VideaHealth
Implementation PlaybookDSO · Group Practice

VideaHealth

Step-by-step implementation guide — pre-implementation checklist, onboarding, staff training, go-live runbook, and ROI tracking.

VideaHealth — Implementation Playbook (DSO)

VideaHealth Implementation Playbook

Diagnostic AI Imaging for Dental Support Organizations

Prepared for: VPs of Operations, Chief Dental Officers, and Regional Managers Organization Profile: DSOs with 15–50 Locations Publication: Avized.com Vendor Resource Library

1. Executive Summary

What VideaHealth Does

VideaHealth is an FDA-cleared dental AI platform that analyzes radiographic images in real-time to detect caries, calculus, bone loss, and other pathologies with diagnostic accuracy that matches or exceeds clinical specialists. The platform integrates with existing imaging systems and practice management software to overlay AI-detected findings directly onto X-rays at the point of care, providing dentists with a consistent second read on every image.

Why DSOs Specifically Benefit from Diagnostic AI

DSOs operating at scale face a fundamental challenge: diagnostic variability across dozens of providers undermines care quality consistency, case acceptance rates, and defensibility against audits. VideaHealth addresses this through:

  • Standardization at Scale: Every radiograph across every location receives the same AI analysis, eliminating provider-to-provider diagnostic variation and establishing an objective baseline for clinical quality metrics
  • Data Aggregation for Strategic Insight: Centralized dashboards reveal patterns invisible at the practice level—identifying under-diagnosing locations, tracking case acceptance trends across regions, and benchmarking provider performance against network-wide standards
  • Audit Defense and Risk Mitigation: AI-documented findings create a defensible clinical record, reducing malpractice exposure and providing evidence during payer audits
  • Scalable Training Infrastructure: New associate dentists receive immediate AI support, accelerating their ramp to full productivity while maintaining diagnostic standards

Expected Timeline: Decision to Full Deployment

Phase Duration Milestone
Pre-Implementation Weeks 1–2 Technical readiness, stakeholder alignment, baseline metrics captured
Pilot Wave (2–3 locations) Weeks 3–6 Initial deployment, learning capture, workflow refinement
Wave 2 (5–8 locations) Weeks 7–10 Scaled deployment with validated playbook
Wave 3+ (Remaining locations) Weeks 11–18 Full network deployment
Optimization Weeks 19–24 Post-deployment refinement, ROI validation

Total Timeline: 4–6 months for a 30-location DSO, with faster timelines achievable for organizations with mature IT infrastructure and strong change management capabilities.

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

Technical Requirements

Hardware Requirements per Location

☐ Workstations with minimum specifications:

  • Windows 10/11 (64-bit) or macOS 11+
  • 8GB RAM minimum (16GB recommended)
  • Modern processor (Intel i5/AMD Ryzen 5 or better, manufactured 2018+)
  • Dedicated graphics card recommended for optimal rendering
  • Dual monitors recommended for clinical workflow optimization

☐ Network requirements:

  • Minimum 25 Mbps download / 10 Mbps upload per location
  • Latency under 100ms to VideaHealth cloud servers
  • Stable connection (99%+ uptime required for real-time analysis)

☐ Imaging equipment compatibility verification:

  • Digital sensors (Dexis, Schick, Carestream, Gendex, or compatible)
  • Panoramic units with digital output
  • CBCT integration (if applicable—confirm with vendor)

Software Requirements

☐ Compatible Practice Management System:

  • Dentrix (version G6.2+)
  • Eaglesoft (version 19+)
  • Open Dental (version 19.1+)
  • Other PMS—confirm compatibility with VideaHealth 🔵

☐ Compatible Imaging Software:

  • Dexis (version 9+)
  • Carestream (CS Imaging)
  • Apteryx XrayVision
  • Patterson Imaging
  • Other imaging systems—confirm compatibility 🔵

☐ Browser requirements for web-based dashboard:

  • Chrome (latest), Firefox (latest), Edge (latest)
  • Pop-up blockers disabled for VideaHealth domains

Enterprise-Level Network Standards (DSO-Specific)

☐ Standardized firewall rules across all locations allowing VideaHealth endpoints ☐ VPN requirements clarified (VideaHealth operates via secure cloud—VPN typically not required) ☐ SSL certificate requirements for enterprise security policies ☐ Data residency confirmation (US-based servers for HIPAA compliance)

Hosting Architecture Decision 🟣

☐ Determine centralized vs. location-level hosting model:

Option Pros Cons Recommendation
Cloud-hosted (Standard) No local infrastructure, automatic updates, consistent experience Requires reliable internet Recommended for most DSOs
Hybrid Some local processing, reduced latency More complex management Consider for rural locations with connectivity issues

SSO and Centralized Credentialing

☐ Determine SSO integration requirements:

  • Okta, Azure AD, or other identity provider
  • SAML 2.0 or OAuth 2.0 compatibility confirmed 🔵 ☐ Role-based access control structure defined:
  • Provider (full clinical access)
  • Office Manager (reports + settings)
  • Regional Manager (multi-location dashboards)
  • Corporate Admin (enterprise configuration) ☐ Credential provisioning workflow established with HR systems

Vendor Onboarding Steps

Key Contacts to Establish 🔵

☐ Account Executive: [Name, email, phone]—commercial relationship, escalations ☐ Implementation Manager: [Name, email, phone]—technical deployment lead ☐ Technical Support Tier 1: [Support portal, phone]—day-to-day issues ☐ Customer Success Manager: [Name, email]—post-go-live optimization ☐ Executive Sponsor (Vendor side): [Name]—for escalations requiring VP+ involvement

Onboarding Kickoff Activities 🔵

☐ Schedule enterprise onboarding call (typically 60–90 minutes) ☐ Complete vendor security questionnaire ☐ Execute Business Associate Agreement (BAA) ☐ Receive enterprise admin credentials for configuration portal ☐ Access training portal and documentation library ☐ Establish dedicated Slack channel or Teams channel for implementation (if offered)

Data/Access Prerequisites

☐ Admin credentials for each Practice Management System instance ☐ Admin credentials for imaging software across locations ☐ API keys or integration credentials (obtained from PMS/imaging vendors) ☐ Historical imaging archive access (if pursuing retrospective analysis) ☐ Test patient records created in sandbox environment for validation ☐ Network diagrams for each location (to identify firewall/connectivity issues)

Stakeholder Alignment Map

Board/Investors 🟣

Why they care: Capital allocation, competitive positioning, risk management What they need to know: Investment amount, expected ROI timeline, competitive implications Decision rights: Approve capital expenditure if above threshold Communication cadence: Quarterly updates via CEO/CFO

