Perceptive
Step-by-step implementation guide — pre-implementation checklist, onboarding, staff training, go-live runbook, and ROI tracking.
Perceptive — Implementation Playbook (DSO)
Perceptive Robotics & Surgical AI Implementation Playbook
For Dental Support Organizations (DSOs)
1. Executive Summary
What Perceptive Does
Perceptive is a robotics and surgical AI platform that provides autonomous and semi-autonomous guidance for dental surgical procedures, combining real-time imaging analysis, haptic feedback systems, and precision robotics to enhance implant placement accuracy, reduce surgical complications, and standardize clinical outcomes across providers of varying experience levels.
Why DSOs Specifically Benefit
Scale Advantages: Robotics and surgical AI represent one of the highest-leverage investments a DSO can make. Unlike single-practice implementations where capital expenditure can be challenging to justify, DSOs can amortize hardware costs across locations, negotiate enterprise licensing, and create centers of excellence that serve multiple markets.
Standardization: The most compelling DSO advantage is outcome standardization. Perceptive's guided surgery protocols reduce provider-to-provider variability, meaning a patient in Phoenix receives the same precision of care as one in Philadelphia. This consistency directly impacts clinical quality metrics, malpractice exposure, and brand reputation.
Data Aggregation: At 15–50 locations, your surgical outcome data becomes statistically significant. Perceptive's analytics layer transforms this into actionable intelligence—identifying which case types benefit most from robotic assistance, which providers need additional training, and where your surgical protocols can be refined system-wide.
Expected Timeline
| Phase | Duration | Description |
|---|---|---|
| Decision to Contract | 4–6 weeks | Negotiations, BAA, enterprise licensing |
| Pre-Implementation | 2–3 weeks | Infrastructure assessment, baseline capture |
| Wave 1 Pilot | 6–8 weeks | 2–3 locations, full validation |
| Wave 2 Expansion | 6–8 weeks | 5–8 locations |
| Wave 3+ Full Deployment | 8–12 weeks | Remaining locations |
| Total Timeline | 6–9 months | Decision to full deployment |
2. Pre-Implementation Checklist (Weeks 1–2)
Technical Requirements
Hardware
☐ Robotic Unit Specifications: Confirm electrical requirements (dedicated 20A circuit per operatory), floor load capacity (minimum 500 lbs point load), and operatory dimensions (minimum 10x12 ft for full robotic arm range of motion) ⚠️ Common failure point: older buildings with insufficient electrical capacity
☐ Workstation Requirements: Intel i7/AMD Ryzen 7 or higher, 32GB RAM minimum, NVIDIA RTX 3060 or higher for real-time rendering, dual monitor setup recommended
☐ Imaging Hardware Compatibility: Verify CBCT scanner model compatibility (see Perceptive's certified device list). Confirm DICOM export capability with 0.2mm voxel resolution or better
☐ Network Infrastructure: Minimum 100Mbps symmetric connection per location for cloud sync; 1Gbps internal network recommended for DICOM transfers
Software
☐ Operating System: Windows 11 Pro (required for security compliance and driver support)
☐ Practice Management System: Confirm version meets minimum requirements (see Integration section)
☐ Imaging Software: Verify DICOM 3.0 compliance and export/import functionality
Network
☐ Firewall Configuration: Document ports requiring access (typically 443, 8443 for Perceptive services)
☐ VPN/Private Network: If using centralized hosting, confirm site-to-site VPN capacity
☐ Backup Connectivity: Recommend LTE/5G failover for surgical continuity
Vendor Onboarding Steps
🔵 ☐ Execute Enterprise Agreement: Confirm per-location vs. enterprise-wide licensing structure (Time: 1–2 weeks)
🔵 ☐ Assign Enterprise Account Manager: Request single point of contact for DSO-wide coordination
🔵 ☐ Establish Implementation Team Contacts:
- Technical Implementation Lead (hardware/software)
- Clinical Training Specialist (surgeon protocols)
- Customer Success Manager (ongoing optimization)
- Enterprise Support Tier 2 escalation contact
🔵 ☐ Schedule Kickoff Call: Include VP Operations, CDO, IT Director, and vendor implementation team (Time: 1 hour)
🔵 ☐ Confirm SLA Terms: Verify response time guarantees (recommend: 15-minute response for surgical-day issues)
Data/Access Prerequisites
☐ Centralized Admin Console Access: Request enterprise admin credentials with role-based access provisioning
☐ API Keys: Obtain keys for PMS integration, imaging system integration, and reporting dashboard
☐ Imaging Archive Access: Ensure IT can provide read access to CBCT archives for historical case review and AI training
