Toothy AI — Implementation Playbook (DSO)

Toothy AI Implementation Playbook

Revenue Cycle Optimization for Dental Support Organizations

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1. Executive Summary

What Toothy AI Does

Toothy AI is a revenue cycle management platform that leverages artificial intelligence to automate claim submission, predict and prevent denials before they occur, optimize coding accuracy, and accelerate insurance verification processes. The platform integrates with existing practice management systems to analyze historical claims data, identify revenue leakage patterns, and provide real-time recommendations to maximize reimbursement rates across your entire DSO portfolio.

Why DSOs Specifically Benefit from Revenue Cycle AI

Scale Advantages: A 30-location DSO processing 50,000+ claims annually amplifies every percentage point improvement in clean claim rates. What represents a marginal gain for a single practice becomes transformational at scale—a 3% reduction in denials across your portfolio could translate to $500K+ in recovered annual revenue.

Standardization Opportunity: Revenue cycle AI enforces coding consistency across locations, eliminating the variability that occurs when 30 different billing coordinators interpret CDT codes differently. This standardization reduces compliance risk and creates predictable revenue patterns.

Data Aggregation Power: Your DSO's claims data becomes a strategic asset. Toothy AI's machine learning models improve with volume—patterns invisible in a single practice's data become clear across thousands of claims, enabling predictive denial prevention that standalone practices simply cannot achieve.

Expected Timeline: Decision to Full Deployment

Phase	Duration	Milestone
Pre-Implementation	Weeks 1–2	Infrastructure ready, stakeholders aligned
Pilot Wave (3 locations)	Weeks 3–6	Validated configuration, trained champions
Wave 2 (8 locations)	Weeks 7–10	Scaled deployment, refined processes
Wave 3 (Remaining locations)	Weeks 11–16	Full deployment
Optimization	Weeks 17–24	ROI validation, workflow refinement

Total timeline: 16–24 weeks from signed contract to full deployment across 15–50 locations, with measurable ROI data available by week 20.

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

Technical Requirements

Hardware

☐ Verify minimum workstation specs at each location: 8GB RAM, Windows 10/11 or macOS 12+ ☐ Confirm at least one dual-monitor setup at each location for billing staff (strongly recommended) ☐ Inventory existing scanner hardware for EOB processing (if using Toothy AI's EOB automation module) ☐ Estimated time: 4 hours to complete hardware audit across all locations

Software

☐ Document current PMS version at each location (Dentrix G7.4+, Eaglesoft 21+, or Open Dental 22.1+ required) ☐ Verify browser compatibility: Chrome 90+, Edge 90+, Firefox 88+ (Safari not supported) ☐ Confirm PDF viewer installed on all billing workstations ☐ Estimated time: 2 hours for software inventory

Network

☐ Minimum 25 Mbps download / 10 Mbps upload at each location ☐ Verify outbound HTTPS (port 443) is not blocked by firewalls ☐ Confirm VPN compatibility if locations connect through centralized network ☐ Test latency to Toothy AI servers (<100ms recommended) ☐ Estimated time: 3 hours for network testing across locations

Integrations

☐ Identify all clearinghouses currently in use (Toothy AI integrates directly with Tesia, DentalXChange, NEA, Availity) ☐ Document any existing RCM tools or automation that may overlap ☐ List all insurance portals currently accessed manually ☐ Estimated time: 2 hours

🔵 Vendor Onboarding Steps

☐ Schedule kickoff call with Toothy AI implementation team ☐ Receive dedicated Customer Success Manager (CSM) contact ☐ Obtain access to Toothy AI Partner Portal ☐ Request technical documentation package ☐ Confirm implementation support hours and escalation contacts ☐ 🔵 Schedule technical architecture review with Toothy AI solutions engineer ☐ Estimated time: 3 hours of meetings in Week 1