☐ Prepare investment memo with:

  • Total contract value and per-location economics
  • ROI projections tied to case acceptance and diagnostic consistency
  • Competitive landscape (which competitors are deploying AI?)
  • Risk factors and mitigation strategies

C-Suite 🟣

Role Primary Interest Decision Rights Communication Cadence
CEO Strategic positioning, investor narrative Final go/no-go Bi-weekly during implementation
CFO Budget, ROI, contract terms Budget approval Weekly cost/progress updates
CDO/CMO Clinical quality, provider adoption, liability Clinical protocol approval Weekly during pilot, bi-weekly after
CIO/CTO Integration, security, IT capacity Technical architecture approval Daily during integration, weekly ongoing
COO Operations, rollout logistics, staffing Rollout sequence approval Daily during implementation

☐ Executive kickoff meeting scheduled (all C-suite, 60 minutes) ☐ Decision matrix documented: who approves what at each phase ☐ Escalation protocol established for cross-functional conflicts

Regional Managers

Why they care: Location performance, staff workload, change fatigue What they need to know: Timeline, their role, location selection rationale Decision rights: Input on location sequencing, local adaptation within guidelines Communication cadence: Weekly during implementation

☐ Regional manager briefing deck prepared ☐ Input collected on location readiness and local dynamics ☐ Champions identified with regional manager validation

Location-Level Office Managers

Why they care: Day-to-day operations, staff morale, patient experience What they need to know: Go-live date, training plan, escalation contacts Decision rights: Limited—primarily execution of corporate plan Communication cadence: Daily during go-live week, weekly otherwise

☐ Office manager information packet prepared ☐ Go-live date communicated 4+ weeks in advance ☐ Training schedule confirmed with each location

Providers (Dentists, Hygienists)

Why they care: Clinical workflow, diagnostic authority, liability What they need to know: How AI supports (not replaces) their judgment, training plan Decision rights: Individual workflow preferences within corporate guidelines Communication cadence: Direct training sessions, feedback channels post-launch

☐ Clinical advisory group formed (3–5 influential providers) ☐ Provider FAQ document developed ☐ Malpractice/liability guidance from legal counsel ⚠️

Baseline Metrics to Capture BEFORE Go-Live ⚠️

Critical: Without baseline metrics, ROI cannot be demonstrated. Capture these BEFORE any location goes live.

Clinical Metrics (Per Location)

Metric How to Measure Target Source
Case acceptance rate Presented treatment $ accepted / Presented treatment $ total PMS reports
Caries detection rate Caries diagnoses / Total radiographs taken PMS + clinical notes
Treatment plan value (average) Average $ per treatment plan presented PMS reports
Radiograph retake rate Retakes / Total radiographs Imaging software logs
Time from image capture to diagnosis Timestamp analysis PMS or manual sampling

Operational Metrics (Per Location)

Metric How to Measure Target Source
Average appointment duration Schedule data analysis PMS
Hygiene-to-doctor handoff rate % of hygiene appointments with doctor exam PMS
Same-day treatment acceptance Treatment completed same day as diagnosis PMS

Financial Metrics (Per Location)

Metric How to Measure Target Source
Production per provider Monthly production by provider PMS/Accounting
Collection rate Collections / Production Accounting
Insurance claim denial rate (treatment-related) Denied claims / Total claims Billing system

Enterprise Standardization Requirements ⚠️

☐ Standardize measurement methodology across all locations:

  • Same date ranges for baseline period (recommend: 90 days pre-implementation)
  • Same definitions for each metric (create glossary)
  • Same data extraction process (create SOP)
  • Same reporting format (create template)

☐ Designate metric owner at corporate level responsible for data integrity ☐ Validate data quality before accepting baseline numbers (spot-check 3–5 locations) ☐ Document any known data issues that may affect comparability

3. Location Readiness Assessment

Scoring Framework

Rate each location on the following factors using a 1–5 scale. Sum the weighted scores to produce a composite readiness score.

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

Score Criteria
5 Network consistently exceeds requirements (50+ Mbps), workstations <2 years old, PMS current version, prior successful integrations
4 Network meets requirements reliably, workstations 2–3 years old, PMS within one version of current
3 Network meets minimum requirements, workstations 3–4 years old, PMS may need minor upgrade
2 Network inconsistent, workstations 4–5 years old, PMS requires upgrade before integration
1 Network unreliable, workstations >5 years old, major infrastructure investment required

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

Score Criteria
5 Low turnover (<10% annually), staff has adopted 2+ new technologies in past 2 years, documented training history
4 Moderate turnover (10–20%), at least one recent technology adoption, generally positive toward change
3 Average turnover (20–30%), mixed history with technology changes, will require standard change management
2 Higher turnover (30–40%), struggled with past technology changes, significant change management needed
1 High turnover (>40%), history of failed technology implementations, extensive intervention required

Factor 3: Patient Volume (Weight: 15%)

Score Criteria
5 High volume (500+ patients/month), sufficient scale to demonstrate impact quickly, experienced staff can handle complexity
4 Above average volume (350–500), good balance of impact and manageable risk
3 Average volume (200–350), moderate impact potential, standard risk profile
2 Below average volume (100–200), limited impact potential but also lower risk
1 Low volume (<100), minimal impact but may be useful for low-risk learning

Note: For pilot locations, moderate volume (score 3–4) may be preferable to very high volume (score 5) to reduce risk.

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

Score Criteria
5 PMS and imaging software on VideaHealth's certified compatibility list, prior integrations functioning well
4 PMS compatible, imaging software compatible, no known integration conflicts
3 PMS compatible, imaging software requires minor configuration, or vice versa
2 Either PMS or imaging software requires upgrade or workaround for compatibility
1 Significant compatibility issues, custom development or system replacement needed

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

Score Criteria
5 Tech-forward provider or OM actively volunteering to lead, prior experience championing change, respected by team
4 Willing and capable champion identified, positive attitude, good standing with team
3 Potential champion identified but needs development, or champion is willing but not highly influential
2 No clear champion, will need to assign someone who may not be naturally inclined
1 No viable champion, key personnel resistant, leadership vacuum at location

Composite Score Calculation

Factor Weight Location Score (1–5) Weighted Score
IT Infrastructure 25% ___ ___
Staff Adaptability 20% ___ ___
Patient Volume 15% ___ ___
Tech Compatibility 25% ___ ___
Champion Availability 15% ___ ___
TOTAL 100% ___ / 5.0

