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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
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:
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
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
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
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
Further details available on


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
CEOI CRM Amendments
Add C32 Users in GW
Add C32 Users in Zoho
Connect Users to Chirurgien Data Object in CRM
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
Feb 2024
Mon12
Tue13
Wed14
Thu15
Fri16
Sat17
Sun18
Mon19
Tue20
Wed21
Thu22
Fri23
Sat24
Sun25
Mon26
Tue27
Wed28
Thu29
Mar 2024
Fri1
Sat2
Sun3
Mon4
Tue5
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Fri8
Sat9
Sun10
Mon11
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Sat16
Sun17
Mon18
Tue19
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Sat30
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Apr 2024
Mon1
Tue2
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Sat6
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Wed10
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Sat13
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Mon15
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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 ()
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
Q-17986.pdf
76.2 kB
JU-MK-F02-14-E_modèle courrier export DSIO.pdf
185.2 kB
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