☐ SSO Configuration: Coordinate with identity provider (Azure AD, Okta, etc.) for SAML/OAuth setup
☐ Test Patient Records: Create 3–5 synthetic patient records per location for training and testing
Internal Stakeholder Alignment
Stakeholder Alignment Map
| Stakeholder Level | Role | Their Concern | Engagement Required | Timing |
|---|---|---|---|---|
| 🟣 Board/Investors | Governance | ROI, competitive differentiation, risk | Quarterly briefing, initial approval | Pre-contract |
| 🟣 C-Suite (CEO, CFO) | Strategic | Capital allocation, timeline, liability | Monthly updates, budget approval | Pre-contract |
| 🟣 Chief Dental Officer | Clinical | Quality, safety, provider adoption | Weekly during rollout, protocol approval | Throughout |
| VP Operations | Operational | Timeline, resource allocation, disruption | Daily during rollout | Throughout |
| IT Director | Technical | Infrastructure, security, maintenance | Weekly, all technical decisions | Throughout |
| Regional Managers | Regional | Location readiness, staff capacity | Bi-weekly, location selection input | Weeks 1–2 |
| Location Office Managers | Local | Daily operations, scheduling impact | Training, go-live preparation | Weeks 3+ |
| Providers (Surgeons) | Clinical | Workflow change, learning curve, autonomy | Training, pilot participation | Weeks 3+ |
Approval Requirements
🟣 ☐ Capital Expenditure Approval: Board/CFO sign-off on hardware investment ($XX,XXX per location)
🟣 ☐ Clinical Protocol Approval: CDO approval of modified surgical workflows
🟣 ☐ Security/Compliance Approval: IT Director and Compliance Officer sign-off on BAA and data governance
🟣 ☐ Pilot Location Selection: Regional Manager input, VP Operations final decision
Baseline Metrics to Capture
⚠️ Critical: Capture these BEFORE any go-live activity. ROI measurement depends entirely on accurate baselines.
Standardized Measurement Protocol
To enable cross-location comparison, mandate the following measurement methodology:
| Metric Category | Specific Metric | Measurement Method | Capture Frequency | Owner |
|---|---|---|---|---|
| Surgical Outcomes | Implant placement accuracy (deviation from plan) | Post-op CBCT comparison | Every case | CDO office |
| Surgical complication rate | Clinical record review | Monthly aggregate | CDO office | |
| Revision/reoperation rate | PMS procedure codes | Monthly aggregate | CDO office | |
| Operational Efficiency | Average surgical time per implant | PMS appointment duration | Every case | Office Manager |
| Same-day case completion rate | PMS same-day status | Weekly aggregate | Office Manager | |
| Chair time utilization (surgical operatories) | PMS scheduling analysis | Weekly aggregate | Regional Manager | |
| Financial Performance | Revenue per surgical case | PMS/billing system | Monthly aggregate | Finance |
| Case acceptance rate (presented vs. scheduled) | PMS treatment planning module | Monthly aggregate | Office Manager | |
| Surgical case volume per provider | PMS provider reports | Monthly aggregate | CDO office | |
| Provider Experience | Provider satisfaction with surgical workflow | Standardized survey (1–10) | Quarterly | HR/CDO |
| Time from diagnosis to surgical scheduling | PMS date comparison | Every case | Office Manager |
☐ Create Standardized Reporting Template: Finance and CDO office to create shared template for baseline capture
☐ Distribute to All Locations: 3 months of historical data capture minimum
☐ Validate Data Quality: Central team spot-check 10% of submitted data for accuracy
☐ Aggregate Baseline Report: Complete system-wide baseline document before pilot
Enterprise-Level Requirements
Network Standards Across Locations
☐ Document Current Network Topology: Site-to-site connectivity, bandwidth by location
☐ Identify Bandwidth Upgrade Needs: Flag locations below 100Mbps threshold
☐ Standardize Firewall Rules: Create template configuration for Perceptive traffic
☐ VPN Template: If using hub-and-spoke model for centralized data, configure site-to-site VPN
Hosting Model Decision
🟣 Decision Required: Centralized vs. Location-Level Hosting
| Factor | Centralized Hosting | Location-Level Hosting |
|---|---|---|
| Best For | Strong WAN, standardization priority | Unreliable connectivity, autonomy priority |
| CBCT Data | Synced to central repository | Stored locally, metadata synced |
| Failover | Dependent on WAN | Local operations continue offline |
| Management | Simplified central administration | Per-location maintenance required |
| Recommendation | Preferred for DSOs with consistent infrastructure | Consider for rural/remote locations |
SSO Integration
🔵 ☐ Provide Identity Provider Details: Azure AD, Okta, Google Workspace, etc.