Key Vendor Contacts to Establish

Role	Purpose	Response SLA
Customer Success Manager	Strategic relationship, escalations	4 hours
Technical Implementation Lead	Integration support, configuration	2 hours
Support Desk	Day-to-day technical issues	1 hour (business hours)
Security/Compliance Contact	BAA questions, audits	24 hours

Data/Access Prerequisites

☐ Generate read/write API credentials from PMS (per-location or enterprise-level depending on PMS) ☐ Compile list of all NPI numbers for providers across organization ☐ Gather Tax ID documentation for all practice entities ☐ ⚠️ Export 12 months of claims history from each location (common failure point—allocate extra time) ☐ Document fee schedule by location and payer ☐ Compile active insurance contract list with effective dates ☐ Create service account credentials for Toothy AI platform access ☐ Estimated time: 8–12 hours depending on PMS complexity

Enterprise-Level Requirements

Network Standards

☐ 🟣 Decide: Centralized hosting (all traffic routes through HQ) vs. location-level direct connection ☐ Document firewall rules required for IT team to implement across all locations ☐ Establish VPN tunnel requirements if using centralized approach ☐ Create network change request tickets for each location (allow 5–7 business days for implementation) ☐ Estimated time: 4 hours for planning, plus IT implementation time

Identity & Access Management

☐ 🟣 Confirm SSO provider (Okta, Azure AD, Google Workspace supported) ☐ 🔵 Request SSO integration from Toothy AI (SAML 2.0 or OIDC) ☐ Define role-based access control (RBAC) structure:

• DSO Admin: Full access, all locations, configuration rights
• Regional Manager: Read/write for assigned region, no configuration
• Location Manager: Read/write for single location
• Billing Staff: Claim-level access only
• Provider: Read-only claim status for own patients ☐ Estimated time: 6 hours for SSO configuration

Centralized Credentialing

☐ Compile master provider roster with credentialing status by payer ☐ Establish process for credential updates to flow to Toothy AI ☐ 🔵 Configure provider management module with Toothy AI team ☐ Estimated time: 4 hours

Internal Stakeholder Alignment

🟣 Stakeholder Alignment Map

Stakeholder	Involvement Level	What They Need	When to Engage
Board/Investors	Inform	ROI projections, risk mitigation plan	Pre-decision, quarterly updates
CEO/COO	Approve	Business case, timeline, resource requirements	Pre-decision, monthly updates
Chief Dental Officer	Consult	Clinical workflow impact, provider adoption plan	Week 1, Wave 1 go-live
CFO	Approve	Financial projections, contract terms, baseline metrics	Pre-decision, monthly ROI reviews
VP of Operations	Own	Full playbook, rollout execution	Daily during implementation
IT Director	Own (technical)	Integration specs, security requirements, support structure	Week 1 through deployment
Regional Managers	Execute	Location readiness, champion selection, training oversight	Week 2 through deployment
Office Managers	Execute	Day-to-day workflow changes, staff scheduling for training	Wave-specific timing
Billing Team Leads	Execute	Detailed workflow changes, system training	Wave-specific timing
Providers	Participate	Minimal disruption assurance, communication about claim status improvements	Pre-go-live at each location

Alignment Actions

☐ 🟣 Secure executive sponsor (recommend VP of Operations or COO) ☐ 🟣 Obtain board notification approval (if required by governance) ☐ Brief regional managers on timeline and their role ☐ Draft initial FAQ document for office managers ☐ Estimated time: 8 hours of meetings and documentation

Baseline Metrics to Capture

⚠️ Critical: Standardize Measurement Before Any Location Goes Live

Without consistent baseline measurement, cross-location comparison and true ROI calculation are impossible. This is a common failure point—many DSOs skip this step and regret it at the 60-day review.

