Straumann / ClearCorrect — Implementation Playbook (DSO)

Executive Summary

Straumann / ClearCorrect is a cloud-based digital orthodontic platform combining intraoral scanning, AI-powered treatment planning, and aligner manufacturing with integrated practice management workflows. For DSOs, it centralizes case logistics, standardizes clinical protocols across multiple locations, and creates a single revenue stream from direct-to-consumer and traditional referral cases.

Why DSOs benefit: Multi-location standardization, centralized case approval workflows, unified analytics across locations, and the ability to manage production logistics at scale. A single DSO can route cases to optimal production facilities and manage 500+ concurrent cases across 8+ practices from a central command center.

Timeline: 16 weeks to full deployment across 8-12 locations; 24 weeks to operational maturity with optimized workflows.

Pre-Implementation Checklist (Weeks 1-2)

Technical Requirements

• Network infrastructure: Verify 10+ Mbps download / 5 Mbps upload at all locations (scanner uploads are 200-400 MB per case)
• Device inventory: Plan 1-2 intraoral scanners per location (TRIOS or equivalent); 1 backup scanner recommended for 3+ doctor offices
• IT infrastructure: Confirm HIPAA-compliant cloud access, SSO integration with existing DSO identity management, and backup internet (LTE failover for scanning)
• Hardware refresh: Budget for scanner replacement every 3-4 years; current models cost $12K–$18K per unit
• Imaging room setup: 1 dedicated scanning station per 2 clinicians; adequate lighting and patient comfort (chair-side scanning requires ergonomic planning)

Stakeholder Alignment

Create a DSO steering committee (meets bi-weekly):

• Chief Clinical Officer or VP of Clinical Operations (owns protocol standardization)
• IT Director (infrastructure, data security, integrations)
• Operations Director (inventory, logistics, scheduling)
• Finance lead (cost allocation, revenue tracking by location)
• 1-2 practice directors from pilot locations

Secure buy-in from clinicians:

• Conduct 4-5 lunch-and-learns (30 min each) with doctors and hygienists
• Address concerns directly: scanning time (typically 3-5 min per patient), treatment planning approval workflows, and revenue impact
• Create a clinical advisory board of 2-3 respected orthodontists within the DSO to champion adoption

Baseline Metrics to Capture

Before any scanning begins, establish a data collection baseline (Weeks 1-2):

• Current new patient volume per location (30-day average)
• Average case acceptance rate (%)
• Average treatment duration (months)
• Current revenue per case (avg. treatment fee)
• Doctor chair time per case (planning + setup)
• Patient communication touchpoints (initial consult to treatment start)
• Inventory costs for traditional impression materials
• Current case approval cycle time (baseline: typically 5-7 days)

Document these in a shared DSO dashboard for real-time comparison post-launch.

Pilot Wave (Weeks 3-6)

Location Selection Criteria

Select 2-3 pilot locations based on:

• Clinical readiness: Doctor(s) with 5+ years experience, lower resistance to change, willingness to provide daily feedback
• Operational stability: Practices not undergoing staff transitions; sufficient administrative bandwidth for new workflows
• Patient volume: Minimum 30-40 new starts per month (enough to generate learning without overwhelming resources)
• Geographic distribution: If possible, select 1 urban + 1 suburban location to test logistics and network conditions
• Technology comfort: Identify sites with existing EMR adoption and positive digital adoption history

Red flags to avoid: Locations with recent leadership changes, practices in network instability zones, or doctors scheduled for sabbatical during pilot.

Configuration and Setup

Week 3 — Hardware deployment:

• Install scanners with tech support present; test with mock scans
• Calibrate imaging lighting and chair ergonomics
• Set up backup devices and power backup systems
• Confirm network bandwidth under peak scanning loads

Week 3-4 — Workflow mapping:

• Document current process: consult → impression → lab order → patient wait → delivery
• Map new process in ClearCorrect: scan → AI treatment preview → doctor review → patient approval → production
• Identify decision points: Who approves treatment plans? What's the approval SLA? How are patient concerns raised?
• Create standard operating procedures (SOPs) for exception handling (e.g., patient doesn't approve AI recommendation)

Week 4 — System configuration:

• Configure user roles: doctors (treatment planning), hygienists (scanning), staff (scheduling/logistics), practice manager (reporting)
• Integrate with existing practice management system (Ortho Insight, Dolphin, etc.) for scheduling and financial tracking
• Set up approval workflows (centralized DSO lead reviewing all treatment plans vs. local doctor review)
• Configure notification rules (doctor receives alert when scan uploaded, patient receives preview link 24 hrs post-scan)

Training Approach

Conduct role-specific, hands-on training (Weeks 4-5):

Establish a "superuser" at each pilot location — someone with strong clinical understanding + tech aptitude who becomes the go-to resource for troubleshooting and peer training.

Scaled Rollout (Weeks 7-16)

Wave Planning

Wave 1 (Weeks 7-9): 2 additional locations (choose based on pilot learnings; prioritize high-volume practices)
Wave 2 (Weeks 10-12): 3-4 locations (can now use trained superusers from Wave 1 as peer trainers)
Wave 3 (Weeks 13-16): Remaining locations; incorporate refined SOPs and case templates from Waves 1-2

For each wave, reduce onsite training support by 30% — by Wave 3, practice teams should be largely self-sufficient with DSO superuser mentorship and recorded resource library.

Change Management

Establish a change control process:

• Document resistance drivers: scanning time concerns, loss of autonomy over treatment planning, data privacy fears
• Create location-specific "change champions" (respected clinicians) to address peer concerns
• Share pilot results monthly (e.g., "Location A reduced time-to-treatment-start by 4 days"; "Patient preview approval rate: 94%")
• Host quarterly town halls for all locations to celebrate wins and address emerging issues

Manage the "comfort cliff":
Weeks 3-6 feel chaotic (slower initial workflows). By Week 8, efficiency gains become visible. Communicate this explicitly to prevent early abandonment.

Support Infrastructure

Create a multi-tier support model:

1. Tier 1: In-location superuser (first response, typically answers within 2 hours)
2. Tier 2: DSO clinical operations team (escalations, workflow optimization; 24-hr SLA)
3. Tier 3: Straumann / ClearCorrect vendor support (technical issues, system bugs; 4-hr response)

Establish weekly DSO sync calls (30 min) with all practice directors to discuss blockers and share learnings.

ROI Tracking

Key Metrics to Measure