☐ Map User Roles: Define RBAC matrix (Admin, Provider, Clinical Staff, View-Only)
☐ Test SSO in Staging: Validate login flow before production deployment
Centralized Credentialing
☐ Define Credentialing Workflow: Which providers can use robotic guidance?
🟣 ☐ CDO Approval: Establish minimum training requirements for robotic privileges
☐ Create Credentialing Checklist: Training completion, proctored case requirements, competency assessment
☐ Integrate with HR System: Ensure credentialing status syncs to Perceptive user permissions
3. Location Readiness Assessment
Scoring Framework
Score each factor 1–5 using the following rubrics:
Factor 1: IT Infrastructure Maturity
| Score | Criteria |
|---|---|
| 5 | Gigabit network, hardware <2 years old, latest PMS version, dedicated IT support |
| 4 | 500Mbps+ network, hardware <3 years old, PMS within 1 version of current |
| 3 | 100Mbps network, hardware <5 years old, supported PMS version |
| 2 | 50–100Mbps network, hardware 5–7 years old, PMS version requires upgrade |
| 1 | <50Mbps network, hardware >7 years old, legacy PMS requiring migration |
Factor 2: Staff Tenure and Adaptability
| Score | Criteria |
|---|---|
| 5 | <10% annual turnover, prior successful tech implementations, documented tech enthusiasm |
| 4 | 10–15% turnover, some tech implementation experience, generally positive attitude |
| 3 | 15–25% turnover, mixed tech implementation history, neutral attitude |
| 2 | 25–35% turnover, past tech implementation struggles, some resistance noted |
| 1 | >35% turnover, failed implementations, active resistance to change |
Factor 3: Patient Volume
| Score | Criteria | Risk/Impact Note |
|---|---|---|
| 5 | High volume (>500 surgical cases/year) | Highest impact, highest risk—recommend for Wave 2 |
| 4 | Above average (300–500 cases/year) | Strong impact, manageable risk—good pilot candidate |
| 3 | Average (150–300 cases/year) | Moderate impact, moderate risk—ideal pilot if other factors strong |
| 2 | Below average (50–150 cases/year) | Lower impact, lower risk—may not justify early investment |
| 1 | Low volume (<50 cases/year) | Minimal impact—consider excluding from initial rollout |
Factor 4: Existing Tech Stack Compatibility
| Score | Criteria |
|---|---|
| 5 | Dentrix Enterprise/Eaglesoft on certified version, Planmeca/Carestream CBCT, existing integrations stable |
| 4 | Compatible PMS version, compatible CBCT, minor configuration needed |
| 3 | PMS compatible with upgrade, CBCT compatible, some integration work required |
| 2 | PMS requires significant upgrade, CBCT may need firmware update, substantial integration work |
| 1 | Incompatible PMS requiring migration, incompatible CBCT, major infrastructure project required |
Factor 5: Local Champion Availability
| Score | Criteria |
|---|---|
| 5 | Surgeon with robotics interest + tech-savvy office manager, both committed to champion role |
| 4 | Either surgeon or manager champion available, other role supportive |
| 3 | Potential champion identified but not yet committed, requires cultivation |
| 2 | No clear champion, but no active resistance from leadership |
| 1 | No champion, passive or active resistance from local leadership |
Composite Scoring Calculation
Weighted Formula:
Composite Score = (IT × 1.0) + (Staff × 1.2) + (Volume × 0.8) + (Tech Stack × 1.0) + (Champion × 1.5)
Weighting rationale: Champion availability is most predictive of success (1.5x), followed by staff adaptability (1.2x). Volume weighted lower (0.8x) because high volume increases both impact AND risk.