Required Baseline Metrics (Capture for Each Location)

Metric	Definition	Data Source	Target Capture Date
Clean Claim Rate	% of claims accepted on first submission	Clearinghouse reports	Week 1
Denial Rate by Category	% denied by reason code (eligibility, coding, authorization, etc.)	PMS aging reports	Week 1
Days in A/R	Average days from service to payment	PMS financial reports	Week 1
A/R Over 90 Days	Dollar value and % of total A/R	PMS financial reports	Week 1
Collection Rate	Net collections / Net production	PMS + accounting	Week 1
Claim Submission Lag	Days from service to claim submission	PMS workflow reports	Week 1
Insurance Verification Time	Minutes per verification (estimate or sample)	Staff time study	Week 2
Rework Rate	% of claims requiring correction and resubmission	PMS or manual tracking	Week 1
Revenue per FTE (Billing)	Net collections / billing staff headcount	HR + financial data	Week 1

Capture Process

☐ Create standardized data collection template (Excel or Google Sheets) ☐ Train regional managers on metric definitions ☐ Collect 6-month historical data where available (12 months preferred) ☐ Store baseline data in centralized location (not in Toothy AI—maintain independent record) ☐ Flag any locations with data quality issues before proceeding ☐ Estimated time: 2–3 hours per location for data collection

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3. Location Readiness Assessment

Scoring Framework

Score each location on the following factors using a 1–5 scale. This assessment identifies which locations should deploy first and which need remediation before deployment.

Factor 1: IT Infrastructure Maturity

Score	Criteria
5	Network >50 Mbps, hardware <2 years old, current PMS version, dual monitors, IT support on-site or same-day
4	Network 25–50 Mbps, hardware 2–3 years old, PMS within one version of current, IT support next-day
3	Network meets minimum (25 Mbps), hardware 3–4 years old, PMS supported but outdated, IT support 2–3 days
2	Network occasionally below minimum, hardware 4–5 years old, PMS version requires upgrade, IT support unreliable
1	Network frequently below minimum, hardware >5 years old, PMS version not supported, no IT support structure

Factor 2: Staff Tenure and Adaptability

Score	Criteria
5	Billing team tenure >3 years avg, turnover <10%, prior successful tech adoption, proactive about efficiency
4	Billing team tenure 2–3 years, turnover 10–20%, successful tech adoption with support
3	Billing team tenure 1–2 years, turnover 20–30%, mixed tech adoption history
2	Billing team tenure <1 year, turnover 30–40%, resistant to recent changes
1	High billing staff turnover (>40%), recent failed tech implementation, active resistance to change

Factor 3: Patient Volume

Score	Rationale
5	Medium-high volume (150–200 claims/week)—meaningful impact, manageable risk
4	Medium volume (100–150 claims/week)—good balance
3	High volume (>200 claims/week)—high impact but higher risk for pilot
2	Low volume (<75 claims/week)—limited data for validation
1	Very low volume (<50 claims/week) or very high volume (>300 claims/week) with no buffer capacity

Note: For Wave 1 pilots, medium-high volume locations score highest because they generate enough data to validate the system without overwhelming the team during learning curve.

Factor 4: Existing Tech Stack Compatibility

Score	Criteria
5	Dentrix Enterprise or Open Dental with API access, compatible clearinghouse, no conflicting RCM tools
4	Dentrix/Eaglesoft current version, compatible clearinghouse, minor integration considerations
3	Supported PMS version, clearinghouse requires additional configuration, some manual workarounds needed
2	Older PMS version requiring upgrade, clearinghouse not directly integrated, significant workarounds
1	Unsupported PMS, incompatible clearinghouse, or existing RCM tool with contractual/technical conflicts

Factor 5: Local Champion Availability

Score	Criteria
5	Tech-forward office manager or billing lead with influence, explicitly volunteered, has capacity
4	Capable office manager willing to champion, moderate tech comfort, has capacity
3	Office manager will participate but not enthusiastic, limited tech background
2	No obvious champion, office manager at capacity, would need regional support
1	Office manager resistant, no alternative champion candidates, recent leadership turnover

