scanO
Step-by-step implementation guide — pre-implementation checklist, onboarding, staff training, go-live runbook, and ROI tracking.
scanO — Implementation Playbook (DSO)
scanO Implementation Playbook for DSOs
Patient Communication AI Platform
1. Executive Summary
What scanO Does
scanO is an AI-powered patient communication and oral health screening platform that enables patients to perform preliminary dental assessments via smartphone-based image capture. The platform analyzes intraoral images using computer vision to identify potential dental conditions, automates patient education and follow-up communications, and streamlines the pathway from initial patient engagement to scheduled appointments.
Why DSOs Benefit from Patient Communication AI at Scale
Patient communication AI delivers compounding returns for DSOs that single practices cannot achieve:
- Standardized Patient Experience: Consistent AI-driven screening and communication across all locations ensures brand uniformity and reduces variability in patient touchpoints
- Centralized Data Aggregation: Aggregate patient engagement data, conversion rates, and screening outcomes across your entire portfolio to identify trends, benchmark locations, and optimize systemwide
- Operational Leverage: A single configuration, training curriculum, and optimization effort deploys across 15–50+ locations, dramatically reducing per-location implementation cost
- Scalable Patient Acquisition: AI-powered screening can serve as a low-friction entry point for new patients across all markets simultaneously, amplifying marketing ROI
- Predictive Demand Planning: Aggregated screening data enables forecasting of treatment demand by location, specialty, and timeframe
Expected Timeline: Decision to Full Deployment
| Portfolio Size | Pilot Phase | Wave Deployment | Full Deployment |
|---|---|---|---|
| 15–25 locations | Weeks 1–6 | Weeks 7–14 | 14–16 weeks |
| 26–40 locations | Weeks 1–6 | Weeks 7–18 | 18–20 weeks |
| 41–50 locations | Weeks 1–6 | Weeks 7–22 | 22–24 weeks |
2. Pre-Implementation Checklist (Weeks 1–2)
Technical Requirements
Hardware Requirements
☐ Smartphone or tablet with minimum 12MP camera for patient-facing screening (iOS 14+ or Android 10+) ☐ Staff workstations with modern browser (Chrome 90+, Edge 90+, Safari 14+) ☐ Display monitors in operatories for patient education content (recommended minimum 1080p) ☐ ⚠️ Verify camera quality on existing patient-facing devices—low-quality images degrade AI accuracy
Software Requirements
☐ Practice Management System compatibility confirmed (see Section 5) ☐ Active patient portal or website integration points identified ☐ Email/SMS communication platform identified (for integration or replacement) ☐ 🔵 Request scanO technical specification sheet from vendor
Network Requirements
☐ Minimum 25 Mbps upload/download per location for image transmission ☐ ⚠️ Guest WiFi network isolated from clinical network (for patient device scanning if offered in-office) ☐ SSL/TLS encryption verified on all patient-facing endpoints ☐ Firewall rules documented for scanO cloud endpoints
Enterprise-Level Requirements (DSO-Specific)
☐ 🟣 Determine hosting model: centralized cloud instance vs. location-segmented ☐ 🟣 SSO integration requirements (Okta, Azure AD, etc.)—confirm with IT ☐ Centralized credentialing system compatibility verified ☐ Network standards documentation updated to include scanO requirements ☐ VPN requirements for centralized administrative access ☐ 🔵 Request scanO enterprise architecture documentation
Vendor Onboarding Steps
| Week | Action | Owner | Vendor Involvement |
|---|---|---|---|
| Week 1, Day 1 | Kickoff call with scanO implementation team | VP of Operations | 🔵 Required |
| Week 1, Day 2 | Receive and sign BAA and enterprise service agreement | Legal/Compliance | 🔵 Required |
| Week 1, Day 3 | Establish key contacts: Implementation Manager, Technical Support, Account Executive | Project Lead | 🔵 Required |