Readiness Tier Classification

Composite Score Tier Rollout Recommendation
4.0–5.0 Green – High Readiness Wave 1 or Wave 2 candidate
3.0–3.9 Yellow – Moderate Readiness Wave 2 or Wave 3, may need targeted remediation
2.0–2.9 Orange – Low Readiness Wave 3 or later, requires pre-work before deployment
Below 2.0 Red – Not Ready Do not schedule until remediation complete

Based on composite scores, sequence locations as follows:

Wave 1 Selection Criteria (2–3 Locations)

  • Composite score 4.0+ AND
  • Represents portfolio diversity (urban/suburban, different regions if applicable)
  • Not your highest-volume location (manage risk) AND
  • Strong, engaged champion confirmed AND
  • Regional manager supportive and available

Wave 2 Selection Criteria (5–8 Locations)

  • Composite score 3.5+ AND
  • Any remediation items from Wave 1 learnings already addressed AND
  • Champions identified and trained

Wave 3+ Selection Criteria (Remaining Locations)

  • All remaining locations scoring 3.0+
  • Red-tier locations receive remediation plans and are re-scored before scheduling

Sample Location Readiness Matrix

Location IT (25%) Staff (20%) Volume (15%) Compatibility (25%) Champion (15%) Composite Tier Recommended Wave
Phoenix Main 4 4 5 5 4 4.35 Green Wave 1
Scottsdale 5 3 4 4 5 4.20 Green Wave 1
Tempe 3 4 3 4 3 3.50 Yellow Wave 2
Mesa 2 3 4 3 2 2.75 Orange Wave 3 (after IT upgrade)

4. Rollout Strategy

Wave Structure Overview

Wave Locations Duration Purpose
Wave 1 (Pilot) 2–3 Weeks 3–6 Validate playbook, identify issues, refine workflows
Wave 2 5–8 Weeks 7–10 Scale validated approach, train champions at scale
Wave 3 8–12 Weeks 11–14 Continue expansion with proven methodology
Wave 4+ Remaining Weeks 15–18 Complete deployment

Adjust wave sizes based on your total location count and internal capacity.

Wave 1 (Pilot) Detailed Plan

Selection Criteria for Pilot Locations 🟣

☐ High readiness score (4.0+) — minimize technical risk ☐ Engaged, credible champion — learnings will influence the network ☐ Moderate volume — enough activity to validate, not so much that issues cause major disruption ☐ Geographic/demographic diversity — ensure learnings transfer to other locations ☐ Regional manager with bandwidth to support closely ☐ NOT your flagship location — if something goes wrong, reputational risk is contained

Pilot Timeline (Weeks 3–6)

Week 3: Integration & Configuration

  • Day 1–2: Technical integration with PMS and imaging 🔵
  • Day 3–4: Test environment validation
  • Day 5: Configuration finalization

Week 4: Training & Soft Launch

  • Day 1–2: Champion training (in-depth, 4–6 hours) 🔵
  • Day 3–4: Champion-led staff training
  • Day 5: Soft launch (limited operatories/providers)

Week 5: Full Location Go-Live

  • Full go-live at pilot locations
  • Daily check-ins with champions
  • Rapid issue resolution

Week 6: Stabilization & Learning Capture

  • Issue resolution
  • Workflow refinement
  • Documentation of learnings
  • Go/no-go assessment for Wave 2

Pilot Success Metrics

☐ Technical stability: <5% system errors or downtime ☐ User adoption: >90% of radiographs analyzed through VideaHealth ☐ User satisfaction: >70% positive feedback from providers ☐ Workflow integration: No appointments running >10 minutes over due to AI ☐ No patient complaints attributable to AI implementation

Go/No-Go Criteria for Wave Advancement 🟣

Before advancing from any wave to the next, the following criteria must be met:

Technical Readiness

Criterion Threshold Evidence Required
System uptime >99% during business hours Vendor dashboard or internal monitoring
Integration stability <2 critical errors per location per week Support ticket log
Performance speed AI overlay appears in <5 seconds Spot-check timing

Operational Readiness

Criterion Threshold Evidence Required
Staff trained 100% of required staff completed training Training completion log
Workflow documentation Updated SOPs published Document review
Champion confidence Champion self-assesses ready to support independently Champion attestation

Clinical Readiness

Criterion Threshold Evidence Required
Provider adoption >80% of providers using AI daily Usage analytics
Provider feedback No unresolved clinical concerns Provider survey
Patient safety Zero patient safety incidents Incident log

Go/No-Go Decision Meeting 🟣

☐ Scheduled 3 business days before next wave start ☐ Attendees: COO, CDO/CMO, CIO, Implementation Lead, Vendor Implementation Manager ☐ Decision documented with rationale ☐ If "No-Go": Remediation plan with target re-assessment date

Timeline Per Wave with Buffer

Phase Wave 1 Wave 2 Wave 3 Wave 4+
Integration & Configuration 5 days 3 days (parallel) 3 days 2 days
Training 3 days 2 days 2 days 2 days
Go-Live + Stabilization 7 days 5 days 5 days 5 days
Buffer between waves 5 days 4 days 3 days N/A
Total wave duration 20 days 14 days 13 days 9 days

Buffer time is critical for incorporating learnings. Do not compress. ⚠️

Rollback Plan

Triggers for Rollback Consideration 🟣

  • Critical system outage lasting >4 hours during business hours
  • Integration failure causing PMS data corruption or loss
  • Provider refusal rate >40% after training and support interventions
  • Patient safety incident with AI as contributing factor
  • Pattern of diagnostic errors not caught by providers

Rollback Procedure

Immediate (within 2 hours of trigger): ☐ Regional Manager notified ☐ Vendor support escalated to highest tier 🔵 ☐ Location reverts to pre-AI workflow (disable VideaHealth overlay) ☐ Staff notified via champion ☐ Patient-facing communication prepared if needed

Same Day: ☐ COO and CDO/CMO notified ☐ Root cause investigation initiated ☐ Rollback formally documented ☐ Impact assessment completed

Within 48 Hours: ☐ Executive briefing with root cause and remediation plan 🟣 ☐ Decision: remediate and re-deploy, delay wave, or broader pause ☐ Communication cascade to all stakeholders

Isolation Principle

Rollback at one location does not automatically pause other locations or waves unless:

  • Root cause is systemic (affects all locations)
  • Root cause is unknown and could affect other locations
  • Executive decision to pause for organizational reasons

5. Configuration & Integration (Weeks 2–3)

Integration with Practice Management Systems

Dentrix Integration 🔵

Prerequisites: ☐ Dentrix version G6.2 or higher installed ☐ Dentrix Ascend API access enabled (for Ascend customers) ☐ Local admin credentials available ☐ Current Dentrix backup verified

