Teledentix
بواسطة Virtual Dental Care
Teledentix typical implementation process:
Initial Account Setup: After creating a Teledentix account, an implementation specialist schedules a setup session to configure organization-specific workflows, user roles, and feature settings.
Goal Definition: The specialist collaborates with the clinic’s leadership to define goals, KPIs, and customization requirements, ensuring that Teledentix aligns with operational and clinical needs.
First Training Session: Core users are introduced to the system’s basics, including dashboard navigation, scheduling, video consultations, charting, and patient communication tools.
Second Training Session: The session reinforces learned concepts, addresses questions, and guides teams through deeper configuration—covering data management, imaging, and reporting functions.
Third User Training (Fine-Tuning): The training refines workflow efficiency and prepares staff for full activation, including testing of teleconsultation and billing processes.
Go-Live Preparation: The Teledentix team ensures that all integrations (PMS, imaging, billing) function smoothly before the official launch date.
Live Date Support: A “go-live” day marks operational activation. Virtual Dental Care provides real-time support to help manage initial patient consultations and troubleshoot live issues.
Post-Live System Review: Follow-up sessions are conducted to optimize processes, monitor user adoption, and ensure that teams utilize Teledentix to full capacity.
Teledentix can be extensively customized to fit specific business, clinical, and operational needs. The platform is designed to adapt to different practice types, from solo dental providers to large multi-location or mobile organizations, offering both workflow flexibility and tailored patient experiences.
Custom Patient Forms: Clinics can create unique digital forms using a drag-and-drop form builder, adding or removing fields like open text, select boxes, email verification, and custom HTML elements. These forms support patient data capture, treatment history, or specialty-specific information needed for orthodontics, pediatric dentistry, or hygiene programs.
Custom Registration Workflow: Providers can fully customize the patient registration process — selecting which forms are required, defining consent terms, enabling pre-registration medical history completion, and assigning clinic-specific forms per location or provider.
Branding and Portal Personalization: Practices can brand the patient portal and online booking interface to reflect their identity (logo, colors, and communication style). Each location can have its own unique booking links, improving user experience and marketing reach.
Scheduling and Appointment Templates: The system allows custom scheduling templates for different appointment types, such as hygiene sessions, orthodontic follow-ups, or emergency consults. Practices can define time slots, durations, and automated reminders to suit working patterns and patient volume.
Custom Clinical Workflows: Dental teams can tailor how clinical procedures are documented, such as modifying periodontal charting, treatment planning prompts, or imaging flows. This flexibility allows the software to conform to each business’s clinical protocols instead of imposing fixed templates.
Location-Specific Configurations: Multi-site or mobile operations can configure Teledentix differently per diagnostic site — including distinct billing preferences, intake forms, clinical data sets, or treatment options for schools, corporate wellness clinics, or public health programs.
Form Priority and Workflow Logic: Providers can control the order in which patients see and sign forms, assign conditions for when forms appear (such as before appointments or after consultations), and attach customized pre-visit tasks to streamline data collection.
Custom Communication Tools: The Teledentix Communicator enables tailored referral management, resource sharing, and patient-provider chat settings. Practices can personalize what information is visible to the patient and which team members can engage in secure messaging or file exchange.
Integration Flexibility: Teledentix also supports personalization through integrations with systems like Dentrix, Eaglesoft, Salesforce, and TelScope imaging. These integrations ensure clinics can extend platform data exchange and analytics capabilities based on business goals.
Teledentix provides a structured training and support program to help new users successfully implement and maximize the platform’s capabilities. The company’s approach combines personalized onboarding sessions, continuous technical support, and access to a robust self-help knowledge base.
Onboarding and Setup Support:
Every new account begins with a one-on-one onboarding session led by an Implementation Specialist. These sessions include platform setup, user role configuration, feature mapping, and tailored workflow design to meet the organization’s clinical and operational needs. The setup ensures the platform is ready for patient onboarding and daily use.
Three-Phase Training Program:
Teledentix uses a multi-stage training structure.
The first training session covers system orientation, goal mapping, and workflow familiarization.
The second session refines user proficiency, addressing specific operational tasks such as scheduling, video consults, and charting.
The third user training focuses on fine-tuning, ensuring that all users are comfortable before the platform’s official “go-live” date.
Go-Live and Post-Live Support: During the launch phase, Teledentix offers real-time virtual support to address any immediate technical or operational issues. After going live, the team conducts a post-implementation check-up to review adoption, optimize workflows, and ensure the clinic uses Teledentix’s full range of capabilities effectively.
Help Center and Self-Learning Resources: Teledentix maintains an extensive Help Center, which includes detailed tutorials, quick-start guides, product updates, and best practices. Topics range from dashboard management and appointment setup to treatment planning and teleconsultation workflows, providing continuous learning opportunities for users.
Live Webinars and Expert-Led Training Sessions: The company regularly conducts webinars led by dental technology experts such as Dr. Paul Glassman and Dr. William Jackson. These cover both strategic and technical aspects of telehealth management, ensuring users stay updated on industry trends and platform improvements.
Customer and Technical Support: Users receive continuous access to Teledentix’s dedicated support team for troubleshooting, ticket-based assistance, and technical guidance. Providers can contact support directly within the platform or via email for urgent issues and configuration help.