| Week 1, Day 4 | Schedule technical deep-dive with IT team | IT Director | 🔵 Required |
| Week 1, Day 5 | Confirm project timeline and milestone dates | Project Lead | 🔵 Required |
Key Contacts to Establish
☐ scanO Implementation Manager (primary point of contact) ☐ scanO Technical Support escalation contact ☐ scanO Account Executive (commercial/contract issues) ☐ scanO Training Lead ☐ 🔵 Request 24/7 support contact for go-live periods
Data/Access Prerequisites
☐ Administrative portal credentials for all PMS instances ☐ API keys or integration credentials for PMS platforms ☐ Patient communication platform admin access ☐ Historical patient engagement data export (last 12 months minimum) ☐ ⚠️ Imaging archive access credentials (if integrating with existing imaging systems) ☐ Website/patient portal CMS access for embedding screening tools ☐ 🔵 Provide scanO with test environment access for integration development
Internal Stakeholder Alignment
Stakeholder Alignment Map
| Stakeholder Level | Role | Involvement Type | Timing |
|---|---|---|---|
| Board/Investors | Oversight | 🟣 Inform on strategic initiative, approve budget | Week 1 |
| C-Suite (CEO, CFO, COO) | Sponsors | 🟣 Approve timeline, budget, success metrics | Week 1 |
| Chief Dental Officer | Clinical Champion | Approve clinical workflows, provider training | Week 1 |
| VP of Operations | Project Owner | Own implementation, manage cross-functional execution | Ongoing |
| IT Director | Technical Lead | Own integration, security, infrastructure | Week 1–ongoing |
| Regional Managers | Cascade Leaders | Execute at regional level, manage location readiness | Week 2–ongoing |
| Location Office Managers | Local Executors | Own location-level rollout, staff coordination | Week 3–ongoing |
| Providers (Dentists) | End Users | Participate in training, adopt clinical workflows | Wave-dependent |
| Front Desk Staff | End Users | Execute patient communication workflows | Wave-dependent |
Approvals Required Before Proceeding
☐ 🟣 Budget approval from CFO/Finance ☐ 🟣 Data governance approval from Compliance ☐ 🟣 Clinical workflow approval from Chief Dental Officer ☐ 🟣 IT infrastructure approval from IT Director ☐ 🟣 Timeline approval from COO/VP of Operations
Baseline Metrics to Capture
Standardized Measurement Protocol
⚠️ Critical: All locations must measure these metrics using identical methodology to enable cross-location comparison.
| Metric Category | Specific Metric | Measurement Method | Frequency | Target Collection Period |
|---|---|---|---|---|
| Patient Acquisition | New patient inquiries per month | PMS new patient report | Monthly | Last 6 months average |
| Patient Acquisition | Inquiry-to-appointment conversion rate | (Scheduled / Inquiries) × 100 | Monthly | Last 6 months average |
| Patient Acquisition | Website/portal engagement (unique visitors) | Analytics platform | Monthly | Last 6 months average |
| Appointment Metrics | Appointment no-show rate | PMS no-show report | Monthly | Last 6 months average |
| Appointment Metrics | Average days from first contact to first appointment | Manual calculation from PMS | Monthly | Last 6 months average |
| Case Acceptance | Case acceptance rate (treatment presented vs. accepted) | PMS treatment plan report | Monthly | Last 6 months average |
| Patient Communication | Average response time to patient inquiries | Communication platform data | Monthly | Last 3 months average |
| Patient Communication | Patient satisfaction scores (NPS or equivalent) | Survey platform | Monthly | Last 6 months average |
| Operational | Staff time spent on patient outreach (hours/week) | Time tracking or estimate | Weekly | 4-week baseline |
| Operational | Cost per new patient acquisition | Marketing spend / new patients | Monthly | Last 6 months average |
Baseline Data Collection Checklist
☐ Create standardized data collection template for all locations ☐ Assign data collection owner at each location (typically Office Manager) ☐ 🟣 Establish deadline for all baseline data submission (end of Week 2) ☐ Aggregate baseline data into central dashboard ☐ ⚠️ Validate data quality—flag locations with incomplete or inconsistent data ☐ Calculate portfolio-wide averages and ranges for benchmarking