Maximum Possible Score: 27.5
Readiness Tiers
| Tier | Score Range | Recommendation |
|---|---|---|
| Tier A | 22–27.5 | Wave 1 pilot candidate |
| Tier B | 16–21.9 | Wave 2 candidate |
| Tier C | 10–15.9 | Wave 3, may require remediation first |
| Tier D | <10 | Defer until infrastructure/personnel upgrades complete |
Sample Readiness Assessment Matrix
| Location | IT (×1.0) | Staff (×1.2) | Volume (×0.8) | Tech Stack (×1.0) | Champion (×1.5) | Composite | Tier |
|---|---|---|---|---|---|---|---|
| Phoenix Central | 4 (4.0) | 4 (4.8) | 3 (2.4) | 5 (5.0) | 5 (7.5) | 23.7 | A |
| Denver South | 5 (5.0) | 3 (3.6) | 4 (3.2) | 4 (4.0) | 4 (6.0) | 21.8 | B |
| Dallas Metro | 3 (3.0) | 4 (4.8) | 5 (4.0) | 4 (4.0) | 3 (4.5) | 20.3 | B |
| Rural Montana | 2 (2.0) | 3 (3.6) | 2 (1.6) | 2 (2.0) | 2 (3.0) | 12.2 | C |
Recommended Rollout Sequence
Based on scoring:
- Wave 1: Top 2–3 Tier A locations with geographic diversity (validates across different markets)
- Wave 2: Tier B locations, prioritizing those with specific strategic value (e.g., flagship location, competitive market)
- Wave 3: Remaining Tier B + remediated Tier C locations
- Deferred: Tier D locations—create remediation plan with timeline
4. Rollout Strategy
Wave Structure Recommendation
Recommended Structure
- Wave 1: 2–3 pilot locations (8 weeks)
- Wave 2: 5–8 locations (8 weeks)
- Wave 3+: Remaining locations in cohorts of 8–10 (6 weeks each, accelerating as competency builds)
- Buffer Between Waves: 2 weeks minimum for learning capture and process refinement
Wave 1 Pilot Location Selection Criteria
Select locations that are:
☐ High Readiness (Tier A composite score >22)
☐ Manageable Risk: Not your highest-volume or highest-revenue location (avoid disrupting your best performers during learning curve)
☐ Representative: Include at least one location that represents your typical location profile (not just your best-resourced flagship)
☐ Geographically Accessible: Implementation team and vendor support can visit easily during pilot
☐ Champion Committed: Confirmed surgeon champion who will participate in feedback loops and training development
🟣 ☐ VP Operations Final Approval: Document rationale for pilot selection
Timeline Per Wave
Wave 1: Pilot Phase (8 Weeks)
| Week | Activities | Deliverables |
|---|---|---|
| 1 | Hardware installation, network configuration | Equipment operational, connectivity verified |
| 2 | Software deployment, integration testing | PMS/imaging integration validated |
| 3 | Champion training (intensive) | Champions certified |
| 4 | Staff training, parallel workflow | All staff trained, parallel run begins |
| 5 | Go-live, proctored cases | First live surgical cases with vendor support |
| 6 | Continued proctored cases, daily check-ins | 10+ cases completed, feedback documented |
| 7 | Independent operation begins | Champions leading without vendor proctoring |
| 8 | Assessment and learning capture | Pilot report, process refinements |
Buffer: 2 weeks for pilot assessment, playbook refinement, Wave 2 preparation
Wave 2: Expansion Phase (8 Weeks)
| Week | Activities |
|---|---|
| 1 | Hardware installation at 5–8 locations simultaneously |
| 2 | Software deployment, integration (parallel across locations) |
| 3 | Train-the-trainer: Pilot champions train Wave 2 champions |
| 4 | Staff training (delivered by location champions) |
| 5 | Go-live, vendor remote support available |
| 6–7 | Supervised operation, reduced check-in frequency |
| 8 | Wave 2 assessment |
Wave 3+: Scale Phase (6 Weeks Per Cohort)
Timeline compresses as:
- Training materials refined from Waves 1–2
- Champions can support multiple locations
- Installation process streamlined
- Less vendor involvement required
Go/No-Go Criteria Between Waves
Criteria to Advance to Next Wave
| Category | Metric | Threshold |