Readiness Score Calculation

Composite Score = (IT Infrastructure × 1.5) + (Staff Adaptability × 1.5) + (Patient Volume × 1.0) + (Tech Stack × 1.5) + (Local Champion × 1.0)

Maximum possible score: 32.5

Score Range	Readiness Category	Rollout Recommendation
27–32.5	High Readiness	Wave 1 candidate
21–26.9	Moderate-High Readiness	Wave 2 candidate
15–20.9	Moderate Readiness	Wave 3 candidate
10–14.9	Low Readiness	Remediation required before deployment
<10	Not Ready	Significant intervention needed

Location Assessment Template

Location	IT Infra (×1.5)	Staff (×1.5)	Volume (×1.0)	Tech Stack (×1.5)	Champion (×1.0)	Composite	Wave
Example: Main St	4 (6.0)	4 (6.0)	5 (5.0)	5 (7.5)	5 (5.0)	29.5	1

☐ Complete readiness assessment for all locations ☐ Rank locations by composite score ☐ Identify remediation needs for locations scoring <15 ☐ 🟣 Present recommended wave assignments to executive sponsor for approval ☐ Estimated time: 1 hour per location for assessment

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4. Rollout Strategy

Wave Structure Recommendation

For a 15–50 location DSO, a three-wave structure balances speed with risk management:

Wave	Locations	Duration	Purpose
Wave 1 (Pilot)	2–3 locations	4 weeks	Validate configuration, stress-test integration, train first champions, identify unexpected issues
Wave 2 (Expand)	5–8 locations	4 weeks	Scale training model, refine processes based on Wave 1 learnings, build organizational momentum
Wave 3 (Complete)	Remaining locations	4–6 weeks	Full deployment, leveraging mature playbook and experienced champions

Wave 1 Pilot Location Selection Criteria

Select 2–3 locations that meet ALL of the following:

Must-Have Criteria

☐ Composite readiness score ≥27 ☐ Office manager explicitly committed to championing ☐ No major operational changes planned during pilot period (no relocations, provider changes, PMS upgrades) ☐ Regional manager available for weekly check-ins ☐ Not your highest-revenue location (manageable risk) ☐ Not your lowest-revenue location (meaningful data volume)

Should-Have Criteria

☐ Represents a common configuration in your portfolio (if most locations run Dentrix, pilot should too) ☐ Geographic proximity to HQ or regional support (enables on-site troubleshooting) ☐ Mix of practice types if your DSO includes GP and specialty (one of each in Wave 1) ☐ Staff has bandwidth—not currently underwater with vacancies or other initiatives

Selection Anti-Patterns (Avoid)

⚠️ Do not select your "flagship" highest-performing location—if something goes wrong, the damage is amplified ⚠️ Do not select a location solely because the office manager volunteered enthusiastically but scores low on other factors ⚠️ Do not select multiple locations in the same region unless you have regional manager capacity to support both simultaneously

Timeline Per Wave

Wave 1 Detailed Timeline (Weeks 3–6)

Week	Activities
Week 3	Integration go-live for pilot locations, champion training, parallel run begins
Week 4	Full workflow transition, daily check-ins, issue remediation
Week 5	Workflow refinement, reduced check-in cadence, begin documenting learnings
Week 6	Go/no-go assessment, Wave 2 preparation, champion certification

Wave 2 Timeline (Weeks 7–10)

Same structure as Wave 1, but with refined processes and Wave 1 champions available to mentor Wave 2 champions.

Wave 3 Timeline (Weeks 11–16)

Accelerated deployment leveraging mature playbook. Can deploy 3–4 locations per week once the process is proven.