3. Location Readiness Assessment
Scoring Framework
Score each location on the following factors using a 1–5 scale:
Factor 1: IT Infrastructure Maturity
| Score | Criteria |
|---|---|
| 5 | Network speed >100 Mbps, hardware <2 years old, PMS on current version, cloud-ready |
| 4 | Network speed 50–100 Mbps, hardware 2–3 years old, PMS within 1 version of current |
| 3 | Network speed 25–50 Mbps, hardware 3–4 years old, PMS within 2 versions of current |
| 2 | Network speed 10–25 Mbps, hardware 4–5 years old, PMS outdated but functional |
| 1 | Network speed <10 Mbps, hardware >5 years old, PMS severely outdated |
Factor 2: Staff Tenure and Adaptability
| Score | Criteria |
|---|---|
| 5 | Turnover <10%, strong tech adoption history, previous AI/digital tool success |
| 4 | Turnover 10–15%, moderate tech comfort, some digital tool experience |
| 3 | Turnover 15–25%, neutral tech disposition, basic digital tool experience |
| 2 | Turnover 25–35%, tech resistance noted, limited digital experience |
| 1 | Turnover >35%, significant tech resistance, paper-dependent workflows |
Factor 3: Patient Volume
| Score | Criteria |
|---|---|
| 5 | Top quartile patient volume—high impact potential |
| 4 | Second quartile patient volume |
| 3 | Third quartile patient volume |
| 2 | Fourth quartile patient volume |
| 1 | Lowest volume—limited impact potential |
Factor 4: Tech Stack Compatibility
| Score | Criteria |
|---|---|
| 5 | PMS fully supported, imaging system integrated, API-ready, existing patient portal |
| 4 | PMS fully supported, imaging integration possible, some API capability |
| 3 | PMS supported with workarounds, imaging separate, limited API access |
| 2 | PMS partially supported, manual data entry likely required |
| 1 | PMS not supported, full manual workflow required |
Factor 5: Local Champion Availability
| Score | Criteria |
|---|---|
| 5 | Tech-forward provider AND office manager identified and committed |
| 4 | Tech-forward provider OR office manager identified and committed |
| 3 | Willing participant identified, not strongly tech-forward |
| 2 | No clear champion, but no active resistance |
| 1 | No champion, active resistance present |
Composite Readiness Score Calculation
Composite Score = (IT × 1.5) + (Staff × 1.5) + (Volume × 1.0) + (Compatibility × 1.5) + (Champion × 1.5)
Maximum Score: 35 points
Readiness Tiers
| Tier | Score Range | Recommendation |
|---|---|---|
| Tier A (High Readiness) | 28–35 | Wave 1 candidate—ideal pilot locations |
| Tier B (Moderate-High Readiness) | 21–27 | Wave 2 candidate—deploy after pilot learnings |
| Tier C (Moderate Readiness) | 14–20 | Wave 3 candidate—may need pre-work before deployment |
| Tier D (Low Readiness) | 7–13 | Wave 4/Delayed—significant preparation required |
Location Assessment Template
| Location | IT (×1.5) | Staff (×1.5) | Volume (×1.0) | Compat (×1.5) | Champion (×1.5) | Total | Tier | Recommended Wave |
|---|---|---|---|---|---|---|---|---|
| [Location 1] | ||||||||
| [Location 2] | ||||||||
| ... |
Rollout Sequence Recommendations
Based on composite scores, structure your rollout as follows:
Wave 1 Selection Criteria (2–3 locations):
- Must score Tier A (28+)
- Should represent geographic and demographic diversity
- Should include at least one high-volume and one moderate-volume location
- ⚠️ Avoid locations with pending major changes (renovation, key staff departures, PMS migration)
Wave 2 Selection Criteria (5–8 locations):
- Tier A and Tier B locations (21+)
- Prioritize locations with similar characteristics to successful Wave 1 sites
- Spread across regions to build regional manager experience
Wave 3 and Beyond:
- Remaining Tier B and Tier C locations
- Tier D locations should have improvement plans executed before inclusion
4. Rollout Strategy
Wave Structure
Recommended Wave Configuration