Step-by-Step Process:

  1. ☐ Verify version compatibility — Open Dentrix → Help → About Dentrix → Confirm version G6.2+

    • Time: 5 minutes

  2. ☐ Enable API access (if not already enabled) 🔵

    • Contact Henry Schein for API credentials
    • May require support call; allow 24–48 hours
    • Time: 1–2 business days

  3. ☐ Install VideaHealth connector 🔵

    • VideaHealth implementation team provides installer
    • Run installer as administrator
    • Follow prompts for server connection
    • Time: 15–30 minutes per workstation

  4. ☐ Configure practice settings

    • Map provider IDs between Dentrix and VideaHealth
    • Configure patient record sync preferences
    • Set imaging storage paths
    • Time: 30–45 minutes per location

  5. ☐ Test integration ⚠️

    • Create test patient in Dentrix
    • Capture test radiograph
    • Verify image appears in VideaHealth within 30 seconds
    • Verify AI analysis appears
    • Verify analysis data writes back to Dentrix (if bidirectional)
    • Time: 30 minutes

  6. ☐ Validate with 5 real patients (non-production first if possible)

    • Time: 2 hours

Eaglesoft Integration 🔵

Prerequisites: ☐ Eaglesoft version 19 or higher installed ☐ Patterson Technology Center support contact available ☐ Local admin credentials available ☐ Current Eaglesoft backup verified

Step-by-Step Process:

  1. ☐ Verify version compatibility — Open Eaglesoft → Help → About → Confirm version 19+

    • Time: 5 minutes

  2. ☐ Confirm imaging integration type

    • Patterson Imaging direct integration, or
    • Third-party imaging software bridge
    • Time: 10 minutes

  3. ☐ Request API credentials 🔵

    • Contact Patterson Technology Center
    • Submit API access request
    • Allow 2–5 business days
    • Time: 2–5 business days

  4. ☐ Install VideaHealth connector 🔵

    • Provided by VideaHealth implementation team
    • Install on server and workstations as directed
    • Time: 30–45 minutes per location

  5. ☐ Configure mapping

    • Provider mapping
    • Operatory mapping (if used for routing)
    • Image type mapping
    • Time: 30–45 minutes

  6. ☐ Test and validate (same as Dentrix above) ⚠️

    • Time: 2–3 hours

Open Dental Integration 🔵

Prerequisites: ☐ Open Dental version 19.1 or higher ☐ Open Dental API enabled (Service Manager → API → Enable) ☐ API key generated

Step-by-Step Process:

  1. ☐ Verify version — Open Dental → Help → About

    • Time: 5 minutes

  2. ☐ Enable API and generate key

    • Setup → Advanced Setup → API
    • Generate new API key for VideaHealth
    • Time: 15 minutes

  3. ☐ Configure FHIR/API settings 🔵

    • VideaHealth may require specific FHIR endpoints
    • Follow vendor documentation for Open Dental specifics
    • Time: 30 minutes

  4. ☐ Install VideaHealth connector 🔵

    • Time: 20–30 minutes

  5. ☐ Map imaging preferences

    • Open Dental supports multiple imaging bridges; confirm active bridge
    • Configure X-Ray bridge settings to work with VideaHealth
    • Time: 30 minutes

  6. ☐ Test and validate ⚠️

    • Time: 2 hours

Integration with Imaging Systems 🔵

Dexis Integration

Prerequisites: ☐ Dexis version 9 or higher ☐ Dexis Imaging Suite Administrator credentials ☐ Network path to image storage verified

Step-by-Step Process:

  1. ☐ Verify Dexis version and image format

    • Confirm DICOM or compatible image format
    • Time: 10 minutes

  2. ☐ Configure image export/watch folder (if applicable)

    • VideaHealth may monitor a folder for new images, or
    • Direct integration via Dexis API
    • Time: 20–30 minutes

  3. ☐ Install VideaHealth imaging connector 🔵

    • Integrates with Dexis viewer to overlay AI findings
    • Time: 30 minutes

  4. ☐ Test with sample images

    • Capture FMX, BWX, PA images
    • Verify AI analysis appears within 5 seconds
    • Time: 30 minutes

Other Imaging Systems

  • Carestream CS Imaging: Similar folder watch or API integration 🔵
  • Patterson Imaging: Integrates via Eaglesoft connection 🔵
  • Apteryx XrayVision: API integration available 🔵
  • Planmeca Romexis: Confirm compatibility with vendor 🔵

Test Environment Setup and Validation Checklist

☐ Create centralized sandbox environment with:

  • Test PMS instance (or isolated database)
  • Test imaging folder with sample radiographs
  • Test patient records (de-identified or synthetic)
  • Access for IT, implementation lead, and select champions

☐ Validation Checklist (complete before ANY location goes live):

Test Case Expected Result Pass/Fail Tester Date
New image capture triggers AI analysis Analysis appears in <5 seconds
AI findings visible in viewer Overlay appears on radiograph
Findings documented in PMS Treatment codes suggested or chart note added
Multiple images in sequence All images analyzed without queue backup
Large FMX (18+ images) All images analyzed within 60 seconds
Provider accepts AI finding Finding incorporated into treatment plan
Provider dismisses AI finding Dismissal logged, no impact on original image
System offline/network loss Graceful failure, clear error message, recovery
End-of-day data sync All day's analyses accessible in dashboard
PHI handling No PHI visible in logs, data encrypted

Data Migration / Historical Data Ingestion

Retrospective Analysis (Optional)

VideaHealth can analyze historical radiographs to identify potentially missed pathology. This is optional but valuable for quality assurance.

Decision Required 🟣: Enable retrospective analysis? (Y/N)

If Yes: ☐ Identify scope:

  • All patients seen in last 12 months? 24 months?
  • All image types or BWX/PA only?
  • All locations or pilot locations only?

☐ Data preparation:

  • Export historical images in supported format
  • Maintain patient ID linkage for re-integration
  • De-identify if sending to vendor for batch processing 🔵

☐ Review workflow:

  • How will historical findings be surfaced to providers?
  • What is the callback protocol for patients with newly identified pathology?
  • Who is responsible for outreach?

