Planmeca — Implementation Playbook (DSO)

Planmeca Diagnostic Imaging AI Implementation Playbook

A Strategic Guide for DSO Deployment

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1. Executive Summary

What Planmeca Diagnostic Imaging AI Does

Planmeca's AI-powered diagnostic imaging suite leverages advanced machine learning algorithms to automatically detect and highlight pathological findings in 2D and 3D dental images, including caries, periapical lesions, bone loss, and anatomical structures. The system integrates directly with Planmeca imaging hardware and provides real-time analysis overlays, standardized reporting, and clinical decision support that enhances diagnostic accuracy while reducing interpretation time.

Why DSOs Specifically Benefit

Scale Advantages:

• Standardized diagnostic protocols across 15–50+ locations eliminate variability in image interpretation quality
• Centralized data aggregation enables enterprise-wide clinical insights, benchmarking, and quality assurance
• Volume licensing creates significant per-location cost efficiencies unavailable to single practices

Operational Standardization:

• Uniform AI-assisted workflows ensure consistent patient experience regardless of location or provider
• Centralized configuration management reduces IT burden and ensures compliance consistency
• Real-time analytics dashboards provide regional and C-suite visibility into diagnostic patterns and case acceptance trends

Data Aggregation Value:

• Cross-location pattern recognition identifies training opportunities and clinical outliers
• Enterprise reporting supports quality metrics for payer negotiations and accreditation
• Longitudinal patient data improves continuity of care for patients who visit multiple locations

Expected Timeline: Decision to Full Deployment

Phase	Timeline	Scope
Pre-Implementation & Planning	Weeks 1–2	Vendor onboarding, stakeholder alignment, baseline metrics
Pilot Wave (2–3 locations)	Weeks 3–6	Configuration, training, go-live, stabilization
Wave 2 Expansion (5–8 locations)	Weeks 7–12	Scaled deployment with refined playbook
Wave 3+ Full Rollout	Weeks 13–20	Remaining locations in 5–8 location cohorts
Optimization & Steady State	Weeks 20–24	ROI validation, workflow refinement, BAU transition

Total Timeline: 5–6 months for 15–50 locations

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2. Pre-Implementation Checklist (Weeks 1–2)

Technical Requirements

Hardware Requirements

☐ Verify all Planmeca imaging units are running firmware version 3.2 or higher ☐ Confirm workstation specifications meet minimums: 16GB RAM, dedicated GPU (NVIDIA GTX 1060 or higher), SSD storage ☐ Validate monitor resolution meets diagnostic standards (minimum 1920x1080, medical-grade preferred for primary diagnosis) ☐ Inventory existing Planmeca hardware by location and model number

Software Requirements

☐ Planmeca Romexis version 6.0 or higher installed at all locations ☐ Windows 10 Pro or Windows 11 (version 21H2 or later) ☐ .NET Framework 4.8 or higher ☐ Current antivirus software with Planmeca executables whitelisted

Network Requirements

☐ Minimum 100 Mbps download / 50 Mbps upload per location (⚠️ Common failure point: Underestimating bandwidth needs during peak hours) ☐ Static IP addresses or DHCP reservations for imaging workstations ☐ Firewall rules configured to allow outbound HTTPS traffic to Planmeca cloud services ☐ Network latency under 50ms to Planmeca servers

Integration Requirements

☐ Document current PMS at each location (version numbers, API availability) ☐ Confirm imaging PACS/server compatibility ☐ Identify any third-party imaging software that may conflict

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Vendor Onboarding Steps

🔵 Key Contacts to Establish (Vendor involvement required)

Role	Purpose	Typical Response Time
Enterprise Account Manager	Contract, licensing, escalations	24 hours
Technical Implementation Lead	Configuration, integration, troubleshooting	4–8 hours
Clinical Applications Specialist	Training, workflow optimization	24–48 hours
Support Desk (Tier 1)	Day-to-day technical issues	1–2 hours
Support Desk (Tier 2/3)	Complex technical escalations	4–24 hours