| Wave | # of Locations | Timeline | Duration | Cumulative Locations |
|---|---|---|---|---|
| Wave 1 (Pilot) | 2–3 | Weeks 4–6 | 3 weeks | 2–3 |
| Buffer/Learning Period | — | Week 7 | 1 week | — |
| Wave 2 | 5–8 | Weeks 8–11 | 4 weeks | 7–11 |
| Buffer/Learning Period | — | Week 12 | 1 week | — |
| Wave 3 | 8–12 | Weeks 13–17 | 5 weeks | 15–23 |
| Buffer/Learning Period | — | Week 18 | 1 week | — |
| Wave 4+ | Remaining | Weeks 19+ | Variable | Full portfolio |
Wave 1 Pilot Location Selection
Selection Criteria Matrix
| Criterion | Weight | Why It Matters |
|---|---|---|
| High Readiness Score (Tier A) | 30% | Maximizes success probability |
| Manageable Patient Volume | 20% | High enough for meaningful data, not so high that failures are catastrophic |
| Representative Demographics | 15% | Learnings should apply broadly |
| Strong Local Champion | 20% | Enables rapid feedback and iteration |
| Regional Distribution | 15% | Tests operational model across geography |
Pilot Location Checklist
☐ 🟣 Select 2–3 Wave 1 locations using criteria matrix ☐ Confirm local champion at each pilot site ☐ Schedule pre-deployment site visit (virtual or in-person) ☐ Establish dedicated communication channel with pilot sites ☐ Define specific pilot success metrics
Timeline Per Wave
Wave 1 Detailed Timeline (3 Weeks)
| Day | Activity | Owner |
|---|---|---|
| Day 1 | Configuration finalized, test environment validated | IT/Vendor |
| Day 2 | Champion training (intensive, 4 hours) | Training Lead/Vendor 🔵 |
| Day 3–4 | Champion trains location staff | Local Champion |
| Day 5 | Final pre-launch checklist, systems verification | Regional Manager |
| Day 6 | Go-Live Day | All hands |
| Days 7–14 | Daily monitoring, troubleshooting, optimization | Champion/Central Team |
| Days 15–21 | Performance assessment, documentation of learnings | VP of Operations |
Buffer Week Activities
☐ Compile learnings document from completed wave ☐ Update configuration template based on learnings ☐ Refine training materials based on feedback ☐ ⚠️ Address any technical issues before next wave ☐ 🟣 Conduct go/no-go assessment for next wave
Go/No-Go Criteria
Criteria to Advance to Next Wave
| Category | Go Criteria | No-Go Trigger |
|---|---|---|
| System Stability | <2 critical bugs reported, all resolved | >5 critical bugs OR any unresolved P1 issue |
| Adoption | >80% of staff trained and using system | <60% adoption after Week 2 |
| Patient Response | No significant patient complaints | >10 patient complaints per location |
| Workflow Integration | PMS integration functioning correctly | Integration failures affecting >10% of transactions |
| Staff Satisfaction | Champion reports manageable issues | Champion or Office Manager requests pause |
| Data Accuracy | AI recommendations accurate per clinical review | Accuracy concerns raised by providers |
🟣 Go/No-Go Decision Protocol
- Regional Manager compiles wave completion report
- VP of Operations reviews against criteria
- Chief Dental Officer reviews clinical accuracy data
- IT Director reviews technical stability
- Joint decision within 48 hours of wave completion
Rollback Plan
Rollback Triggers
- System failure affecting patient care or safety
- Critical integration failure corrupting PMS data
- ⚠️ Provider clinical concerns about AI recommendation accuracy
- Sustained patient complaints affecting location reputation
Rollback Procedure
| Step | Action | Owner | Timeframe |
|---|---|---|---|
| 1 | Document triggering incident in detail | Location Champion | Immediate |
| 2 | Notify Regional Manager and central team | Location Champion | Within 1 hour |
| 3 | 🟣 VP of Operations authorizes rollback | VP of Operations | Within 2 hours |
| 4 | Disable scanO patient-facing features | IT/Vendor 🔵 | Within 4 hours |
| 5 | Revert to pre-implementation workflows | Office Manager | Within 8 hours |
| 6 | Patient communications paused and reviewed | Marketing/Ops | Within 24 hours |
| 7 | Root cause analysis initiated | IT/Vendor | Within 48 hours |