☐ Compliance review:

  • Legal review of patient communication for retrospective findings ⚠️
  • Documentation requirements for findings not addressed at time of original radiograph

Estimated Time: 2–4 weeks depending on volume, parallel with deployment

Security and HIPAA Compliance Verification Checklist

Enterprise-Level HIPAA Checklist

Business Associate Agreement (BAA) ☐ BAA executed with VideaHealth 🔵 ☐ BAA reviewed by legal counsel ☐ BAA terms align with your existing compliance framework ☐ BAA covers all services (cloud hosting, support, analytics) ☐ Breach notification terms acceptable (typically 24–72 hour requirement)

Data Governance ☐ Data classification: PHI handled appropriately ☐ Data residency: Confirm data stored in US (or acceptable jurisdiction) ☐ Data retention: Align with your retention policies ☐ Data deletion: Process for data deletion upon contract termination ☐ Data ownership: Your organization retains ownership of all data ⚠️

Access Controls ☐ Role-based access control implemented ☐ Minimum necessary access principle applied ☐ Individual user accounts (no shared credentials) ☐ SSO integrated (if applicable) ☐ Multi-factor authentication enabled for admin accounts ☐ Access logging enabled ☐ Regular access reviews scheduled (quarterly recommended)

Technical Safeguards ☐ Data encrypted in transit (TLS 1.2+) ☐ Data encrypted at rest (AES-256 or equivalent) ☐ Penetration testing performed (request results from vendor) 🔵 ☐ SOC 2 Type II certification (request report) 🔵 ☐ HIPAA attestation letter (request from vendor) 🔵

Audit and Monitoring ☐ Audit logs capture access and changes ☐ Logs retained for minimum 6 years (HIPAA requirement) ☐ Regular security reviews by vendor (request evidence) 🔵 ☐ Incident response plan documented (obtain from vendor) 🔵

Standardized Configuration Template (DSO)

The following settings should be identical across all locations to ensure consistency:

Standardize Centrally

Setting Standard Value Rationale
AI sensitivity threshold [Vendor default or adjusted based on pilot] Consistent detection standards
Finding categories enabled Caries, calculus, bone loss, periapical lesions Consistent scope of analysis
Confidence score display Show confidence percentage Transparency for providers
Automatic documentation Enabled Consistent charting support
Alert thresholds [Define] Consistent escalation
Dashboard access by role [Define per role matrix] Consistent RBAC
Data retention [Align with corporate policy] Compliance

Allow Local Discretion

Setting Allowed Variation Rationale
Overlay color scheme Provider preference Personal ergonomics
Notification sound On/off per provider Personal preference
Secondary review workflow Per provider workflow Accommodate workflow variation
Training scheduling Within corporate timeline Local scheduling flexibility

6. Team Training Plan

Train-the-Trainer Model Overview

Structure

Corporate Implementation Team
            ↓
    Regional Training Leads
            ↓
      Location Champions
            ↓
    Location Staff (by role)

Champion Selection Criteria

☐ Role: Provider (preferred) or Office Manager ☐ Tenure: 1+ years at the location ☐ Tech aptitude: Demonstrated comfort with clinical technology ☐ Influence: Respected by peers, opinion leader ☐ Availability: Capacity to dedicate 4–6 hours to training, ongoing support ☐ Attitude: Positive about AI, willing advocate

Champion Responsibilities

  • Complete intensive champion certification training (4–6 hours) 🔵
  • Deliver role-specific training to location staff
  • Serve as first point of contact for location questions
  • Participate in weekly champion calls during rollout
  • Provide feedback on training materials and workflows
  • Escalate unresolved issues to regional manager/central team
  • Maintain training completion records for their location

Champion Certification Process 🔵

☐ Complete online self-paced modules (2 hours) ☐ Attend live virtual training session (2 hours) ☐ Pass certification quiz (80% threshold) ☐ Complete observed training delivery with feedback ☐ Receive champion certification

Standardized Training Materials (Created Centrally)

☐ Champion Certification Course — online modules + live session ☐ Provider Training Deck — 45-minute presentation + demo ☐ Hygienist Training Deck — 20-minute presentation ☐ Front Desk Training Deck — 20-minute presentation ☐ Billing Staff Training Deck — 15-minute presentation ☐ Day 1 Cheat Sheets — one-page quick reference per role ☐ FAQ Document — 20+ common questions with answers ☐ Video Library — short how-to videos for key tasks (3–5 minutes each) ☐ Troubleshooting Guide — common issues and solutions

Role-Specific Training Outlines

Dentists/Providers

Estimated Training Time: 45–60 minutes Recommended Format: Live demo (in-person or video call) + hands-on practice Delivered By: Champion (after champion certification)

Training Outline:

  1. What is VideaHealth (5 min)

    • FDA clearance and clinical validation
    • AI as decision support, not replacement
    • Liability framework (AI assists, dentist decides)

  2. How it integrates with your workflow (10 min)

    • When AI analysis appears (automatic on image capture)
    • What you'll see on screen (overlay, confidence scores)
    • Where findings are documented

  3. Interpreting AI outputs (15 min) ⚠️

    • Reading confidence scores
    • Understanding detection categories (caries, calculus, bone loss)
    • Viewing AI annotations on radiographs
    • Distinguishing high-confidence vs. borderline findings

  4. When to accept, modify, or override AI (10 min) ⚠️

    • AI as second opinion, not final diagnosis
    • Documentation when overriding AI finding
    • When to seek additional imaging or consultation

  5. Hands-on practice (10 min)

    • Process 3–5 sample radiographs with AI
    • Practice accepting/dismissing findings
    • Practice documentation workflow

Common Resistance Points & Responses:

Resistance Response
"AI will miss things I catch" "AI is a safety net, not a replacement. It catches what you might miss on a busy day—you still make all decisions."
"This will slow me down" "After initial learning curve (~1 week), most providers report no additional time and some report faster diagnosis."
"What if AI is wrong and I'm liable?" "You remain the diagnostician. AI is a tool like a second opinion. Document your clinical reasoning when you disagree with AI."
"I don't need a computer telling me what to do" "This is decision support, like a lab test. You order labs but still make the diagnosis. AI is similar."