Buffer Between Waves

Minimum 1 week buffer between waves to:

• Conduct retrospective with pilot location champions
• Update training materials based on learnings
• Resolve any systemic issues before scaling
• 🟣 Present go/no-go decision to executive sponsor

Go/No-Go Criteria

Criteria to Advance to Next Wave

Criterion	Threshold	Measurement
System stability	<5 critical errors per location in final week	Toothy AI error logs
Integration reliability	99%+ claim transmission success rate	Toothy AI dashboard
Staff proficiency	All billing staff pass competency check	Champion attestation
No major workflow blockers	Zero unresolved issues blocking daily operations	Issue tracker
Champion confidence	Champion rates readiness ≥4/5	Champion survey
Clean claim rate	Not decreased from baseline	Toothy AI vs. baseline

🟣 Go/No-Go Decision Meeting

☐ Schedule 1-hour meeting at end of each wave ☐ Attendees: Executive sponsor, VP Operations, IT Director, Regional Manager(s), Champion(s) ☐ Prepare summary deck: metrics vs. targets, issue log, champion feedback, recommendation ☐ Decision options: Proceed, Proceed with conditions, Pause for remediation

⚠️ Rollback Plan

If a wave fails or a location cannot stabilize, execute the following rollback without disrupting other locations:

Immediate Triage (Day of Issue)

1. Disable Toothy AI claim submission routing for affected location only
2. Revert to direct PMS-to-clearinghouse submission
3. Notify regional manager and executive sponsor within 2 hours
4. 🔵 Open critical support ticket with Toothy AI

48-Hour Remediation Window

1. Toothy AI technical team diagnoses root cause
2. Determine if issue is location-specific or systemic
3. If systemic: pause all waves until resolved
4. If location-specific: remediate and re-attempt, or move location to later wave

Wave Pause Triggers

Immediately pause current wave if ANY of the following occur:

• 3 locations in the wave experience the same critical error

• Data integrity issue (claims submitted with incorrect information)
• Security incident of any kind
• Champion or Office Manager requests pause citing inability to operate

Rollback Does Not Affect

• Other locations already live (they continue operating)
• Locations not yet deployed (they remain in queue)
• Historical data already in Toothy AI (preserved for later re-deployment)

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5. Configuration & Integration (Weeks 2–3)

Practice Management System Integration

🔵 Dentrix (Enterprise or G-Series)

Prerequisites ☐ Dentrix version G7.4 or higher confirmed ☐ Dentrix API license obtained from Patterson (required for bidirectional integration) ☐ Database server credentials available (for enterprise installations) ☐ ⚠️ Confirm no custom Dentrix plugins that modify claim workflows

Integration Steps

1. ☐ 🔵 Request API credentials from Toothy AI partner portal
2. ☐ Install Toothy AI connector application on Dentrix server (30 minutes)
3. ☐ Configure API connection using provided credentials
4. ☐ 🔵 Run connection test with Toothy AI support on the line
5. ☐ Enable claim data sync (initially read-only to validate data flow)
6. ☐ Validate patient/insurance data matching (sample 50 records)
7. ☐ Enable bidirectional sync (claims, payments, adjustments)
8. ☐ Configure claim routing rules (which claims flow through Toothy AI)
9. ☐ Validate end-to-end claim submission with test claim

Estimated time: 3–4 hours per location for Dentrix integration

🔵 Eaglesoft

Prerequisites ☐ Eaglesoft version 21.0 or higher confirmed ☐ Administrative access to Eaglesoft ☐ SQL Server credentials (if using direct database integration)

Integration Steps

1. ☐ Enable Eaglesoft API in system settings
2. ☐ 🔵 Provide Toothy AI with Eaglesoft system ID
3. ☐ Install Toothy AI bridge application
4. ☐ Configure authentication (practice ID, user credentials)
5. ☐ Map insurance companies and fee schedules
6. ☐ Test patient data sync with sample records
7. ☐ Enable claim workflow integration
8. ☐ Configure ERA/EOB import settings
9. ☐ Validate with end-to-end test claim

Estimated time: 3–4 hours per location

🔵 Open Dental

Prerequisites ☐ Open Dental version 22.1 or higher ☐ Open Dental API key generated (Settings > API) ☐ eConnector or direct database access configured

