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Patients will be identifed with the following data objects in each respective system:in CRM: Contactsin QuickBooks Online: Customersin DentaTap: PatientsPatient records shoult NOT be maintained directly in DentalTap.
As for Patient records, Product/Service records shoult NOT be maintained directly in DentalTap.
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.
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 callAbility 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).
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 callAbility 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.
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 callLive integration with Google Calendar for each dentist/surgeonAbility 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.
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
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.
Ability to set a master currency with subsequent name and/or symbolAbility to customise dental/periodontal charts background with custom graphics (Ideally SVG ; PNG acceptable)
Trigger upon appointment with SurgeonCreate + UpdateTrigger upon association fo C32 Product FamilyCreate + Update | incl. PricesCreate Affaire/Sales OrderDiscriminate Consultation/SurgeryAffaire sublist to DentalTap AppointmentWebHookZoho Flow ConversionCRM FunctionIdentify matching Affaire/SO from AppointmentMatch Treatment to ProductsUpdate SOWebHookZoho FlowCRM FunctionIdentify matching Affaire/SO from AppointmentMatch Treatment to ProductsCreate/Update QuoteProposal Merge TemplateZoho WriterPDF generation/Storage/ShareFamilies updatesGroupe updatesAffaireQuoteInclude external IDSales OrderSales OrderInvoice
Project Implementation/Integration Fee from Paoma:for all Scope Items where identified as ‘Lead’: as per Quote Q-17982on 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 stagesOnboarding 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 24 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 ()Current allowance for 18 active users: 21,000 Taks per monthFuture allowance for 22 active users (4 additional surgeons): 25,000 Taks per month
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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:
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Notes:
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.
%0Aa.4--%3E%3Ep.1%3ASet%20%7BProduct%7D.%7BFamille%7D%20to%20%E2%80%98C32%E2%80%99%0Ap.1-%3E%3Ep.3%3AWebHook%3A%20Instantiate%20Treatment%0Ap.3-%3E%3Ep.1%3AUpdate%20Foreign%20ID%0Aend%0Arect%20rgb(225%2C225%2C225)%0Aa.4--%3E%3Ep.1%3AUpdate%20Product%0Ap.1-%3E%3Ep.3%3AWebHook%3A%20Update%20Treatment%0Aend%0Arect%20rgb(250%2C225%2C225)%0Aa.2--xp.3%3ACreate%2FUpdate%20Treatment%0Aa.1--xp.3%3ACreate%2FUpdate%20Treatment%0Aend&version=9.1.6)
Notes:
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.
%0Aa.5--%3E%3Ea.3%3AAppointment%20Request%0Aa.3--%3E%3Ep.1%3ANew%20Contact%0Aa.3--%3E%3Ep.1%3ANew%20Appointment%20for%20Surgeon%20X%0Ap.1-%3E%3Ep.4%3ASync%20Meeting%20for%20Surgeon%20X%0Ap.1-%3E%3Ep.3%3ABook%20Appointment%20for%20Surgeon%20X%0Ap.1-%3E%3Ep.1%3ANew%20Affaire%0Ap.1-%3E%3Ep.1%3ANew%20Sales%20Order%20for%20Consultation%0Aend%0Arect%20rgb(225%2C225%2C225)%0Aa.1--%3E%3Ea.5%3APerform%20Treatment%0Aa.1--%3E%3Ep.3%3ADocument%20Treatment%0Ap.3-%3E%3Ep.5%3AWebHook%3A%20transform%20Treatment%20Activity%20to%20CRM%0Ap.5-%3E%3Ep.1%3AWebHook%3A%20transform%20Treatment%20Activity%20to%20CRM%0Ap.1-%3E%3Ep.1%3AAdd%20treatment%20items%20to%20Sales%20Order%0Aend%0Arect%20rgb(225%2C225%2C225)%0Aa.1--%3E%3Ep.3%3APrepare%20Treatment%20Plan%0Ap.3-%3E%3Ep.5%3AWebHook%3A%20transform%20Treatment%20Plan%20to%20CRM%0Ap.5-%3E%3Ep.1%3AWebHook%3A%20transform%20Treatment%20Plan%20to%20CRM%0Ap.1-%3E%3Ep.1%3ACreate%2FUpdate%20Treatement%20Quote%0Aa.3--%3E%3Ep.1%3AGenerate%20Treatment%20Proposal%20Document%0Aa.3--%3E%3Ea.5%3AProvide%20Treatment%20Proposal%20Document%0Aend%0Arect%20rgb(225%2C225%2C225)%0Aa.3--%3E%3Ep.1%3AConvert%20Sales%20Order%20to%20Invoice%0Ap.1-%3E%3Ep.2%3AInstantiate%20Invoice%0Ap.2-%3E%3Ep.1%3AUpdate%20Foreign%20ID%0Aa.3--%3E%3Ep.1%3AOutput%20Invoice%20Document%0Aa.3--%3E%3Ea.5%3AProvide%20Invoice%20Document%0Aend&version=9.1.6)
Notes:
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.
