Checklist: Implementing AIat your dental clinic.
Implementing AI documentation at a clinic is more than just creating an account. A successful implementation requires planning, clear goals and the right expectations. Here's a practical checklist in six phases.
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
How long does the entire implementation process take?
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.
Do we need IT support to implement?
No. Dentio is fully web-based and requires no installation, server setup or IT integration. All you need is a browser and microphone.
What if clinicians don't want to use the tool?
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.