Day 1 Cheat Sheet — Providers

┌─────────────────────────────────────────────────────────────────────────────┐
│  VIDEAHEALTH PROVIDER QUICK REFERENCE                                       │
├─────────────────────────────────────────────────────────────────────────────┤
│  📷 CAPTURE: Take radiograph as normal                                      │
│                                                                              │
│  ⏱️ WAIT: AI analysis appears in 3–5 seconds                                │
│                                                                              │
│  👁️ REVIEW: Look for colored overlays indicating findings                   │
│     • RED = High confidence finding                                          │
│     • YELLOW = Moderate confidence, review recommended                       │
│     • Hover over finding to see confidence % and category                    │
│                                                                              │
│  ✅ ACCEPT: Click finding to accept and add to treatment plan                │
│                                                                              │
│  ❌ DISMISS: Click X to dismiss finding (will be logged)                     │
│                                                                              │
│  📝 DOCUMENT: AI findings auto-populate in chart notes                       │
│                                                                              │
│  🆘 HELP: Contact [Champion Name] or call [Support Number]                   │
└─────────────────────────────────────────────────────────────────────────────┘

Hygienists

Estimated Training Time: 20–30 minutes Recommended Format: Live demo (in-person or video call) Delivered By: Champion

Training Outline:

  1. Overview of VideaHealth (5 min)

    • What it does and why the practice is implementing it
    • Their role in the workflow

  2. Hygienist touchpoints (10 min)

    • Radiographs captured during hygiene appointments trigger AI analysis
    • Findings visible before doctor exam
    • What hygienists can/should communicate vs. what waits for doctor

  3. Patient communication (5 min)

    • How to explain AI to curious patients
    • What NOT to say (avoid diagnostic language)
    • Script for patient questions

  4. Escalation (5 min)

    • What to do if AI shows high-confidence finding
    • How to flag for doctor review
    • Technical issue escalation

Common Resistance Points & Responses:

Resistance Response
"Patients will ask me what the AI found" "You can say: 'The AI helps us make sure we don't miss anything. Dr. [Name] will review the findings with you.'"
"What if I see something concerning?" "Flag it for the doctor as you would any clinical concern. AI is an additional input, not a change to your protocols."

Day 1 Cheat Sheet — Hygienists

┌─────────────────────────────────────────────────────────────────────────────┐
│  VIDEAHEALTH HYGIENIST QUICK REFERENCE                                       │
├─────────────────────────────────────────────────────────────────────────────┤
│  📷 CAPTURE: Take radiographs per normal protocol                            │
│                                                                              │
│  ⏱️ AI activates automatically — no action needed                            │
│                                                                              │
│  👀 YOU MAY SEE: AI overlays on radiographs before doctor reviews            │
│                                                                              │
│  🗣️ PATIENT ASKS ABOUT AI? Say:                                             │
│     "We use AI to help ensure we catch everything.                           │
│      Dr. [Name] will review and explain the findings."                       │
│                                                                              │
│  ⚠️ SEE SOMETHING CONCERNING? Flag for doctor as usual.                      │
│                                                                              │
│  🆘 TECHNICAL ISSUES? Contact [Champion Name]                                │
└─────────────────────────────────────────────────────────────────────────────┘

Front Desk / Office Manager

Estimated Training Time: 20–30 minutes Recommended Format: Video call or in-person with hands-on Delivered By: Champion

Training Outline:

  1. Why VideaHealth (5 min)

    • Practice benefits (quality, consistency, patient safety)
    • No change to front desk clinical responsibilities

  2. Administrative functions (10 min)

    • Dashboard access (if applicable)
    • Report generation
    • User account support (password resets, access issues)

  3. Patient communication (5 min)

    • Responding to patient questions about AI
    • Scheduling considerations (typically none)
    • Consent process (if applicable) ⚠️

  4. Troubleshooting basics (5 min)

    • Common issues and first-line responses
    • When to escalate to champion or IT

Day 1 Cheat Sheet — Front Desk

┌─────────────────────────────────────────────────────────────────────────────┐
│  VIDEAHEALTH FRONT DESK QUICK REFERENCE                                      │
├─────────────────────────────────────────────────────────────────────────────┤
│  📋 YOUR ROLE: Minimal changes — support the clinical team                   │
│                                                                              │
│  🗣️ PATIENT ASKS ABOUT AI? Say:                                             │
│     "We use AI technology to help our doctors provide the best care.        │
│      It's like having a second expert review every X-ray."                   │
│                                                                              │
│  ☎️ PATIENT CONSENT: [Insert practice-specific protocol]                    │
│                                                                              │
│  📊 REPORTS: Access dashboard at [URL] for usage reports                     │
│                                                                              │
│  🆘 ISSUES? Contact [Champion Name] at [ext/phone]                           │
└─────────────────────────────────────────────────────────────────────────────┘

Billing/Insurance Staff

Estimated Training Time: 15–20 minutes Recommended Format: Video call or recorded video Delivered By: Champion or Billing Supervisor

Training Outline:

  1. Impact on coding (5 min)

    • AI does not change CDT codes used
    • AI-detected findings documented same as provider-detected findings
    • No separate billing for AI analysis (included in diagnostic codes)

  2. Impact on documentation (5 min)

    • AI findings integrated into clinical notes
    • Supports claim documentation for medical necessity
    • May reduce denials for diagnostic procedures

  3. Claims and denials (5 min) ⚠️

    • No specific claims language for AI
    • If asked by payer: "AI-assisted radiograph analysis" is acceptable
    • AI documentation may strengthen appeals

Day 1 Cheat Sheet — Billing

┌─────────────────────────────────────────────────────────────────────────────┐
│  VIDEAHEALTH BILLING QUICK REFERENCE                                         │
├─────────────────────────────────────────────────────────────────────────────┤
│  💵 CODING: No changes to CDT codes. Bill diagnosis as normal.              │
│                                                                              │
│  📝 DOCUMENTATION: AI findings auto-documented in clinical notes.            │
│                    Use this to support medical necessity.                    │
│                                                                              │
│  ❓ PAYER ASKS ABOUT AI? Say:                                                │
│     "We use FDA-cleared AI-assisted radiograph analysis."                    │
│                                                                              │
│  📞 APPEALS: AI documentation may strengthen denial appeals.                 │
│                                                                              │
│  🆘 QUESTIONS? Contact [Champion Name]                                       │
└─────────────────────────────────────────────────────────────────────────────┘

Training Completion Tracking

Training Record Template (Per Location)

Staff Name Role Training Module Completion Date Champion Verification Notes
☐
☐

Pre-Go-Live Training Requirement ⚠️

No location may go live until: ☐ 100% of providers trained and verified ☐ 100% of hygienists trained and verified ☐ 100% of front desk staff trained and verified ☐ Champion certified and verified ☐ Training completion report submitted to central team

Training Completion Dashboard (Central)

☐ Create centralized view showing:

  • % trained by location
  • % trained by role
  • Overdue training (not complete 48 hours before go-live)
  • Training satisfaction scores (from post-training survey)

Ongoing Training Cadence

New Hires

☐ Champion delivers training within first week of employment ☐ Training completion logged in central system ☐ New hire completes certification quiz before accessing VideaHealth

Refresher Training

☐ Quarterly "office hours" webinar (optional, recorded) ☐ Annual mandatory refresher (30 minutes, online) ☐ Triggered refresher if performance metrics decline