%0Aa.5--%3E%3Ea.3%3AProposal%20Confirmation%0Aa.3--%3E%3Ep.1%3AConvert%20Quote%20to%20Sales%20Order%0Aa.3--%3E%3Ep.1%3ANew%20Appointment%20for%20Surgeon%20X%0Ap.1-%3E%3Ep.4%3ASync%20Meeting%20for%20Surgeon%20X%0Ap.1-%3E%3Ep.3%3ABook%20Appointment%20for%20Surgeon%20X%0Aend&version=9.1.6)
`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.
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DentalTap integration Requirements
The following requirements are expected to be met by DentalTap:
Patient Data Object
Treatment Data Object
Appointment Data Object
Treatment Activity Data Object
Treatment Plan Data Object
General Settings/Features
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
1
General Planning and Tracking
Lead
16 hrs
DentalTap Features Customisation
1
Implementation
Lead
Contribute
Manage
General DentalTap Configuration
4
Users & Permissions
Contribute
Lead
2 hrs
Graphics
Contribute
Lead
2 hrs
API Tokens & WebHooks
Lead
2 hrs
Others
Lead
2 hrs
Platforms Integration
7
DentalTap API Service & Authentication
Contribute
Lead
8 hrs
Appointments Workflow
Contribute
Lead
3 hrs
Contacts/Patients:
Lead
3 hrs
Products/Services
Lead
3 hrs
Appointment Process
Lead
8 hrs
Treatment Activities
Contribute
Lead
8 hrs
Treatment Plan
Contribute
Lead
24 hrs
CEOI CRM Amendments
6
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
Contribute
Lead
Sales Cycle Simplification
Contribute
Lead
Inventory Templates
Contribute
Lead
Dental Data
9
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
4
Self-Paced Training
Contribute
Lead
Manage
Onboarding Call 1
Lead
Contribute
Manage
Onboarding Call 2
Lead
Contribute
Manage
Live
Contribute
Lead
Manage
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 ManagementCEOI CRM AmendmentsDental Data
General Planning and Tracking
DentalTap Features CustomisationImplementation
General DentalTap ConfigurationUsers & Permissions
Graphics
API Tokens & WebHooks
Others
Platforms IntegrationDentalTap API Service & Authentication
Appointments Workflow
Contacts/Patients:
Products/Services
Appointment Process
Treatment Activities
Treatment Plan
Add C32 Users in GW
Add C32 Users in Zoho
Connect Users to Chirurgien Data Object in CRM
Products
Sales Cycle Simplification
Inventory Templates
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
OnboardingSelf-Paced Training
Onboarding Call 1
Onboarding Call 2
Live
Dec 2025
Tue30
Wed31
Jan 2026
Thu1
Fri2
Sat3
Sun4
Mon5
Tue6
Wed7
Thu8
Fri9
Sat10
Sun11
Mon12
Tue13
Wed14
Thu15
Fri16
Sat17
Sun18
Mon19
Tue20
Wed21
Thu22
Fri23
Sat24
Sun25
Mon26
Tue27
Wed28
Thu29
Fri30
Sat31
Feb 2026
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
Mar 2026
Sun1
Mon2
Week
TodayFit
Project Budget
The following cost items should be factored in the project budget:
Attachments
Q-17982.pdf
76.9 kB
Q-17987.pdf
76 kB
Q-17983.pdf
76.3 kB
Q-17986.pdf
76.2 kB
JU-MK-F02-14-E_modèle courrier export DSIO.pdf
185.2 kB
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