|---|---|---|
| Technical Stability | System uptime during surgical procedures | >99% |
| Integration errors per week | <5 | |
| Mean time to resolution for critical issues | <2 hours | |
| Clinical Adoption | Cases completed using robotic guidance | >80% of eligible cases |
| Provider satisfaction score | >3.5/5 | |
| No safety events directly attributable to system | Zero | |
| Operational | Go-live day checklist completion rate | 100% |
| Staff training completion rate | 100% | |
| Champion confidence self-assessment | >4/5 |
⚠️ No-Go Triggers (any one of these halts advancement):
- Any adverse event potentially related to system use
20% of providers refusing to use system
- Persistent integration failures disrupting patient care
- Champion turnover without replacement trained
🟣 ☐ Go/No-Go Decision: VP Operations + CDO joint decision, documented in writing
Rollback Plan
If a wave fails go/no-go criteria:
Immediate Actions (Within 24 Hours)
☐ Document specific failure points and contributing factors
☐ Communicate pause to all affected locations—messaging approved by CDO
☐ Revert to pre-implementation surgical workflows (ensure old workflows were documented and still accessible)
☐ Notify vendor implementation team; escalate to enterprise account manager
Assessment Period (1–2 Weeks)
☐ Root cause analysis: technical, training, or adoption issue?
☐ Determine if issue is location-specific or systemic
☐ Create remediation plan with vendor
🟣 ☐ Decision: Remediate and retry vs. pause entire rollout
Isolation Protocols
- Wave failures do not automatically affect other waves
- Already-deployed locations continue operation unless safety issue identified
- Pending locations pause until root cause resolved
5. Configuration & Integration (Weeks 2–3)
Practice Management System Integration
Dentrix Enterprise Integration
🔵 Step 1: Request Dentrix API credentials from Perceptive (Time: 2–3 business days)
Step 2: In Dentrix Enterprise Admin Console: ☐ Navigate to: Setup → Integration Settings → Third-Party Applications ☐ Add new application: "Perceptive Surgical AI" ☐ Enter API endpoint provided by Perceptive ☐ Configure authentication (OAuth 2.0 recommended) ☐ Map required fields: Patient ID, DOB, Procedure Codes, Provider NPI, Treatment Plan Status
Step 3: Data Sync Configuration ☐ Set sync frequency: Real-time recommended for surgical scheduling ☐ Configure which data flows bidirectionally (procedure status, clinical notes) ☐ Define read-only vs. read-write permissions
Step 4: Validate Integration ☐ Create test appointment in Dentrix ☐ Verify appears in Perceptive within 60 seconds ☐ Complete mock case in Perceptive ☐ Verify procedure status updates in Dentrix ☐ Confirm clinical documentation attachment
⚠️ Common Issue: Dentrix field mapping for custom procedure codes. Work with CDO to standardize surgical procedure codes across locations before integration.
Eaglesoft Integration
🔵 Step 1: Contact Patterson support for Eaglesoft integration approval (Time: 3–5 business days)
Step 2: Install Perceptive Integration Service ☐ Download integration service from Perceptive enterprise portal ☐ Install on Eaglesoft server (requires admin access) ☐ Configure service account with appropriate Eaglesoft permissions
Step 3: Connection Configuration ☐ Navigate to Eaglesoft: System → Integration Hub ☐ Add Perceptive integration using provided configuration file ☐ Map patient demographics, procedure history, imaging references ☐ Configure appointment sync parameters
Step 4: Imaging Integration (Critical for Eaglesoft) ☐ Configure DICOM export path for CBCT images ☐ Set up automated export trigger on image acquisition ☐ Test DICOM transfer to Perceptive planning module
⚠️ Common Issue: Eaglesoft version fragmentation. Ensure all locations are on same version (minimum 21.x) before integration.