🔵 Onboarding Actions

☐ Schedule enterprise kickoff call with Planmeca implementation team (Week 1, Day 1–2) ☐ Execute Master Services Agreement and BAA (if not already in place) ☐ Confirm enterprise licensing model and per-location activation keys ☐ Obtain access to Planmeca Partner Portal for documentation and training resources ☐ Schedule technical discovery session with Planmeca to review current infrastructure (Week 1, Day 3–5) ☐ Establish dedicated Slack/Teams channel or email distribution list for implementation communication

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Data/Access Prerequisites

☐ Create centralized IT admin account for Planmeca system management ☐ Generate API credentials for PMS integration (per system requirements) ☐ Document current imaging archive locations and storage volumes per location ☐ Identify any DICOM routing requirements ☐ Obtain access credentials for network equipment at each location (or coordinate with local IT contacts) ☐ Create service account for Planmeca cloud connectivity

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Internal Stakeholder Alignment

🟣 Stakeholder Map (Executive decision-making required)

Stakeholder Level	Who	Role in Implementation	Approval Needed For
Board/Investors	Board members, PE partners	Informed on strategic AI initiative, ROI expectations	Major budget allocation, timeline extensions
C-Suite	CEO, CDO, CFO, COO/VP Ops	Executive sponsors, budget owners, strategic alignment	Vendor selection (if not finalized), rollout strategy, go/no-go between waves
Regional Managers	Regional Directors/VPs	Cascade communication, location coordination, escalation point	Location sequencing, resource allocation within region
Location Office Managers	Office Managers	Local implementation leads, staff coordination, schedule management	Local training schedules, workflow adjustments
Providers	Dentists, Specialists	Clinical adoption, workflow compliance, feedback	Clinical protocol changes
Support Functions	IT, HR, Compliance, Revenue Cycle	Technical execution, training logistics, regulatory compliance, billing impacts	Technical architecture, training curriculum, coding changes

Communication Cadence During Pre-Implementation

Audience	Format	Frequency	Owner
C-Suite	Executive briefing	Weekly	VP Operations
Regional Managers	Video call	2x/week	Implementation PM
Office Managers	Email update + Q&A call	Weekly	Regional Manager
All staff	Newsletter/intranet post	Bi-weekly	Communications/HR

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Baseline Metrics to Capture BEFORE Go-Live

⚠️ Critical: Capture these metrics identically across all locations BEFORE any AI deployment to enable valid ROI measurement and cross-location comparison.

Clinical Metrics

☐ Diagnostic yield rate: Pathology findings per 100 images by type (caries, perio, endo, other) ☐ Average image interpretation time: Time from image capture to documented findings (sample 50 cases per location) ☐ Retake rate: Percentage of images requiring recapture due to positioning or quality issues ☐ Referral rate: Specialist referrals as percentage of diagnostic imaging cases

Financial Metrics

☐ Case acceptance rate: Percentage of presented treatment accepted (isolate imaging-diagnosed cases) ☐ Average treatment value per diagnostic finding: Revenue generated from imaging-identified pathology ☐ Claim denial rate: Denials related to diagnostic coding or documentation insufficiency ☐ Time to treatment: Days from diagnosis to treatment initiation

Operational Metrics

☐ Images per provider per day: Volume benchmark by location and provider ☐ Patient chair time for imaging: Average appointment duration for imaging visits ☐ Staff overtime hours: Related to imaging workflow (if trackable)

Quality Metrics

☐ Second opinion rate: Cases requiring review by another provider ☐ Patient complaint rate: Complaints related to diagnostic imaging experience ☐ Near-miss/error reports: Diagnostic errors identified retrospectively

🟣 Standardization Requirements (Executive decision required)

☐ Confirm data collection methodology is identical across all locations ☐ Designate central analytics team or individual to aggregate and validate baseline data ☐ Set data collection window (recommend: 30 days of historical data per location) ☐ Create standardized data submission template for Office Managers