Integration Steps

1. ☐ Generate API key in Open Dental (Program Links > API)
2. ☐ 🔵 Provide API key to Toothy AI via secure portal
3. ☐ 🔵 Toothy AI configures webhook endpoints
4. ☐ Enable real-time claim notifications in Open Dental
5. ☐ Configure insurance plan mapping
6. ☐ Test claim creation and submission workflow
7. ☐ Enable payment posting integration
8. ☐ Configure ERA processing settings
9. ☐ Validate with end-to-end test claim

Estimated time: 2–3 hours per location (Open Dental typically fastest integration)

Clearinghouse Integration

Direct Clearinghouse Integrations

Toothy AI integrates directly with these clearinghouses—no action required beyond enabling in settings:

• Tesia
• DentalXChange
• NEA FastAttach
• Availity

Non-Integrated Clearinghouses

If your location uses a non-integrated clearinghouse: ☐ Discuss with Toothy AI CSM—custom integration may be available ☐ Alternative: Use Toothy AI as an intermediary clearinghouse (requires payer re-enrollment) ☐ 🟣 Decision required: Standardize clearinghouses across DSO vs. accommodate variety

Estimated time: 1 hour if using integrated clearinghouse, 4–8 hours if migration required

Test Environment Setup

Centralized Test Environment (Recommended for DSOs)

☐ 🔵 Request Toothy AI sandbox environment provisioned ☐ Load sample data representing multiple locations ☐ Configure all integrations in sandbox first ☐ Train champions in sandbox before production ☐ Maintain sandbox for ongoing training and testing

Per-Location Testing (Alternative)

• Use for location-specific configuration testing only
• Not recommended as primary test environment (inefficient)

Validation Checklist

☐ Patient demographic data flowing correctly ☐ Insurance information accurate and complete ☐ Procedure codes mapping properly ☐ Fee schedule applied correctly ☐ Provider information (NPI, credentials) accurate ☐ Claim generation produces valid 837 format ☐ ERA/EOB parsing working correctly ☐ Payment posting calculates accurately ☐ Denial reason codes mapping to AI categories

Estimated time: 4 hours for initial validation, 1 hour per location for location-specific validation

Data Migration / Historical Data Ingestion

Toothy AI's denial prediction models improve significantly with historical claims data.

Recommended Approach

☐ Export 12 months of claims history from PMS (HIPAA-compliant method) ☐ Include: claims, payments, adjustments, denial reasons ☐ ⚠️ Do NOT include patient names/SSNs beyond what's necessary for matching ☐ 🔵 Upload via Toothy AI secure data ingestion portal ☐ 🔵 Toothy AI processes and validates data (2–3 business days) ☐ Review data quality report with Toothy AI CSM ☐ Remediate any data gaps identified

Estimated time: 4–6 hours per location for export and validation

Security and HIPAA Compliance Verification

Enterprise-Level HIPAA Checklist

☐ Business Associate Agreement (BAA)

• 🔵 Request BAA from Toothy AI
• 🟣 Legal review of BAA terms
• 🟣 Execute BAA before any PHI transfer

☐ Data Governance

• Document what PHI Toothy AI will access
• Confirm data residency (US-only hosting)
• Verify encryption standards (AES-256 at rest, TLS 1.3 in transit)
• Review data retention policy (align with your retention requirements)
• Confirm data deletion process if contract terminates

☐ Access Controls

• SSO integration verified
• RBAC configured per Section 2
• Audit logging enabled
• Review who at Toothy AI has access to your data

☐ Vendor Security Verification

• Request SOC 2 Type II report
• Request penetration test results (within last 12 months)
• Verify HIPAA training for Toothy AI employees
• Confirm incident response procedures

☐ Internal Documentation

• Update privacy policies if required
• Update Notice of Privacy Practices if Toothy AI is patient-facing
• Brief compliance team on new vendor