Open Dental Integration
Step 1: Generate API Key in Open Dental ☐ Navigate to Setup → Program Links → API ☐ Generate new API key for Perceptive ☐ Document key securely; do not share via email
🔵 Step 2: Provide API key to Perceptive implementation team (Time: Same day)
Step 3: Configure Open Dental Webhook ☐ In Open Dental: Setup → Program Links → Webhooks ☐ Add webhook URL provided by Perceptive ☐ Configure event triggers: Appointment Created, Treatment Planned, Image Acquired
Step 4: Field Mapping ☐ Open Perceptive Admin Console → Integrations → Open Dental ☐ Map fields (Open Dental is highly customizable; ensure consistent field usage across locations) ☐ Configure procedure code translation table
Step 5: Validate ☐ Test round-trip data flow ☐ Verify imaging integration via DICOM ☐ Test with real patient scenario in test environment
Imaging System Integration
CBCT Integration Requirements
🔵 ☐ Confirm Scanner Compatibility: Obtain scanner model list from each location; verify against Perceptive certified list
☐ DICOM Configuration:
- Export format: DICOM 3.0
- Voxel size: Minimum 0.2mm (0.15mm preferred for implant cases)
- Field of view: Document per-location FOV capabilities
☐ Network Configuration:
- DICOM node configuration (IP, AE Title, port)
- PACS integration if centralized storage
- Direct scanner-to-Perceptive pathway if no PACS
Step-by-Step CBCT Integration
Step 1: Document Current Scanner Settings ☐ Export current DICOM configuration from each scanner ☐ Note any proprietary export formats in use
Step 2: Configure DICOM Export to Perceptive ☐ Add Perceptive as DICOM destination:
- AE Title: [provided by Perceptive]
- IP Address: [Perceptive server IP or cloud endpoint]
- Port: 4242 (default) or as specified
Step 3: Configure Auto-Push (if supported) ☐ Set scanner to auto-push completed studies ☐ Alternative: Configure Perceptive to query/retrieve on schedule
Step 4: Validate Image Transfer ☐ Acquire test scan ☐ Verify arrival in Perceptive within 2 minutes ☐ Validate image quality and completeness ☐ Test surgical planning tools on test image
⚠️ Common Issue: Firewall blocking DICOM traffic. Work with IT to whitelist DICOM ports.
Test Environment Setup
Enterprise Test Environment (Recommended)
🔵 ☐ Request Staging Environment Access: Separate from production (Time: 3–5 business days)
☐ Configure Staging with Production-Mirror Settings:
- Same PMS integration parameters
- Same imaging configuration
- Same SSO (with test users)
☐ Create Test Data Set:
- 10 synthetic patients with varied case types
- Historical imaging for each
- Treatment plans covering all surgical procedure types
Validation Checklist
| Test Case | Steps | Expected Result | ☐ Pass |
|---|---|---|---|
| Patient Sync | Create patient in PMS | Appears in Perceptive within 60 seconds | ☐ |
| Image Transfer | Acquire CBCT | Image viewable in Perceptive within 2 minutes | ☐ |
| Surgical Planning | Complete virtual implant placement | Plan saves and exports | ☐ |
| Procedure Status | Mark case complete in Perceptive | Status updates in PMS | ☐ |
| Documentation | Generate surgical report | Report attaches to patient record | ☐ |
| Multi-User | Two providers access same patient | No conflict, real-time sync | ☐ |
| Failover | Disconnect network during planning | Local save, sync on reconnect | ☐ |
Data Migration / Historical Data Ingestion
Recommended Approach
🔵 ☐ Discuss with Perceptive: What historical data improves AI performance?
