Teledentix — Implementation Playbook (DSO)

Executive Summary

Teledentix is a HIPAA-compliant, cloud-native teledentistry platform enabling remote consultations, treatment planning, and collaborative diagnostics across distributed practice locations. For Dental Service Organizations (DSOs) managing multiple practices, Teledentix unlocks geographic flexibility, reduces chair time waste, and creates scalable revenue from virtual consultations.

Why DSOs Win: DSOs benefit from unified compliance infrastructure, centralized credentialing, and the ability to route patients across a network efficiently—eliminating single-location bottlenecks and enabling specialists to serve multiple practices simultaneously.

Expected Timeline: 16 weeks from signed contract to full network deployment (pilot + scaled rollout).

Pre-Implementation Checklist (Weeks 1-2)

Technical Requirements

Network & Infrastructure

• Minimum 10 Mbps download / 5 Mbps upload per location (bandwidth audit required)
• Dedicated ISP line recommended; document backup connectivity options
• HIPAA-compliant firewall rules (Teledentix provides specifications)
• Device inventory: 1 primary clinical workstation + 1 backup per operatory

Hardware Specifications

• Camera: 1080p minimum (Teledentix-certified USB options provided)
• Microphone: Noise-canceling (critical for exam audio clarity)
• Monitors: 24" minimum for clear intraoral imagery
• Patient device support: iPad, Android tablet, or patient laptop (for remote asynchronous consults)

Integration Checklist

• Existing Practice Management System (PMS) integration scope confirmed
• Patient communication workflow (SMS/email triggers) mapped
• EHR export/import tested (compliance for patient records)
• Single Sign-On (SSO) setup with your DSO's identity provider

Stakeholder Alignment

Schedule alignment workshops with:

1. Practice Owners/Managers (2 hours)

   • Revenue expectations and consultation pricing models
   • Scheduling workflow changes
   • Support SLA commitment

2. Clinical Leadership (3 hours)

   • Clinical protocols for virtual exams
   • Malpractice/liability implications (covered in Teledentix insurance guidance)
   • Credential verification plan for multi-location practitioners

3. Front Desk/Scheduling (1.5 hours)

   • Virtual appointment booking process
   • Patient communication templates
   • Cancellation/rescheduling procedures

4. IT/Operations (2 hours)

   • Network requirements and testing timeline
   • Device management and deployment
   • Backup and disaster recovery procedures

Baseline Metrics to Capture (Pre-Pilot)

Document these metrics across all pilot locations:

• Current operatory utilization rate (% of scheduled chair time occupied)
• Average patient wait time for initial consultation
• Consultation-to-treatment conversion rate (existing in-person baseline)
• Monthly new patient volume per location
• Current consultation revenue per location (if applicable)
• Staff scheduling efficiency (overtime hours, gaps)

Why: These create the control group comparison. Without baseline data, measuring pilot impact is impossible.

Pilot Wave (Weeks 3-6)

Location Selection Criteria

Select 2-3 pilot practices meeting these criteria:

• Operational Maturity: Established practice with stable scheduling (avoid locations in transition)
• Tech Readiness: IT contact person identified; bandwidth tested ≥10 Mbps
• Clinical Volume: 40+ new patients/month (sufficient volume to test different use cases)
• Geographic Diversity: One urban, one suburban preferred (test network variability)
• Stakeholder Buy-In: Clinical director and office manager actively involved (not assigned)
• EHR Compatibility: PMS vendor confirmed compatible with Teledentix (or API integration planned)

Configuration & Setup

Week 3 Activities:

1. Teledentix Environment Deployment

   • Cloud instance provisioned under DSO master account
   • SSO configuration with your identity provider
   • HIPAA Business Associate Agreement (BAA) execution

2. Hardware Deployment

   • Ship certified camera/microphone kits to each location
   • Install USB devices on primary and backup workstations
   • Test audio/video quality; troubleshoot lighting issues (intraoral camera clarity depends on proper lighting)

3. Clinical Workflow Mapping

   • Define which appointment types go virtual vs. in-person (e.g., second opinions, treatment planning vs. restorative work)
   • Create Teledentix virtual appointment templates in PMS
   • Document referring clinician protocols (when to send patient to virtual exam)

Week 4 Activities:

4. Credential & Access Setup

   • Clinician credentials verified and loaded into Teledentix
   • Multi-location practitioner access configured (critical for DSO model)
   • Role-based access controls (hygienist, dentist, specialist) defined

5. PMS Integration Testing

   • Test bidirectional data sync (appointment creation → Teledentix, consultation notes → PMS)
   • Validate patient record pull (pre-visit data availability)
   • Confirm insurance eligibility checks don't break workflow

Training Approach

Clinician Training (4 hours, split across 2 sessions)

• Session 1: Platform navigation, camera operation, virtual exam best practices
• Session 2: Real case review—practice with standardized patients (staff volunteers)
• Competency check: Each clinician completes 2 supervised virtual consults before independent use

Front Desk Training (2 hours)

• Booking workflow, patient instructions, technical troubleshooting
• Role-play: "Patient called about camera not working—what's your script?"

Go-Live: Week 5 (mid-week preferred to catch issues before weekend)

Scaled Rollout (Weeks 7-16)

Wave Planning

Wave 2 (Weeks 7-10): 3-4 locations

• Lessons from pilot incorporated into setup
• Training templates refined

Wave 3 (Weeks 11-13): Remaining locations (in batches of 4-5)

• Faster deployment due to standardization
• Parallel training with wave 2 support ongoing

Wave 4 (Weeks 14-16): Specialty centers, high-volume locations

• Advanced features enabled (specialist routing, asynchronous diagnostics)
• Network-wide analytics dashboards activated

Change Management

• Monthly DSO-wide sync (30 min): Share wins, troubleshoot blockers, adjust pricing
• Location champions program: Designate 1 super-user per location (5 hrs/month stipend) for peer support
• Quick-win communication: Weekly email highlighting revenue from virtual consults and saved chair time

Support Infrastructure

Teledentix Support Model:

• Tier 1: Location staff → Location IT champion → Teledentix Help (ticketing system)
• Tier 2: Teledentix technical support (24/7 emergency line for clinical functionality)
• Tier 3: DSO Implementation Manager (owns escalations, vendor coordination)

Documentation Repo:

• Quick-start guides (1 page per role)
• Video library (camera setup, common error fixes)
• Monthly "what's new" briefing

ROI Tracking

Key Metrics by Category

Clinical:

• Virtual consultation completion rate (target: >85%)
• Conversion rate (virtual consult → scheduled procedure)
• Clinician hours saved per month from remote diagnostics

Financial:

• Revenue per virtual consultation (capture pricing)
• Operatory utilization improvement (%)
• Scheduling efficiency gain (minutes saved per day per location)

Operational:

• Patient NPS for virtual consults
• Technology incident rate (tickets/month)
• Clinician adoption rate (% of eligible providers using platform)

30/60/90 Day Benchmarks

Day 30 (End of Pilot):

• ≥60 virtual consultations completed across pilot locations
• ≥70% clinician adoption (actively using platform)
• Zero critical technical incidents

Day 60 (Mid-Rollout):

• 10+ locations live, 200+ virtual consultations total
• Conversion rate established (baseline: 45-55% virtual → procedure)
• First operational SOP revisions documented

**Day