| 8 | Document any Eaglesoft-specific workarounds | IT | 30 min |
Open Dental Integration
| Step | Action | Owner | Est. Time |
|---|---|---|---|
| 1 | 🔵 Request PatientDesk.ai Open Dental API integration | Vendor | Day 1 |
| 2 | Verify Open Dental version (22.1+) and API module is enabled | IT | 30 min |
| 3 | Generate API key in Open Dental (Setup > Advanced Setup > API) | Office Manager/IT | 15 min |
| 4 | 🔵 Provide API key and Open Dental server URL to PatientDesk.ai | IT | 15 min |
| 5 | 🔵 Vendor configures connection and tests endpoints | Vendor | 1–2 hours |
| 6 | Validate: patient search, appointment creation, schedule blocking | IT + Vendor | 1 hour |
| 7 | Test operatory mapping and provider calendar accuracy | IT | 30 min |
Phone System Integration
VoIP System Configuration (RingCentral, 8x8, Vonage, etc.)
| Step | Action | Owner | Est. Time |
|---|---|---|---|
| 1 | Obtain admin credentials for phone system | IT | — |
| 2 | 🔵 Provide SIP trunk details or API credentials to PatientDesk.ai | IT + Vendor | 30 min |
| 3 | Configure call routing rules: which calls route to AI vs. direct to staff | IT + Office Manager | 1–2 hours |
| 4 | Set up fallback routing: AI unavailable → route to front desk | IT | 30 min |
| 5 | Configure call recording settings (ensure compliance with state laws) | IT + Legal | 30 min |
| 6 | ⚠️ Test routing with live calls in off-hours before go-live | IT | 1 hour |
| 7 | Document emergency bypass procedure (how to disable AI routing instantly) | IT | 30 min |
Legacy PBX Requirements
☐ 🔵 Confirm PatientDesk.ai compatibility with specific PBX model ☐ Procure necessary adapters or SIP gateways ☐ Schedule PBX vendor for configuration assistance ☐ ⚠️ Budget additional 2–3 days for legacy system integration
Test Environment Setup
Centralized Test Environment (Recommended for DSO)
| Step | Action | Owner | Est. Time |
|---|---|---|---|
| 1 | 🔵 Request sandbox/test environment from PatientDesk.ai | Vendor | Day 1 |
| 2 | Connect test environment to PMS test/training database (if available) | IT | 2–4 hours |
| 3 | Configure test phone number for routing to sandbox | IT | 30 min |
| 4 | Create test patient profiles and appointments | Project Team | 1 hour |
| 5 | Conduct end-to-end test scenarios (list below) | QA Team | 4–8 hours |
| 6 | Document issues and create fix tickets | QA Team | 2 hours |
| 7 | 🔵 Vendor addresses issues, retest | Vendor + QA | Variable |
| 8 | Sign off on test environment readiness | IT + Project Lead | — |
Validation Checklist
☐ Patient lookup by name, DOB, phone number returns correct records ☐ Available appointment slots match PMS calendar ☐ New appointment creation reflects in PMS within 5 minutes ☐ Appointment modification updates PMS correctly ☐ Appointment cancellation processes correctly and opens slot ☐ Call routing to AI functions correctly ☐ Fallback to human answers when AI cannot help ☐ Call recording captures complete conversation ☐ ⚠️ After-hours handling routes correctly ☐ Spanish language handling (if configured) functions correctly ☐ Emergency keywords (pain, swelling, bleeding) trigger appropriate response
Data Migration / Historical Ingestion
Patient Communication History (If Applicable)
| Step | Action | Owner | Est. Time |
|---|---|---|---|
| 1 | Identify historical data to import (past call logs, text history, recall lists) | Project Team | 2 hours |
| 2 | 🔵 Confirm PatientDesk.ai data import capabilities and formats | Vendor | — |
| 3 | Export data from legacy systems in required format | IT | 2–4 hours |
| 4 | ⚠️ Scrub data for PHI compliance before transfer | IT + Compliance | 2–4 hours |
| 5 | 🔵 Import data to PatientDesk.ai | Vendor | 2–4 hours |
| 6 | Validate imported data accuracy (spot check 5% of records) | QA Team | 2–4 hours |
Security and HIPAA Compliance
Enterprise-Level HIPAA Checklist
| Requirement | Verification Step | Owner | Status |
|---|---|---|---|
| Business Associate Agreement | 🔵 Executed BAA on file | Legal | ☐ |
| Data Encryption - Transit | 🔵 Confirm TLS 1.2+ for all data transmission | IT Security | ☐ |
| Data Encryption - Rest | 🔵 Confirm AES-256 encryption for stored data | IT Security | ☐ |
| Access Controls | Role-based access configured, least privilege enforced | IT | ☐ |
| Audit Logging | 🔵 Confirm all access is logged and retrievable | IT Security + Vendor | ☐ |
| Data Retention | Retention policy aligns with organizational requirements | Compliance | ☐ |
| Breach Notification | 🔵 Breach notification procedures documented in BAA | Legal + Vendor | ☐ |
| Subcontractors | 🔵 Vendor's subcontractors identified and covered by BAAs | Legal + Vendor | ☐ |
| Physical Security | 🔵 Vendor data center certifications (SOC 2, HITRUST) obtained | IT Security | ☐ |
| Employee Training | 🔵 Vendor HIPAA training documentation obtained | Compliance | ☐ |
Data Governance
☐ Document what PHI flows to PatientDesk.ai (patient names, DOB, phone, appointment details) ☐ 🟣 Approve data flow with Chief Compliance Officer or equivalent ☐ Establish data retention policy for call recordings (typically 6 years for HIPAA) ☐ Configure automatic data deletion per retention policy ☐ Document patient consent process for AI-handled communications (check state requirements)
Standardized vs. Location-Specific Configuration
Standardized Configuration Template
Apply these settings identically across ALL locations:
| Setting Category | Standardized Setting | Rationale |
|---|---|---|
| Greeting Script | "Thank you for calling [Practice Name], a [DSO Name] practice. How may I help you today?" | Brand consistency |
| Appointment Types | Standard list: New Patient, Recall/Cleaning, Emergency, Consultation, Follow-up | Data aggregation |
| Business Hours Logic | AI identifies after-hours based on PMS schedule | Accuracy |
| Emergency Keywords | Pain, swelling, bleeding, trauma, broken tooth, knocked out | Patient safety |
AI-generated implementation guide based on public vendor information. Verify specifics directly with PatientDesk.ai.