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Enterprise-Level Requirements

Network Standards Across Locations

☐ Document current network configurations per location (ISP, bandwidth, topology) ☐ Identify locations below minimum bandwidth requirements and create upgrade plan ☐ Establish VPN or secure connectivity standard for central management access ☐ Confirm firewall rule standardization process across locations

Hosting Architecture Decision 🟣

Option	Pros	Cons	Recommendation
Centralized Cloud	Simplified management, automatic updates, lower local IT burden	Requires reliable connectivity, potential latency	Recommended for DSOs with consistent broadband
Hybrid (Cloud + Local Cache)	Performance resilience, reduced bandwidth needs	More complex setup, local storage requirements	Recommended for locations with connectivity concerns
Fully Local	Maximum performance, no internet dependency	Higher IT burden, manual updates, limited central visibility	Not recommended for DSO scale

☐ 🟣 Finalize hosting architecture decision with CDO and VP Operations ☐ Document architecture decision and communicate to regional managers

Identity & Access Management

☐ Confirm SSO provider compatibility (Okta, Azure AD, Google Workspace) ☐ Define role-based access control (RBAC) structure for Planmeca system ☐ Establish centralized credentialing process for provider access ☐ Create user provisioning/deprovisioning workflow aligned with HR processes

Enterprise Credentialing

☐ Define provider credential requirements for AI-assisted diagnosis (state-specific review) ☐ Integrate credentialing verification with Planmeca user provisioning ☐ Establish annual recredentialing workflow for system access

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3. Location Readiness Assessment

Scoring Framework

Score each location on the following factors using a 1–5 scale, then calculate a composite readiness score.

Factor 1: IT Infrastructure Maturity (Weight: 25%)

Score	Criteria
5	Fiber internet, all hardware <2 years old, current PMS version, dedicated IT support
4	Business-class broadband, hardware 2–3 years old, PMS 1 version behind, responsive IT contractor
3	Broadband meeting minimums, hardware 3–4 years old, PMS 2 versions behind, IT support available within 24 hours
2	Inconsistent connectivity, hardware 4–5 years old, outdated PMS, IT support within 48 hours
1	Below minimum connectivity, hardware >5 years old, legacy PMS, no reliable IT support

Factor 2: Staff Tenure and Adaptability (Weight: 20%)

Score	Criteria
5	<10% annual turnover, previous successful tech adoption, high digital literacy across staff
4	10–20% turnover, moderate tech adoption history, most staff comfortable with technology
3	20–30% turnover, mixed tech adoption results, some staff require additional tech support
2	30–40% turnover, struggled with past tech changes, significant staff tech anxiety
1	>40% turnover, failed tech implementations, staff actively resistant to technology

Factor 3: Patient Volume (Weight: 15%)

Score	Criteria	Rationale
5	75–100th percentile volume	High ROI potential, manageable complexity
4	50–75th percentile volume	Good ROI potential, lower risk
3	25–50th percentile volume	Moderate ROI, low risk (good for pilots)
2	10–25th percentile volume	Lower ROI priority, consider for later waves
1	<10th percentile volume	Lowest priority unless strategic reason

Factor 4: Existing Tech Stack Compatibility (Weight: 25%)

Score	Criteria
5	Planmeca imaging hardware, supported PMS with API integration, no conflicting software
4	Planmeca imaging, supported PMS, minor integration workarounds needed
3	Planmeca imaging, PMS requires custom integration or middleware
2	Mixed imaging hardware (some Planmeca), PMS integration uncertain
1	Non-Planmeca imaging hardware, unsupported PMS, significant integration barriers

Factor 5: Local Champion Availability (Weight: 15%)

Score	Criteria
5	Identified tech-forward provider AND office manager, both willing to lead
4	Identified champion (provider or OM) with capacity to lead, backup available
3	Potential champion identified but requires convincing or capacity creation
2	No clear champion, but open-minded staff who could be developed
1	No champion candidates, leadership actively skeptical

