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1
Phase 1: Foundation
Baseline measurement, vendor evaluation, legal setup, and team training
Days 1–30
Week 1
Baseline Measurement Sprint
Focus: Data Collection
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📊 Pull These Reports From Your PMS
No-show rate report (last 6 months)
No-shows + late cancellations ÷ total scheduled appointments. This is your most valuable baseline metric.
CRITICAL
Restorative procedures per patient exam
Total restorative procedures ÷ total exams (last 90 days). This measures your diagnostic yield before AI.
CRITICAL
Case acceptance rate for restorative treatment
Treatment plans presented vs. scheduled. Ask your PMS support team if you can't find this report.
CRITICAL
Insurance claim denial rate
Denied claims ÷ total claims submitted (last 90 days). Break down by payer and procedure code if possible.
HIGH
Average days in accounts receivable
Weighted average by balance. From your AR aging report.
HIGH
Overdue recare patient count
Patients 90+ days past their recall due date. This is your reactivation opportunity inventory.
HIGH
Open treatment plan dollar value
Total value of diagnosed but unscheduled treatment. This is warm revenue waiting to be recovered.
HIGH
💾 Document & Save
Save all baseline reports to a shared folder (labelled "Pre-AI Baseline – [Date]")
You'll need these in 90 days. Don't lose them.
CRITICAL
Enter your numbers into the ROI Calculator
Get a personalized ROI projection and help prioritize which tool to pilot first. Use the free calculator →
HIGH
Week 2
Vendor Evaluation
Focus: Due Diligence
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📋 Before Each Demo
Shortlist 2–3 vendors for your first tool category
Use the Comparison Matrix from the Starter Kit. Don't evaluate more than 3 simultaneously.
HIGH
Request demos in your actual PMS environment (not vendor sandbox)
Email: "We'd like to see this tool running live in [your PMS name]. Can we schedule a demo with our system connected?"
CRITICAL
Schedule demos with your clinical lead and office manager present
The people who will use the tool daily must evaluate it. Their veto matters.
HIGH
❓ Ask Every Vendor These 5 Questions
Q1: What's your training dataset size and demographic composition?
Look for millions of images and diversity across equipment brands and patient demographics.
HIGH
Q2: What peer-reviewed studies support your accuracy claims?
Ask for the actual papers — not a marketing summary. Note who funded the research.
HIGH
Q3: What is your false positive rate? (Specificity, not just sensitivity)
A tool that flags everything is useless. Demand specificity data.
HIGH
Q4: Can you provide reference contacts at practices running our same PMS?
Call them. Ask specifically what didn't work in the first 60 days and how it was resolved.
HIGH
Q5: What are the full BAA terms and data handling policies?
Specifically ask: do you use our patient images to train future models? What is your data retention policy?
CRITICAL
Week 3
Pilot Setup & Legal
Focus: Contracts & Config
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📄 Legal & Compliance
Execute BAA with selected vendor before any patient data is shared
Non-negotiable for HIPAA compliance. If vendor delays or resists, walk away.
CRITICAL
Review and sign pilot/trial agreement (prefer month-to-month initially)
Do not sign an annual contract for a tool you haven't piloted with real cases.
CRITICAL
⚙️ Technical Setup
Schedule vendor-assisted installation and integration testing
Block 2–3 hours. Test with a real patient scenario before going live.
CRITICAL
Identify your internal champion
One person accountable for this implementation. Point of contact with the vendor and internal advocate. Choose carefully.
HIGH
Test with 5–10 historical cases before live patient use
For diagnostic AI: upload historical X-rays and review what the AI flags. Compare to what was documented at the time.
HIGH
Week 4
Team Training & Go-Live
Focus: Adoption
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👥 Staff Training
All-staff training session (vendor-led, 60–90 min)
Everyone who touches the workflow needs to be in this room. No exceptions.
CRITICAL
Address the "replacement" question directly with your team
Be explicit: AI handles routine tasks so staff can focus on judgment-intensive work. Acknowledge the concern; don't dismiss it.
HIGH
Create a quick-reference cheat sheet for each role
One page. What does the tool do for me? What do I do differently? What do I do when something looks wrong?
NORMAL
🚀 Go-Live
Set a 30-day no-judgment rule: run the pilot before evaluating
Commit to the full pilot before any team member declares "this isn't working." New workflows feel clunky for 2–3 weeks. That's normal.
HIGH
Schedule daily 5-minute check-ins with champion for first 2 weeks
What questions came up? What friction appeared? Log everything for the Month 1 review.
NORMAL
Phase 1 Complete — Week 4 Milestone
You should now have: baseline metrics documented, BAA signed, tool installed and integrated, all staff trained, and your first real patient data running through the system. If any of these are missing, do not proceed to Phase 2.
2
Phase 2: Optimization
Analyze early results, fix friction points, expand patient-facing use
Days 31–60
Week 5
First Data Review
Focus: Early Signal
Week 6
Workflow Refinement
Focus: Remove Friction
3
Phase 3: Expansion
Advanced features, second tool evaluation, 90-day ROI report
Days 61–90