Typically valuable:
- Last 12 months of completed surgical cases
- Associated CBCT imaging
- Post-op CBCT for outcome analysis
Migration Steps
Step 1: Export Historical Data ☐ Export surgical case list from PMS (last 12 months) ☐ Export associated CBCT images via DICOM ☐ Prepare mapping file linking patients across systems
🔵 Step 2: Coordinate Bulk Upload (Time: Varies by volume) ☐ Provide data to Perceptive via secure transfer ☐ Perceptive ingests and processes ☐ Validate sample cases appear correctly
Step 3: Validate Historical Data ☐ Spot-check 5% of migrated records ☐ Verify imaging quality and linkage ☐ Confirm outcome data accuracy
Security and HIPAA Compliance
Enterprise-Level HIPAA Checklist
Business Associate Agreement 🟣 ☐ Execute BAA with Perceptive: Legal + Compliance review required (Time: 1–2 weeks) ☐ Verify BAA covers all data types: PHI, imaging, clinical notes ☐ Confirm subcontractor (cloud hosting) BAA chain
Data Governance ☐ Document Data Flows: Create data flow diagram showing all PHI touchpoints ☐ Classify Data: Identify what is stored, transmitted, processed ☐ Retention Policy: Align Perceptive retention with DSO policy
Access Controls ☐ RBAC Implementation: Define roles and permissions ☐ SSO Enforcement: All access via centralized identity provider ☐ MFA Requirement: Verify MFA supported and enabled ☐ Access Logging: Confirm audit logs capture all PHI access
Technical Safeguards ☐ Encryption at Rest: Verify AES-256 or equivalent ☐ Encryption in Transit: Verify TLS 1.3 ☐ Penetration Testing: Request most recent pentest report ☐ SOC 2 Type II: Request current certification
Physical Safeguards (for robotic hardware) ☐ Device Security: Hardware encrypted, tamper-evident ☐ Disposal Procedures: Define end-of-life data wiping protocol
Standardized vs. Location-Specific Configuration
Standardized Configuration Template
Settings to Keep Identical Across All Locations:
| Setting Category | Setting | Reason |
|---|---|---|
| Security | Password policy, MFA, session timeout | Compliance consistency |
| Integration | PMS field mapping, DICOM parameters | Data integrity |
| Clinical Protocols | Surgical planning defaults, safety margins | Clinical standardization |
| Reporting | Metric definitions, report templates | Cross-location comparison |
| Documentation | Template formats, required fields | Legal/compliance consistency |
Location-Specific Configuration
Settings That Can Vary:
| Setting | Why Variable | Governance |
|---|---|---|
| Provider preferences | Workflow comfort, individual technique | Provider-level setting, CDO oversight |
| Scheduling templates | Varies by location capacity | Office manager discretion |
| Alert thresholds | May depend on local volume | Regional manager approval |
| Specialty mix | Some locations focus implants, others perio | Location profile setting |
6. Team Training Plan
Train-the-Trainer Model
Champion Selection Criteria
☐ Technical Aptitude: Comfortable with technology, quick learner
☐ Clinical Credibility: Respected by peers (for provider champions) or team (for admin champions)
☐ Communication Skills: Can teach others, patient with questions
☐ Availability: Can dedicate 8–12 hours to champion training, ongoing 2–3 hours/week for first 90 days
☐ Commitment: Volunteer or willing when asked—not reluctant draftee
Champion Responsibilities
| Phase | Responsibility | Time Commitment |
|---|---|---|
| Pre-Go-Live | Complete certification training | 8–12 hours |
| Customize training materials for local context | 2–4 hours | |
| Train all location staff | 4–8 hours | |
| Go-Live | First-line support for all questions | 10+ hours (Week 1) |
| Daily check-in with central team | 15 min/day | |
| Document local issues and workarounds | Ongoing | |
| Post-Go-Live | Train new hires | 1–2 hours per hire |
| Deliver quarterly refreshers | 1 hour/quarter | |
| Participate in champion network calls | 1 hour/month |
Champion Training Program
🔵 Vendor-Delivered Champion Certification (Time:
AI-generated implementation guide based on public vendor information. Verify specifics directly with Perceptive.