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Composite Score Calculation

Composite Score = (IT × 0.25) + (Staff × 0.20) + (Volume × 0.15) + (Tech Stack × 0.25) + (Champion × 0.15)

Composite Score	Readiness Tier	Rollout Recommendation
4.0–5.0	Tier 1: High Readiness	Wave 1 candidate (pilot)
3.0–3.9	Tier 2: Moderate Readiness	Wave 2 candidate
2.0–2.9	Tier 3: Developing Readiness	Wave 3 candidate (with remediation)
<2.0	Tier 4: Low Readiness	Defer until remediation complete

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Sample Readiness Assessment Template

Location	IT (×0.25)	Staff (×0.20)	Volume (×0.15)	Tech (×0.25)	Champion (×0.15)	Composite	Tier
Location A	5 (1.25)	4 (0.80)	3 (0.45)	5 (1.25)	5 (0.75)	4.50	Tier 1
Location B	4 (1.00)	3 (0.60)	4 (0.60)	4 (1.00)	4 (0.60)	3.80	Tier 2
Location C	3 (0.75)	2 (0.40)	5 (0.75)	3 (0.75)	2 (0.30)	2.95	Tier 3

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Rollout Sequence Recommendation

Wave 1 Pilot Selection Criteria (2–3 Locations)

Select locations that are:

• High readiness (Tier 1, composite score ≥4.0)
• Representative of portfolio (include different regions, sizes, or specialties if applicable)
• Manageable risk (avoid highest-volume flagship location for pilot—too much at stake)
• Geographically accessible for hands-on support during pilot

Remediation Actions for Low-Scoring Locations

Before advancing to later waves, address critical gaps:

Low Score Area	Remediation Action	Timeline
IT Infrastructure	Hardware upgrades, bandwidth improvements	2–6 weeks
Staff Adaptability	Change management prep, early communication, training dry-runs	2–4 weeks
Tech Compatibility	Integration work, PMS upgrades, middleware deployment	4–8 weeks
Champion Gap	Recruit/incentivize champion, provide leadership training	2–4 weeks

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4. Rollout Strategy

Wave Structure Overview

Wave	# Locations	Selection Criteria	Timeline	Purpose
Wave 1: Pilot	2–3	Highest readiness, representative mix, accessible	Weeks 3–6	Validate configuration, refine training, identify issues
Wave 2: Early Adopters	5–8	High-to-moderate readiness, builds momentum	Weeks 7–12	Scale playbook, train more champions, prove ROI
Wave 3+: Full Rollout	Remaining (in cohorts of 5–8)	All remaining Tier 2–3 locations	Weeks 13–20+	Complete deployment, transition to BAU

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Wave 1: Pilot Locations (Weeks 3–6)

Selection Criteria for Wave 1

🟣 Executive approval required for pilot location selection

☐ Composite readiness score ≥4.0 ☐ At least one location per region (if multi-region DSO) ☐ Mix of practice sizes/types to test scalability ☐ Avoid "flagship" locations—pilot inherently carries more risk ☐ Strong local champion committed to daily engagement during pilot ☐ Office Manager with capacity to dedicate 4–6 hours/week to implementation tasks

Wave 1 Timeline

Week	Activities
Week 3	Infrastructure validation, configuration deployment, champion training
Week 4	Staff training, test environment validation, parallel run begins
Week 5	Go-live, intensive support, daily check-ins
Week 6	Stabilization, feedback collection, pilot retrospective

Parallel Run Period

⚠️ Common failure point: Skipping or rushing parallel run period

Duration: Minimum 5 business days (recommend full Week 4)

Protocol: ☐ Run both legacy workflow AND AI-assisted workflow simultaneously ☐ Providers compare AI findings to their independent assessment ☐ Document discrepancies for clinical calibration ☐ Do NOT change treatment planning based on AI alone during parallel run ☐ Daily debrief between champion and regional manager