| 8 | Rollback impact assessment | VP of Operations | Within 1 week |
Isolation Protocol (Prevent Cross-Wave Impact)
- Each wave operates on independent timeline
- ⚠️ Rollback at one location does NOT automatically pause other locations
- Central team assesses whether issue is location-specific or systemic
- Systemic issues trigger portfolio-wide pause
5. Configuration & Integration (Weeks 2–3)
Practice Management System Integration
Dentrix Integration
| Step | Action | Time Estimate | Owner |
|---|---|---|---|
| 1 | Verify Dentrix version (G7+ recommended) | 15 min | IT |
| 2 | Enable Dentrix API access in administrative settings | 30 min | IT |
| 3 | 🔵 Obtain API credentials from Henry Schein (if required) | 2–5 days | IT/Vendor |
| 4 | Configure scanO Dentrix connector in admin portal | 1 hour | IT/Vendor 🔵 |
| 5 | Map patient identifiers between systems | 2 hours | IT |
| 6 | Configure appointment type mapping | 1 hour | Operations |
| 7 | ⚠️ Test patient data sync with sample records | 2 hours | IT |
| 8 | Test appointment creation workflow | 1 hour | IT/Operations |
| 9 | Verify bi-directional communication flow | 1 hour | IT |
| 10 | Document integration settings for standardization | 1 hour | IT |
Eaglesoft Integration
| Step | Action | Time Estimate | Owner |
|---|---|---|---|
| 1 | Verify Eaglesoft version (21+ recommended) | 15 min | IT |
| 2 | 🔵 Request Patterson Dental API access | 3–7 days | IT/Vendor |
| 3 | Enable integration features in Eaglesoft settings | 30 min | IT |
| 4 | Configure scanO Eaglesoft connector | 1 hour | IT/Vendor 🔵 |
| 5 | Establish patient matching rules | 2 hours | IT |
| 6 | ⚠️ Configure image transfer protocol (if applicable) | 2 hours | IT |
| 7 | Test patient lookup and data population | 2 hours | IT |
| 8 | Test communication workflow end-to-end | 1 hour | Operations |
| 9 | Validate appointment scheduling flow | 1 hour | IT/Operations |
| 10 | Document configuration for replication | 1 hour | IT |
Open Dental Integration
| Step | Action | Time Estimate | Owner |
|---|---|---|---|
| 1 | Verify Open Dental version (current stable release) | 15 min | IT |
| 2 | Enable API module in Open Dental (may require license) | 30 min | IT |
| 3 | Generate API keys in Open Dental admin | 30 min | IT |
| 4 | 🔵 Configure scanO Open Dental connector with API keys | 1 hour | IT/Vendor |
| 5 | Map custom patient fields if applicable | 1 hour | IT |
| 6 | Configure appointment category mapping | 1 hour | Operations |
| 7 | Test patient record synchronization | 2 hours | IT |
| 8 | ⚠️ Test image integration (if using Open Dental imaging) | 2 hours | IT |
| 9 | Validate complete patient journey workflow | 2 hours | Operations |
| 10 | Create integration documentation | 1 hour | IT |
Imaging System Integration
Step-by-Step Imaging Integration
| Step | Action | Time Estimate | Owner |
|---|---|---|---|
| 1 | Document existing imaging system (Dexis, Schick, etc.) | 30 min | IT |
| 2 | Verify DICOM/TWAIN/proprietary protocol requirements | 1 hour | IT |
| 3 | 🔵 Confirm scanO compatibility with imaging system | 1–3 days | Vendor |
| 4 | Configure image pathway—determine if scanO receives images or accesses archive | 2 hours | IT/Vendor 🔵 |
| 5 | ⚠️ Set up image compression/transmission parameters (bandwidth consideration) | 1 hour | IT |
| 6 | Test image capture → scanO analysis workflow | 2 hours | IT/Clinical |
| 7 | Validate image quality meets scanO requirements | 1 hour | Vendor 🔵 |
| 8 | Configure image storage/retention policies | 1 hour | IT/Compliance |
| 9 | Test patient-submitted images workflow | 2 hours | IT/Operations |
| 10 | Document imaging integration settings | 1 hour | IT |
Test Environment Setup
Test Environment Checklist
☐ 🔵 Request scanO sandbox/test environment access ☐ Create test patient records in PMS (minimum 20 test patients) ☐ Configure test location instance in scanO ☐ Verify test environment is isolated from production data ☐ Document test environment access credentials securely ☐ Train QA team on test environment use