Feature Updates

☐ Vendor notifies of feature updates 2+ weeks in advance 🔵 ☐ Central team reviews and creates update training materials ☐ Champions cascade training to locations ☐ Major updates may require go/no-go assessment before deployment 🟣

7. Change Management

Executive Sponsor Communication Plan

Board/Investor Updates 🟣

Frequency: Quarterly (align with board meetings), plus ad-hoc for major milestones

Update Format:

┌─────────────────────────────────────────────────────────────────────────────┐
│  BOARD UPDATE: AI DIAGNOSTIC IMAGING IMPLEMENTATION                          │
│  Prepared by: [CDO/COO]                 Date: [MM/DD/YYYY]                   │
├─────────────────────────────────────────────────────────────────────────────┤
│  EXECUTIVE SUMMARY (3 sentences)                                             │
│  [Progress summary, key metrics, outlook]                                    │
│                                                                              │
│  KEY METRICS                                                                 │
│  • Locations Live: X/Y (Z%)                                                  │
│  • Provider Adoption Rate: X%                                                │
│  • Case Acceptance Change: +X% vs. baseline                                  │
│  • Patient Feedback: X% positive                                             │
│                                                                              │
│  COMPETITIVE POSITIONING                                                     │
│  [How this positions us vs. competitors]                                     │
│                                                                              │
│  FINANCIAL IMPACT (if measurable)                                            │
│  • Estimated additional revenue: $X                                          │
│  • ROI trajectory: on track / ahead / behind                                 │
│                                                                              │
│  RISKS AND MITIGATIONS                                                       │
│  [Top 2–3 risks and what we're doing]                                        │
│                                                                              │
│  NEXT QUARTER MILESTONES                                                     │
│  • [Milestone 1]                                                             │
│  • [Milestone 2]                                                             │
└─────────────────────────────────────────────────────────────────────────────┘

CEO/CFO Updates 🟣

Frequency: Bi-weekly during active deployment, monthly during optimization

Update Format: Email or dashboard snapshot with:

  • Location status (on track / at risk / delayed)
  • Budget status (on budget / variance explanation)
  • Top 3 issues requiring executive attention
  • Key decisions needed this period

Regional Manager Briefing Guide

Purpose: Enable regional managers to confidently communicate the rollout to their locations and support implementation.

Briefing Deck Contents (Created by Central Team)

  1. Why We're Implementing AI Diagnostics (strategic rationale)
  2. What This Means for Your Region (timeline, locations, expectations)
  3. Your Role in the Rollout (responsibilities checklist)
  4. How to Support Your Champions (coaching guide)
  5. How to Handle Resistance (objection responses)
  6. Escalation Paths (when to escalate, to whom)
  7. FAQ for Common Questions (provider and staff questions)
  8. Key Dates and Milestones (region-specific calendar)

Regional Manager Responsibilities

☐ Attend central briefing session (60 minutes) ☐ Brief each location's Office Manager 2+ weeks before their go-live ☐ Validate champion selection at each location ☐ Join weekly champion calls during active deployment in their region ☐ Escalate unresolved issues to COO/Implementation Lead ☐ Report regional status weekly

Staff Resistance Framework for Multi-Location Dynamics

Common Resistance Patterns and Interventions

Pattern Symptom Root Cause Intervention
"Skeptical Provider" Provider refuses to use AI or openly criticizes Fear of replacement, threat to expertise, past negative tech experience One-on-one meeting with CDO/CMO; address concerns directly; show clinical validation data; offer to shadow successful provider at pilot location
"Change Fatigue" Staff going through the motions but not engaged Too many initiatives, burnout Acknowledge fatigue; show how this is different; reduce other initiatives if possible; emphasize long-term workflow improvement
"Location Island" One location resists while others adopt Weak local leadership, cultural isolation, unaddressed grievances Regional manager intervention; identify local concerns; create location-specific action plan; consider champion change
"Silent Resistance" Low adoption numbers without overt objection Passive non-compliance, workflow workarounds Data-driven conversation; identify specific blockers; remove friction points; consider incentives
"Influencer Opposition" One respected provider or OM undermines adoption Influence network dynamics Direct executive engagement; address concerns at peer level; co-opt as advisor if possible; last resort: work around them

Escalation Protocol for Resistance

  1. Champion-level response (first 48 hours): Champion has direct conversation, identifies concerns
  2. Office Manager involvement (if unresolved): OM reinforces expectations, documents concerns
  3. Regional Manager intervention (if escalating): RM visits location, coaches OM/champion
  4. Central team engagement (if pattern emerges): Implementation lead and CDO/CMO develop location-specific plan
  5. Executive intervention (if critical): COO/CEO communicates expectations 🟣

Internal Marketing

Initiative Naming

☐ Create a branded initiative name that's:

  • Memorable and positive
  • Doesn't over-promise (avoid "AI will diagnose for you")
  • Connects to company values

Example Names:

  • "DiagnostiCare AI Initiative"
  • "Project ClearView"
  • "Second Look" (emphasizes AI as supportive)

Creating Momentum

☐ Launch announcement from CEO (video or email) ☐ Town hall with Q&A (all-hands or regional) ☐ Intranet/internal site with updates, FAQ, champion spotlights ☐ Swag (optional): "Early Adopter" stickers, t-shirts for champions

Celebrating Milestones

Milestone Recognition
Champion certified Certificate, recognition in company newsletter
Location goes live Team shout-out, small celebration (lunch, etc.)
Wave completed Regional manager announcement, executive acknowledgment
Full deployment Company-wide celebration, success story publication
ROI milestone achieved Executive case study, potential for industry publication

8. Go-Live Day Runbook

Hour-by-Hour Schedule (Per Location)

Day Before Go-Live

Time Activity Owner Completed
4:00 PM Final system check (connectivity, integration working) Champion ☐
4:30 PM Confirm all staff completed training Champion ☐
5:00 PM Pre-go-live champion huddle call with central team Central IT ☐
5:30 PM Send go-live reminder to all location staff Champion ☐

Go-Live Day

Time Activity Owner Completed
7:00 AM Champion arrives early, confirms systems operational Champion ☐
7:15 AM Brief morning huddle with all staff (5 min) Champion ☐
7:30 AM First patients of the day Providers ☐
7:30–8:30 AM Champion shadows first 3–5 radiograph captures Champion ☐
8:30 AM Quick pulse check with providers (any issues?) Champion ☐
10:00 AM Midmorning check-in call with central team Champion + Central ☐
12:00 PM Lunch break—champion reviews any logged issues Champion ☐
12:30 PM Midday pulse check with staff Champion ☐
2:00 PM Afternoon check-in call with central team Champion + Central ☐
4:30 PM End-of-day staff huddle (10 min)—what worked, what didn't Champion ☐
5:00 PM Champion submits Day 1 report to regional manager Champion ☐
5:30 PM Central team aggregates all location reports Central Team ☐