Check-in Cadence During Pilot

Cadence	Participants	Purpose
Daily (15 min)	Location champion, Implementation PM	Troubleshoot issues, track adoption metrics
Every other day	Regional Manager, Location champions	Escalate cross-location patterns
Weekly	VP Operations, CDO, Regional Managers	Strategic review, go/no-go preparation

Go/No-Go Criteria: Wave 1 → Wave 2

🟣 C-suite approval required

Must achieve ALL of the following to proceed:

Criterion	Threshold	Measurement
Technical stability	<2 critical issues unresolved	Issue tracker
User adoption	≥85% of providers using system daily	Usage logs
Training completion	100% of staff trained	Training tracker
Clinical calibration	<10% discrepancy rate between AI and provider	Parallel run data
Staff sentiment	≥70% positive/neutral	Pulse survey
Champion confidence	Champions rate readiness ≥4/5	Champion interview

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Wave 2: Early Adopters (Weeks 7–12)

Selection Criteria for Wave 2

☐ Composite readiness score ≥3.5 ☐ Remediation actions from pilot learnings completed ☐ Champion identified and briefed ☐ Location-specific configuration documented

Wave 2 Timeline per Cohort

Week	Activities
Week 1	Infrastructure prep, champion training, configuration deployment
Week 2	Staff training, parallel run
Week 3	Go-live, daily check-ins
Week 4	Stabilization, transition to weekly monitoring

Buffer between Wave 1 and Wave 2: Minimum 1 week for learnings capture and playbook refinement

Timeline Adjustment Factors

Add 1 week per cohort if:

• 3 critical issues emerged in prior wave

• Champion turnover occurred
• Significant PMS integration differences between locations

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Wave 3+: Full Rollout (Weeks 13–20+)

Cadence

• Deploy in cohorts of 5–8 locations every 3–4 weeks
• Prioritize by readiness tier (Tier 2 before Tier 3)
• Address Tier 3 locations last, with additional support resources

Efficiency Gains by Wave 3

• Champion-to-champion training replaces central training
• Configuration templates eliminate custom setup
• Issue database reduces troubleshooting time
• Centralized monitoring dashboards operational

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Rollback Plan

⚠️ Essential risk mitigation—do not skip

Trigger Conditions for Rollback

• ≥3 critical technical issues unresolved within 48 hours
• Provider refusal rate >25%
• Patient safety concern identified
• Data integrity issue detected

Rollback Procedure

☐ Immediately notify vendor Technical Implementation Lead ☐ Disable AI overlay features (maintain base imaging functionality) ☐ Revert to legacy workflow documentation ☐ Communicate to staff via champion within 2 hours ☐ Document all issues with timestamps and screenshots ☐ Schedule emergency retrospective within 24 hours ☐ Notify VP Operations and CDO within 4 hours ☐ Determine if issue is location-specific or systemic ☐ Pause other wave deployments pending root cause analysis ☐ Create remediation plan with vendor before retry

Rollback Impact Containment

• Location-level rollback does NOT automatically pause other locations
• Wave-level pause requires VP Operations approval
• Enterprise-wide pause requires C-suite decision

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5. Configuration & Integration (Weeks 2–3)

Practice Management System Integration

Dentrix Enterprise Integration

🔵 Vendor involvement required for initial setup

Prerequisites: ☐ Dentrix Enterprise version 8.0 or higher ☐ Dentrix API subscription active ☐ Administrative credentials for Dentrix server

Step-by-Step Integration:

1. ☐ Export Dentrix provider and patient schema documentation (1 hour)
2. ☐ 🔵 Submit API access request to Planmeca integration team (24–48 hours)
3. ☐ Configure Dentrix API connector in Planmeca Romexis (2 hours)
4. ☐ Map patient ID fields between systems (30 minutes)
5. ☐ Map provider ID fields between systems (30 minutes)
6. ☐ Configure automatic image attachment to patient records (1 hour)
7. ☐ Enable AI findings auto-population to clinical notes (45 minutes)
8. ☐ Test bidirectional sync with 10 test patient records (2 hours)
9. ☐ Validate HIPAA audit logging for cross-system data transfer (1 hour)
10. ☐ Document integration configuration for replication (30 minutes)