Estimated time: 6–10 hours for compliance review and documentation

Standardized vs. Location-Specific Configuration

Standardize Centrally (Enterprise Configuration Template)

Configure once, deploy to all locations:

• Denial reason code categorization
• AI confidence thresholds for recommendations
• Claim scrubbing rules
• Reporting dashboards and KPIs
• User role definitions
• Alert thresholds and escalation rules
• ERA processing rules
• Integration settings (for same PMS across locations)

Allow Location-Specific Configuration

• Fee schedules (may vary by location/payer contracts)
• Provider preferences (some providers may want more/fewer AI suggestions)
• Working hours for real-time alerts
• Specialty-specific workflows (if portfolio includes specialty practices)
• Payer mix optimization (different payers prominent in different regions)

⚠️ Common Failure Point: Allowing too much local configuration creates support burden and inconsistency. Default to centralized; deviate only with documented justification.

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6. Team Training Plan

Train-the-Trainer Model

For DSO deployment, direct vendor training of all staff is impractical and expensive. Instead, implement a champion-led model.

Champion Selection Criteria

Each location needs one designated champion. The ideal champion: ☐ Currently in billing coordinator, office manager, or lead admin role ☐ Tenure >1 year at this location ☐ Demonstrated comfort with current technology stack ☐ Respected by peers (influence to drive adoption) ☐ Has capacity—not already overwhelmed with other responsibilities ☐ Willing participant (not voluntold) ☐ Strong communicator—can teach others

Champion Responsibilities

• Attend centralized champion training (virtual, 4 hours)
• Complete Toothy AI certification exam (online, 1 hour)
• Train all staff at their location using standardized materials
• Serve as first-line support for staff questions
• Escalate unresolved issues to regional manager or central team
• Participate in weekly champion calls during rollout
• Provide feedback on training materials and workflows

Champion Certification Process

1. ☐ Complete champion training session
2. ☐ Pass certification exam (≥85% required)
3. ☐ Conduct observed practice training session
4. ☐ Receive certification and champion badge
5. ☐ Added to champion communication channel (Slack/Teams)

Estimated time: 8 hours per champion for full certification

Standardized Training Materials (Centrally Created)

Material	Format	Purpose
Champion Training Guide	PDF + Video	Comprehensive champion certification
Role-Specific Training Decks	PowerPoint	Champion delivers to each role
Workflow Walkthroughs	Screen recording videos	Step-by-step procedures
Day 1 Cheat Sheets	One-page PDF	Quick reference by role
FAQ Document	Google Doc (living)	Common questions and answers
Troubleshooting Guide	PDF	Common issues and solutions

Champion Customization Allowed

• Add location-specific examples
• Adjust timing to fit team schedules
• Include local payer-specific notes
• Translate to accommodate non-English speakers if needed

Role-Specific Training Outlines

Billing Staff Training (Champions Deliver)

Duration: 2 hours

Training Format: Live demo with hands-on practice

Module 1: Overview (20 minutes)

• What Toothy AI does and why we're using it
• How your daily workflow will change
• What stays the same

Module 2: Claim Submission Workflow (40 minutes)

• Where Toothy AI fits in the claim lifecycle
• Reading the claim scrubbing screen
• Understanding AI recommendations (accept/override)
• Handling flagged claims
• Submitting clean claims

Module 3: Denial Management (30 minutes)

• How Toothy AI predicts and prevents denials
• Denial queue walkthrough
• Using AI-suggested appeal language
• Tracking resolution

Module 4: Reporting & Metrics (15 minutes)

• Accessing your performance dashboard
• Understanding key metrics
• Weekly reporting rhythm

Module 5: Troubleshooting & Escalation (15 minutes)

• Common issues and solutions
• When to escalate vs. self-solve
• How to contact champion/support

Common Resistance Points & Responses:

Resistance	Response
"The AI won't understand our payers"	"The AI learns from our specific claims data—it gets smarter over time with