Validation Checklist
| Test Category | Test Case | Expected Result | Pass/Fail |
|---|---|---|---|
| Patient Sync | Create new patient in PMS | Appears in scanO within [X] minutes | ☐ |
| Patient Sync | Update patient contact info in PMS | Updates reflected in scanO | ☐ |
| Communication | Trigger automated outreach | Patient receives SMS/email | ☐ |
| Communication | Patient responds to message | Response captured in scanO | ☐ |
| Screening | Patient completes screening | Results appear in scanO dashboard | ☐ |
| Screening | AI analysis completes | Recommendations generated | ☐ |
| Appointment | Appointment created via scanO | Appears in PMS schedule | ☐ |
| Reporting | Run standard report | Data accurate and complete | ☐ |
| Security | Attempt unauthorized access | Access denied, logged | ☐ |
Data Migration/Historical Data Ingestion
| Step | Action | Time Estimate | Owner |
|---|---|---|---|
| 1 | Determine historical data requirements (patient contact info, communication history) | 2 hours | Operations/Vendor 🔵 |
| 2 | Export historical patient data from PMS | 4 hours | IT |
| 3 | ⚠️ Clean and format data per scanO specifications | 8–16 hours | IT |
| 4 | 🔵 Submit data to scanO for ingestion | 1 hour | IT/Vendor |
| 5 | 🔵 Validate data import accuracy | 4 hours | IT/Vendor |
| 6 | Reconcile any import errors | Variable | IT |
| 7 | Document data lineage for compliance | 2 hours | Compliance/IT |
Security and HIPAA Compliance Verification
Enterprise HIPAA Checklist
| Item | Action | Owner | Status |
|---|---|---|---|
| BAA Execution | 🔵 Execute Business Associate Agreement with scanO | Legal | ☐ |
| Data Encryption | Verify encryption in transit (TLS 1.2+) and at rest (AES-256) | IT/Vendor 🔵 | ☐ |
| Access Controls | Configure role-based access controls per organizational policy | IT | ☐ |
| Audit Logging | Confirm audit logging enabled and accessible | IT/Vendor 🔵 | ☐ |
| Data Retention | Configure retention policies per organizational requirements | IT/Compliance | ☐ |
| Patient Consent | Review and update patient consent forms for AI screening | Compliance/Legal | ☐ |
| Data Governance | Document data flows for compliance records | Compliance | ☐ |
| Breach Protocol | Confirm breach notification procedures with vendor | Compliance/Vendor 🔵 | ☐ |
| Minimum Necessary | Verify only necessary PHI transmitted to scanO | Compliance/IT | ☐ |
| SSO Security | Configure SSO with MFA enforcement | IT | ☐ |
| Third-Party Security | 🔵 Review scanO SOC 2 report or equivalent | Compliance/Vendor | ☐ |
DSO Configuration Standards
Standardized Configuration Template (Centrally Controlled)
| Configuration Element | Standard Setting | Rationale |
|---|---|---|
| Patient Communication Templates | Centrally approved templates only | Brand consistency, compliance |
| AI Screening Parameters | Default sensitivity settings | Clinical standardization |
| Appointment Type Mapping | Standard appointment categories | Reporting consistency |
| User Role Definitions | Standardized role hierarchy | Access control uniformity |
| Notification Preferences | Default notification rules | Operational consistency |
| Reporting Dashboards | Standard report templates | Cross-location comparison |
| Data Retention | Organizational policy | Compliance |
| Branding/Logos | Corporate brand assets | Brand consistency |
Location-Specific Configuration (Local Discretion Allowed)
| Configuration Element | Customization Allowed | Approval Required |
|---|---|---|
| Provider-specific communication preferences | Within approved templates | Office Manager |
| Specialty-specific screening pathways | From approved options | Regional Manager |
| Operating hours for communication | Local schedule | Office Manager |
| Language preferences | Available languages | Office Manager |
| Local contact information | Accurate info required | Office Manager |
| Provider availability for scheduling | Accurate info required | Office Manager |
Centralized vs. Per-Location Testing