Time Estimate: 8–10 hours + vendor processing time

Eaglesoft Integration

🔵 Vendor involvement required for initial setup

Prerequisites: ☐ Eaglesoft version 21 or higher ☐ Eaglesoft Advanced Integration module active ☐ Patterson Technology Center coordination

Step-by-Step Integration:

1. ☐ Contact Patterson Technology Center for API documentation (allow 3–5 business days)
2. ☐ 🔵 Schedule joint call with Planmeca and Patterson technical teams (1 hour)
3. ☐ Install Planmeca-Eaglesoft bridge component on Eaglesoft server (1 hour)
4. ☐ Configure DICOM routing from Planmeca to Eaglesoft imaging module (2 hours)
5. ☐ Map patient demographics fields (30 minutes)
6. ☐ Configure AI findings export to Eaglesoft clinical notes (1 hour)
7. ☐ Test image capture → Eaglesoft workflow with 10 test patients (2 hours)
8. ☐ Verify AI overlay visibility within Eaglesoft image viewer (1 hour)
9. ☐ Configure automated backup of integration logs (30 minutes)
10. ☐ Document integration configuration for replication (30 minutes)

Time Estimate: 10–12 hours + Patterson coordination time

⚠️ Common failure point: Patterson Technology Center backlog—start coordination in Week 1

Open Dental Integration

Prerequisites: ☐ Open Dental version 22.1 or higher ☐ Open Dental API key generated ☐ MySQL database access credentials

Step-by-Step Integration:

1. ☐ Generate Open Dental API key in Program Links module (15 minutes)
2. ☐ 🔵 Submit API key to Planmeca for connector configuration (24 hours)
3. ☐ Configure Planmeca Romexis Open Dental connector (1 hour)
4. ☐ Enable DICOM import to Open Dental imaging module (1 hour)
5. ☐ Map patient and provider ID fields (30 minutes)
6. ☐ Configure AI findings to populate Open Dental procedure notes (1 hour)
7. ☐ Test end-to-end workflow with 10 test patients (2 hours)
8. ☐ Configure automated reconciliation reporting (1 hour)
9. ☐ Document integration configuration for replication (30 minutes)

Time Estimate: 7–8 hours + vendor processing time

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Imaging System Integration

Planmeca Romexis Configuration

☐ Verify Romexis license includes AI module activation ☐ 🔵 Request AI module license key from Planmeca (24–48 hours) ☐ Apply license key in Romexis Administration module (15 minutes) ☐ Configure AI detection sensitivity settings per CDO guidance:

• Caries detection: High/Medium/Low sensitivity
• Periapical lesion detection: High/Medium/Low sensitivity
• Bone loss detection: High/Medium/Low sensitivity
• Anatomical structure identification: On/Off ☐ Configure AI overlay display preferences (color coding, transparency) ☐ Set up provider-specific viewing preferences (if applicable) ☐ Enable AI findings auto-documentation template ☐ Configure image quality assessment module ☐ Test AI detection with sample images across all modalities (2D, 3D, pano)

🔵 DICOM Configuration

☐ Configure DICOM node settings for Planmeca units ☐ Establish DICOM routing to PACS (if applicable) ☐ Verify DICOM compliance for AI-annotated images ☐ Test DICOM export/import with AI overlay preservation

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Test Environment Setup

Recommended Approach for DSO: Centralized Test Environment

☐ 🟣 Approve budget for dedicated test environment infrastructure ☐ Provision test server (cloud or on-premise based on architecture decision) ☐ Install Planmeca Romexis test instance ☐ Install PMS test instance (or connect to existing PMS sandbox) ☐ Populate with de-identified sample patient data (minimum 100 records) ☐ Include sample images across all modalities ☐ Configure integration between test systems ☐ 🔵 Request Planmeca test license keys (separate from production) ☐ Document test environment access credentials

