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Integration Scope

In line with the original purpose of the current exercise, the following integration scope is proposed.

Patients

Patient records flow should follow the following sequence:

⁠

Notes:

Patients will be identifed with the following data objects in each respective system:

in CRM: Contacts

in QuickBooks Online: Customers

in DentaTap: Patients

Patient records shoult NOT be maintained directly in DentalTap.

Dental Profiles

Despite the simplified Dental Profile maintneance sequence below, DentalTap Dental Profile for each Patient should be accessible at tooth level for furhter use in business proposals.

⁠

Treatment Catalog

Simimlar to Patient records, the master Catalog of Products/Services availble for offer to Patients should live (create/edit) primarily in CRM and then flow to DentalTap. QuickBooks Online does not hold a Product/Service level record as subsequent values in Invoices are aggregated at ‘Class’ level.

⁠

Notes:

As for Patient records, Product/Service records shoult NOT be maintained directly in DentalTap.

Walk-In Appointments

Walk-in Appointments - defined as appointments booked for initial consultation prior to further substantial surgery planning - follow a flow optimised for fluiditiy and efficiency. It is expected that at no time during this flow should C32 staff have to generate ‘Affaires’, Quotes’ or ‘Commandes’ directly in CRM. However, for this flow to work effectively, the following sequence wil need to be ovserved very tightly.

⁠

Notes:

Initial steps in CRM for this flow - incl. Calendar booking - should secure the data link between CRM business data objects (Contact, Affaire, Devis, Commande) throughout the current flow and subsequent flows.

Upon treatment care update, the Sales Order generated at appointment booking stage, which includes a product/service for Consultation shoulod be updated with actual Treatment activities and subsequent product/service pricing in order for Sales Order to be ready for Invoice conversion when Patient exits the treatment room.

Each Treatment Plan should generate/update individual Quotes in CRM with respective product/service pricing. Quotes are different from the actual printable document, which will be generated from a click-button in CRM on a custom Rich-Text format.

Intervention Appointment Confirmation

Following an intial consultation during which a Treatment Plan is generated, a Patient will occasionally confirm the subsequent surgery proposal and book an appointment.

⁠

`Surgery Intervention

Similar to the Walk-In Appointment flow above, Surgery Intervention should require actual treatment activities documentation in DentalTap for live integration update of the existing Sales Order and one-click conversion to invoice when the patient exits the treatment room.

⁠

DentalTap integration Requirements

The following requirements are expected to be met by DentalTap:

Patient Data Object

Ability to Create/Edit Patient data object from API. Response should include DentalTap ID of the patient

Field availability to store an external ID (CRM ID) as a 20 character string over API POST/PUT/PATCH call

Ability to query Patient data object in from API from its ID. All properties visible via the native DentalTap web interface should be returned in the response including Dental and Periodontal charts graphics URLs (readable from GET call).

Treatment Data Object

Ability to Create/Edit Treatment data object from API. Response should include DentalTap ID of the treatment

Field availability to store an external ID (CRM ID) as a 20 character string over API POST/PUT/PATCH call

Ability to query Treatment data object in from API from its ID. All properties visible via the native DentalTap web interface should be returned in the response.

Appointment Data Object

Ability to Create/Edit Appointment data object from API. Response should include DentalTap ID of the Appointment

Field availability to store an external ID (CRM ID) as a 20 character string over API POST/PUT/PATCH call

Live integration with Google Calendar for each dentist/surgeon

Ability to query Patient Dental Profile down to tooth details either as a nested data set from the Appointment data object query call or a separate API call.

Include URL for Dental/Periodontal chart graphics (PNG or SVG) linked to the appointment.

Treatment Activity Data Object

Ability to query Treatment Activity from API based on its related Appointment ID. Returned data set should include nested activities related to respective Treatment ID.

Abilityto trigger HTTP WebHook to external API endpoint upon Treatment Activity completion

Treatment Plan Data Object

Ability to query Treatment Activity from API based on its ID. Returned data set should include nested activities related to respective Treatment ID.

Ability to query Treatment Activity from API based on its related Appointment ID. Returned data set should include nested activities related to respective Treatment ID.

Abilityto trigger HTTP WebHook to external API endpoint upon Treatment Plan updat or status update.

General Settings/Features

Ability to set a master currency with subsequent name and/or symbol

Ability to customise dental/periodontal charts background with custom graphics (Ideally SVG ; PNG acceptable)

Project Scope

Based on the above the following steps and tasks impacting both implementation timeline and budget should be considered:

Scope Item

Details

DentalTap Team

Ch32

Julie

Paoma

Paoma Workload

Project Management

General Planning and Tracking

Lead

16 hrs

DentalTap Features Customisation

Implementation

Lead

Contribute

Manage

General DentalTap Configuration

Users & Permissions

Contribute

Lead

2 hrs

Graphics

Contribute

Lead

2 hrs

API Tokens & WebHooks

Lead

2 hrs

Others

Lead

2 hrs

Platforms Integration

DentalTap API Service & Authentication

Contribute

Lead

8 hrs

Appointments Workflow

Contribute

Lead

3 hrs

Contacts/Patients:

Trigger upon appointment with Surgeon

Create + Update

Lead

3 hrs

Products/Services

Trigger upon association fo C32 Product Family

Create + Update | incl. Prices

Lead

3 hrs

Appointment Process

Create Affaire/Sales Order

Discriminate Consultation/Surgery

Affaire sublist to DentalTap Appointment

Lead

8 hrs

Treatment Activities

WebHook

Zoho Flow Conversion

CRM Function

Identify matching Affaire/SO from Appointment

Match Treatment to Products

Update SO

Contribute

Lead

8 hrs

Treatment Plan

WebHook

Zoho Flow

CRM Function

Identify matching Affaire/SO from Appointment

Match Treatment to Products

Create/Update Quote

Proposal Merge Template

Zoho Writer

PDF generation/Storage/Share

Contribute

Lead

24 hrs

CEOI CRM Amendments

Add C32 Users in GW

Contribute

Lead

Add C32 Users in Zoho

Contribute

Lead

Connect Users to Chirurgien Data Object in CRM

Contribute

Lead

Products

Families updates

Groupe updates

Contribute

Lead

Sales Cycle Simplification

Affaire

Quote

Include external ID

Sales Order

Contribute

Lead

Inventory Templates

Sales Order

Invoice

Contribute

Lead

Dental Data

Contacts/Patients Data Preparation

Lead

Manage

Products/Services - Treatement Data Preparation

Lead

Manage

Dental Practice (Procedures, Treatments....)

Contribute

Lead

Manage

Extract Julie Data - 1

Contribute

Lead

Manage

Process Julie Data - 1

Contribute

Lead

Import Legacy Data -1

Lead

Contribute

Manage

Extract Julie Data - 2

Contribute

Lead

Manage

Process Julie Data - 2

Contribute

Lead

Import Legacy Data -2

Lead

Contribute

Manage

Onboarding

Self-Paced Training

Contribute

Lead

Manage

Onboarding Call 1

Lead

Contribute

Manage

Onboarding Call 2

Lead

Contribute

Manage

Live

Contribute

Lead

Manage

⁠

Further details available on

DentalTap Onlne User Manual⁠

⁠

Project Sequence

Based on the above and customer requirements for optimal transition, the following project sequence is proposed on the assumption of kicking-off the project on

2023-07-01

⁠

Project Management

General Planning and Tracking

DentalTap Features Customisation

Implementation

General DentalTap Configuration

Users & Permissions

Graphics

API Tokens & WebHooks

Others

Platforms Integration

DentalTap API Service & Authentication

Appointments Workflow

Contacts/Patients:

Products/Services

Appointment Process

Treatment Activities

Treatment Plan

CEOI CRM Amendments

Add C32 Users in GW

Add C32 Users in Zoho

Connect Users to Chirurgien Data Object in CRM

Products

Sales Cycle Simplification

Inventory Templates

Dental Data

Contacts/Patients Data Preparation

Products/Services - Treatement Data Preparation

Dental Practice (Procedures, Treatments....)

Extract Julie Data - 1

Process Julie Data - 1

Import Legacy Data -1

Extract Julie Data - 2

Process Julie Data - 2

Import Legacy Data -2

Onboarding

Self-Paced Training

Onboarding Call 1

Onboarding Call 2

Live

Nov 2024

Tue12

Wed13

Thu14

Fri15

Sat16

Sun17

Mon18

Tue19

Wed20

Thu21

Fri22

Sat23

Sun24

Mon25

Tue26

Wed27

Thu28

Fri29

Sat30

Dec 2024

Sun1

Mon2

Tue3

Wed4

Thu5

Fri6

Sat7

Sun8

Mon9

Tue10

Wed11

Thu12

Fri13

Sat14

Sun15

Mon16

Tue17

Wed18

Thu19

Fri20

Sat21

Sun22

Mon23

Tue24

Wed25

Thu26

Fri27

Sat28

Sun29

Mon30

Tue31

Jan 2025

Wed1

Thu2

Fri3

Sat4

Sun5

Mon6

Tue7

Wed8

Thu9

Fri10

Sat11

Sun12

Mon13

Week

TodayFit

⁠

Project Budget

The following cost items should be factored in the project budget:

Project Implementation/Integration Fee from Paoma:

for all Scope Items where identified as ‘Lead’: as per Quote Q-17982

on an ongoing Prepaid-Engineering basis for all Scope Items where identified as ‘Manage’ or ‘Contribute’: as per Quote Q-17983

Professional Services Fee from Paoma - subcontracted to DentalTap as per Quote Q-17987:

Legacy data integration (from Julie) into DentalTap in 2 stages

Onboarding online sessions for Surgeons

Professional Services Fee from Julie Solutions for 2-stage export of legacy data as per Julie Solurtions document

Monthly Licenses for DentalTap (1 license per Named Surgeon per month) as per Quote Q-17986:

2 seats until staging phase 2

4 seats as from staging phase

Additional seats when adding further surgeons

Additional Zoho One Licenses for Suregons

Zoho Flow Tasks in excess of current Zoho One allowance charged from Zoho (

https://www.zoho.com/flow/pricing.html⁠

)

Current allowance for 18 active users: 21,000 Taks per month

Future allowance for 22 active users (4 additional surgeons): 25,000 Taks per month

Attachments

⁠

Q-17982.pdf

76.9 kB

⁠

Q-17987.pdf

76 kB

⁠

Q-17983.pdf

76.3 kB

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Q-17986.pdf

76.2 kB

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JU-MK-F02-14-E_modèle courrier export DSIO.pdf

185.2 kB

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Intervention Appointment Confirmation

`Surgery Intervention

DentalTap integration Requirements

Patient Data Object

Treatment Data Object

Appointment Data Object

Treatment Activity Data Object

Treatment Plan Data Object

General Settings/Features

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