Who Needs to Be On-Site or On-Call

On-Site

Role Requirement
Champion On-site entire go-live day, shadowing and troubleshooting
Office Manager On-site (normal workday)
All providers On-site (normal schedule)

On-Call

Role Availability Contact Method
Regional Manager 7 AM – 6 PM, 15-minute response Cell phone
Central Implementation Lead 7 AM – 6 PM, 15-minute response Cell/Slack
Central IT Support 7 AM – 6 PM, 30-minute response Support ticket + phone
VideaHealth Support Per SLA (typically 24/7 for critical) 🔵 Support portal + emergency line

Known Gotchas and Troubleshooting ⚠️

Issue: AI Overlay Not Appearing

Symptoms: Radiograph captured but no AI analysis overlay appears First-Line Troubleshooting:

  1. ☐ Wait 10 seconds (may be processing)
  2. ☐ Refresh the imaging viewer
  3. ☐ Check internet connectivity (speedtest.net)
  4. ☐ Restart imaging software
  5. ☐ Restart workstation if above steps fail

Escalation Trigger: Issue persists after workstation restart Escalation Path: Champion → Central IT → VideaHealth Support 🔵

Issue: Slow AI Processing (>10 seconds)

Symptoms: AI analysis taking longer than expected First-Line Troubleshooting:

  1. ☐ Check network speed (should be >25 Mbps)
  2. ☐ Check if other workstations experiencing same issue
  3. ☐ If network-wide, check router/switch status
  4. ☐ If single workstation, restart workstation

Escalation Trigger: Processing time consistently >15 seconds Escalation Path: Champion → Central IT (network team)

Issue: Integration Error / Patient Mismatch

Symptoms: AI analysis appears on wrong patient or fails to link First-Line Troubleshooting:

  1. ☐ Verify correct patient selected in PMS
  2. ☐ Verify correct patient selected in imaging software
  3. ☐ Re-capture image with patient verified
  4. ☐ Log incident for investigation

Escalation Trigger: Repeat occurrence with same patient or multiple patients ⚠️ Escalation Path: Champion → Central IT → VideaHealth Support 🔵

PATIENT SAFETY NOTE: If wrong patient linkage occurred, follow PHI incident protocol.

Issue: Provider Disagreement with AI Finding

Symptoms: Provider believes AI finding is incorrect This is NOT a technical issue. Correct response:

  1. Provider documents their clinical reasoning in chart
  2. Provider dismisses AI finding in system
  3. Dismissal is logged for quality review
  4. No escalation needed unless pattern emerges

Issue: Patient Questions About AI

Symptoms: Patient curious or concerned about AI involvement Response Script:

"We use an FDA-cleared AI system that helps our doctors by providing a second analysis of your X-rays. It's like having a specialist review every image. Our dentist still makes all decisions about your care—the AI is just a helpful tool to make sure nothing is missed."

If patient objects to AI:

"We understand. If you prefer, we can note in your chart that you'd like your radiographs reviewed only by our clinical team. The AI analysis will still occur for quality purposes, but the findings won't be shared with you directly."

Consult legal counsel if patients request that AI not be used at all. ⚠️

Standardized Go-Live Checklist (All Locations Must Complete)

Pre-Go-Live (Complete Day Before)

☐ All staff training verified complete ☐ Champion certified ☐ System connectivity tested ☐ Integration tested with 3+ test images ☐ Day 1 schedule reviewed—no unusual complexity ☐ Champion has Day 1 Cheat Sheets printed for all staff ☐ Champion has escalation contacts confirmed

Go-Live Day (Complete Throughout Day)

☐ Morning huddle completed ☐ First 3 radiographs successfully analyzed ☐ No critical system errors in first 2 hours ☐ Midmorning check-in completed ☐ Afternoon check-in completed ☐ End-of-day huddle completed ☐ Day 1 report submitted

Day 1 Report Template

┌─────────────────────────────────────────────────────────────────────────────┐
│  DAY 1 GO-LIVE REPORT                                                        │
│  Location: _______________              Date: _______________                │
│  Champion: _______________                                                   │
├─────────────────────────────────────────────────────────────────────────────┤
│  OVERALL STATUS: [ ] GREEN  [ ] YELLOW  [ ] RED                              │
│                                                                              │
│  RADIOGRAPHS ANALYZED TODAY: ____                                            │
│  SYSTEM ERRORS/ISSUES: ____                                                  │
│                                                                              │
│  PROVIDER FEEDBACK:                                                          │
│  ___________________________________________________________________        │
│  ___________________________________________________________________        │
│                                                                              │
│  STAFF FEEDBACK:                                                             │
│  ___________________________________________________________________        │
│  ___________________________________________________________________        │
│                                                                              │
│  ISSUES TO ESCALATE:                                                         │
│  1. ______________________________________________________________          │
│  2. ______________________________________________________________          │
│                                                                              │
│  SUPPORT NEEDED:                                                             │
│  ___________________________________________________________________        │
└─────────────────────────────────────────────────────────────────────────────┘

First-Week Daily Check-In Protocol

Daily Champion Check-In (Days 1–5)

Frequency: Daily, 15 minutes Participants: Champion, Regional Manager (or delegate) Platform: Phone or video call

Agenda:

  1. Status: Green/Yellow/Red (1 min)
  2. Volume: Radiographs analyzed yesterday (1 min)
  3. Issues: Any system or workflow issues (5 min)
  4. Feedback: Provider and staff sentiment (3 min)
  5. Support needs: Anything needed from central (3 min)
  6. Next steps: Actions before tomorrow's call (2 min)

Central Team Daily Sync (Days 1–5)

Frequency: Daily, 30 minutes Participants: Implementation Lead, IT Support Lead, Regional Managers (dial-in) Time: End of business day

Agenda:

  1. Roll call of live locations—status summary
  2. Critical issues requiring immediate action
  3. Patterns emerging across locations
  4. Vendor escalations in progress 🔵
  5. Plan for tomorrow

Escalation Tiers

Tier Who Handles Response Time
Tier 1 Location Champion Workflow questions, first-line troubleshooting Immediate
Tier 2 Regional Manager Unresolved location issues, staff conflict, process questions Within 2 hours
Tier 3 Central

AI-generated implementation guide based on public vendor information. Verify specifics directly with VideaHealth.