Phase 1: Needs analysis
Before choosing a tool, map your current situation:
- How much time does each clinician spend on documentation per day?
- When are notes documented – immediately or later?
- What percentage of your procedure codes are rejected on review?
- Is there documentation-related stress or overtime?
- Which EHR systems are used today?
Clear answers give concrete goals to measure against after implementation.
Phase 2: Security & compliance
Patient data requires the highest security level. Check that the vendor meets:
- GDPR compliance documented in a Data Processing Agreement
- Data stored and processed within EU/EEA
- Compliance with applicable health data legislation
- ISO 27001 certification or equivalent
- Clear policy for data deletion and retention
- CE marking as a medical device (EU MDR)
Never choose a vendor that cannot document full GDPR compliance.
Phase 3: Pilot
Start small and measure the results:
- Choose 1–3 clinicians to test for 2–4 weeks
- Define success metrics (time saved, number of notes, satisfaction)
- Configure templates that match your clinic's standard
- Ensure a legal basis for recording exists under GDPR (e.g. consent)
- Schedule a follow-up meeting after 2 weeks
A pilot with clear metrics provides the basis for broader rollout.
Phase 4: Template configuration
Adapt the tool to your workflows:
- Create templates for your most common treatment types (examination, filling, periodontal treatment, etc.)
- Define the structure your clinical notes should follow
- Configure role-based settings (dentist vs hygienist)
- Test templates with real patient conversations during the pilot
Good templates are the difference between a tool and a workflow.
Phase 5: Training & rollout
Make the transition smooth for the entire team:
- Schedule training (30–60 minutes is enough for most)
- Show pilot results – concrete numbers motivate
- Designate an internal champion who can help colleagues
- Go live clinic by clinic if you have multiple locations
- Have vendor support available during the first weeks
Most clinicians need 2–3 days before the new workflow feels natural.
Phase 6: Measurement & optimisation
Follow up and improve continuously:
- Compare time saved against baseline from the needs analysis
- Measure rejected procedure code rate before and after
- Ask clinicians about perceived workload and stress
- Iterate templates based on feedback
- Report ROI to decision-makers (time, revenue, satisfaction)
Clear results build long-term adoption and organisational buy-in.
Frequently asked questions
Most clinics go from first demo to full usage within 1–2 weeks. The pilot phase can be as short as a few days if you want to get started quickly.
No. Dentio is fully web-based and requires no installation, server setup or IT integration. All you need is a browser and microphone.
Change takes time. We recommend starting with a pilot among enthusiastic clinicians, showing the results, and letting success spread organically. An internal champion makes a big difference.