Validation Checklist

☐ Image capture workflow: Capture → AI analysis → PMS attachment ☐ AI detection accuracy: Verify detections on known positive images ☐ AI overlay display: Confirm visibility across all supported views ☐ Report generation: Test AI-assisted report templates ☐ User access control: Verify RBAC settings function correctly ☐ Audit logging: Confirm all actions are logged for HIPAA compliance ☐ Performance testing: Measure AI analysis time under load ☐ Failover testing: Verify graceful degradation if AI service unavailable

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Data Migration / Historical Image Ingestion

Assessment Questions

☐ Is historical image ingestion required or optional? ☐ Volume of historical images per location? ☐ Format of historical images (DICOM, proprietary, JPEG)? ☐ Is AI analysis of historical images desired, or just storage?

🔵 Historical Ingestion Steps (if applicable)

1. ☐ Inventory historical image volume and formats per location (4 hours per location)
2. ☐ 🔵 Engage Planmeca data migration services (quote required)
3. ☐ Establish secure data transfer protocol (encrypted upload or physical media)
4. ☐ Perform test migration with sample dataset (100 images)
5. ☐ Validate image quality and metadata preservation post-migration
6. ☐ Schedule migration windows outside business hours
7. ☐ Verify patient record linkage in PMS after migration
8. ☐ Document any images that failed migration for manual handling

Time Estimate: Highly variable—consult Planmeca for scoping

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Security and HIPAA Compliance Verification

Enterprise-Level HIPAA Checklist

☐ 🟣 Execute Business Associate Agreement (BAA) with Planmeca ☐ Review Planmeca's SOC 2 Type II report (request from vendor) ☐ Verify data encryption at rest (AES-256 or equivalent) ☐ Verify data encryption in transit (TLS 1.2 or higher) ☐ Confirm data residency compliance (US-based servers for US patients) ☐ Review Planmeca's incident response and breach notification procedures ☐ Confirm audit logging capabilities meet HIPAA requirements ☐ Verify access controls support HIPAA minimum necessary standard ☐ Review data retention and destruction policies ☐ Document all HIPAA compliance validations for your records

Data Governance Configuration

☐ Define data ownership between DSO and Planmeca (per BAA) ☐ Configure role-based access control aligned with job functions ☐ Establish audit log review cadence (recommend: monthly) ☐ Configure automated alerts for anomalous access patterns ☐ Document data flow diagram showing PHI pathways ☐ Establish data access request and revocation procedures

Access Control Configuration

Role	Access Level	Permissions
System Admin (Central IT)	Full	All configurations, user management, audit logs
Regional Manager	Reports	View regional analytics, no PHI access
Office Manager	Local Admin	Manage local users, view local reports, limited PHI
Provider	Clinical	Full clinical access to assigned patients, AI tools
Hygienist	Clinical Limited	Image capture, view AI findings, no edit
Front Desk	Administrative	Patient scheduling, no clinical access

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Standardized vs. Location-Specific Configuration

Standardize Centrally (Template for All Locations)

☐ AI detection sensitivity settings (per CDO clinical guidance) ☐ AI overlay color schemes and display preferences ☐ Report templates and documentation formats ☐ RBAC structure and permission levels ☐ Integration configurations (PMS, DICOM routing) ☐ Audit logging and retention settings ☐ Data backup configurations

Allow Local Discretion

☐ Provider-specific display preferences (within approved options) ☐ Workstation-specific monitor calibration ☐ Local workflow timing (when AI is reviewed in patient flow) ☐ Champion selection and training scheduling ☐ Go-live date within approved wave window

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6. Team Training Plan

Train-the-Trainer Model Overview

Philosophy

Central team creates standardized materials and certifies location champions. Champions deliver training to their local teams, enabling scale while ensuring local relevance.

Champion Selection Criteria

Criterion	Requirement
Role	Provider OR Office Manager (provider preferred for clinical credibility)
Tenure	Minimum