Recommended Approach: Centralized test environment with location-specific testing protocols
- Central IT maintains master test environment
- Each location conducts standardized acceptance testing pre-go-live
- Acceptance testing results documented using standard template
- Central IT validates location acceptance before go-live authorization
6. Team Training Plan
Train-the-Trainer Model
Champion Selection Criteria
| Criterion | Importance | Assessment Method |
|---|---|---|
| Role | Office Manager or Lead Provider preferred | Organizational role |
| Tech Aptitude | Comfortable with digital tools, quick learner | Manager assessment |
| Communication Skills | Can effectively train peers, patient communication | Manager assessment |
| Availability | Can dedicate time to training responsibilities | Schedule review |
| Influence | Respected by team, positive attitude | Manager assessment |
| Commitment | Willing to own success of implementation | Direct conversation |
Champion Responsibilities
☐ Complete intensive champion training (4 hours) ☐ Deliver role-specific training to all location staff ☐ Serve as first point of contact for location questions ☐ Conduct daily check-ins during go-live week ☐ Document issues and escalate appropriately ☐ Provide feedback to central team for continuous improvement ☐ Train new hires on scanO workflows ☐ Conduct quarterly refresher training
Champion Certification Process
| Step | Activity | Time | Delivered By |
|---|---|---|---|
| 1 | Champion orientation and role overview | 30 min | Regional Manager |
| 2 | Platform deep-dive training | 2 hours | Vendor 🔵 |
| 3 | Train-the-trainer methodology | 1 hour | Training Lead |
| 4 | Certification assessment (practical demonstration) | 30 min | Training Lead/Vendor 🔵 |
| 5 | Certification confirmed, credentials issued | — | VP of Operations |
Role-Specific Training Outlines
Providers (Dentists)
Estimated Training Time: 90 minutes
Recommended Format: Live demo (30 min) + shadow session with champion (60 min)
Training Outline:
- Overview of scanO in patient communication workflow (10 min)
- How AI screening works—capabilities and limitations (15 min)
- Interpreting AI screening results (20 min)
- When and how to override AI recommendations (15 min)
- Integration with clinical workflow—what changes (15 min)
- Documentation requirements (10 min)
- Q&A (5 min)
Common Resistance Points and Responses:
| Resistance | Response |
|---|---|
| "AI can't replace clinical judgment" | "Correct—scanO is a triage and communication tool, not a diagnostic replacement. You remain the clinical decision-maker." |
| "This adds work to my day" | "Initial adjustment period, then time saved on patient education and re-engagement follow-up. Let's track your time for the first month." |
| "What if the AI is wrong?" | "AI provides recommendations, not diagnoses. You review and confirm before any patient communication references clinical findings." |
Day 1 Cheat Sheet for Providers:
╔══════════════════════════════════════════════════════════════╗
║ scanO QUICK REFERENCE - PROVIDERS ║
╠══════════════════════════════════════════════════════════════╣
║ □ Patient completed screening? Check scanO dashboard first ║
║ □ Review AI findings BEFORE patient conversation ║
║ □ Green = AI confident, Yellow = Review needed, Red = Flag ║
║ □ Use findings to personalize patient education ║
║ □ Override AI recommendation: [Menu > Override > Reason] ║
║ □ Questions? Ask [Champion Name] or call ext. [XXX] ║
╚══════════════════════════════════════════════════════════════╝
Hygienists
Estimated Training Time: 60 minutes
Recommended Format: Video training (20 min) + live demo (20 min) + practice (20 min)
Training Outline:
- scanO overview and role in patient journey (10 min)
- What hygienists see in patient records (15 min)
- Referencing screening results in patient conversations (15 min)
- Encouraging patients
AI-generated implementation guide based on public vendor information. Verify specifics directly with scanO.