Teledentix protects patient and practice data with a multilayer security and compliance program that covers the application, infrastructure, and organizational processes end-to-end. The platform is operated by Virtual Dental Care and is governed by HIPAA, with PHI handled on secure “Secure Platforms” under strict privacy controls and provider Notices of Privacy Practices. All PHI uses and disclosures follow HIPAA rules, with role-based access and contractual safeguards via Business Associate arrangements where applicable.
Data in transit is encrypted via TLS/SSL across the patient and provider web and mobile apps, securing live video, chat, file uploads, and portal interactions against interception. Teledentix also enforces secure account authentication on its apps and portals, with administrative controls to restrict access to authorized users only. The company operates a formal privacy program across its domains (virtualdentalcare.com, get.teledentix.com, teledentix.com, dental.com) and applies consistent protections and privacy rights for users and subscribers.
At the platform level, Teledentix maintains a hardened cloud environment and conducts security testing, aligning with healthcare security frameworks referenced in market profiles such as HIPAA, HITRUST, and SOC 2, along with penetration testing practices to validate resilience. These controls help ensure confidentiality, integrity, and availability of ePHI across communication features like live video, stored images, and clinical documents within the Collaboration Module and Collaboration Network features.
Teledentix, operated by Virtual Dental Care (VDC), establishes a comprehensive data ownership and portability policy across its Privacy Policy and Terms & Conditions, focused on ensuring provider control of clinical data, HIPAA‑compliant access, and transparent export rights for portability.
Provider ownership: Clinical and patient data created or entered in Teledentix remain the property of the dental organization or licensed provider using the platform. VDC acts strictly as a Business Associate under HIPAA, processing data on behalf of the covered entity but not claiming ownership over it.
Patient data and PHI handling: All personal and health information (PHI) collected through Teledentix services is handled per the provider’s Notice of Privacy Practices. Virtual Dental Care is the system custodian but not the legal owner of the PHI itself.
Account‑level rights: Access to any stored or transmitted information—such as treatment notes, images, x‑rays, and teleconsultation recordings—is restricted to authenticated users nominated by the provider organization under their licensing agreement.
VDC may retain limited metadata (log data, usage analytics, and diagnostic reports) to maintain system quality and compliance, but does not sell or commercialize clinical data for third‑party use.
Provider control over export: Authorized account holders can export patient records, including forms, recommendations, and images, directly from the platform in standard digital formats for external system migration or backup.
Interoperability and sharing: Teledentix supports secure sharing of patient files, health histories, and images between providers or to patients—facilitating referrals and care coordination while maintaining encryption and access controls.
Upon termination or cancellation, Providers may request data export before account deactivation; data are available for download or transfer in readable, industry‑standard formats prior to access closure. Once access ends, stored PHI is securely deleted or anonymized according to retention laws.
Patient data rights: Patients can request data access, correction, or deletion in accordance with applicable laws (HIPAA and state‑level privacy requirements). Requests are processed via the provider of record, not directly through VDC, maintaining the clinical ownership chain.
All patient and provider data are stored and transmitted using end‑to‑end encryption, with network and access logs continuously monitored for compliance.
Data transfers for portability use secure HTTPS channels and authentication tokens to prevent interception or unauthorized access.
Teledentix, developed by Virtual Dental Care (VDC), offers a modular, tier‑based and contract‑free subscription system that supports flexible scaling as an organization’s size or operational needs change.
The Teledentix platform is built on a tiered subscription structure—Communicator, Pro, and Enterprise—which enables users to upgrade or downgrade plans at any time to align with patient volume, team size, or new service needs.
Pricing is monthly, with no long‑term commitments or fixed contracts, allowing organizations to scale without being locked into multi‑year agreements.
The same core infrastructure (HIPAA‑compliant telehealth modules, secure portals, billing, and remote charting) is used across tiers, meaning scaling primarily involves feature and user capacity increases rather than migration or data loss.
Organizations can request plan upgrades directly through account management or by contacting sales; upgrades become effective immediately or at the next billing cycle, depending on payment processing.
Additional licenses, users, or modules (e.g., e‑prescribing or enhanced analytics) can be added dynamically. Each add‑on charge is pro‑rated for the current cycle and fully rolled into the next renewal.
For enterprise accounts, Teledentix offers custom contract amendments for scaling support across multiple locations, integrated APIs, and clinical data reporting.
Practices can downgrade plans or remove add‑on modules through account management or customer support, typically taking effect after the current billing cycle—no early‑termination penalty applies.
Because payments are prepaid and non‑refundable (per the Terms & Conditions), any reductions appear from the next renewal forward.
For large groups consolidating licensing volume, Teledentix maintains data continuity and access across plans; deactivated accounts retain record storage for a defined compliance period.
Teledentix Enterprise supports horizontal and vertical scaling across provider networks, corporate dental support organizations, and public health programs.
Multi‑location organizations can scale by adding or reducing practices under one administrative account, maintaining aggregate billing and usage insights through the central dashboard.
Teledentix, operated by Virtual Dental Care (VDC), defines its full contract renewal and cancellation terms within its Terms and Conditions (updated August 7, 2023). The provisions apply to both subscription-based and pay‑per‑use (fee-based) service models.
Subscriptions automatically renew at the end of each billing period (monthly or annually) unless cancelled in advance by either the customer or VDC.
Renewals occur under the same plan and terms set forth in the customer’s Subscription Order Form and the Terms & Conditions effective at the time of renewal.
VDC reserves the right to change subscription fees, with prior notice before the renewal date, allowing users to cancel before new rates apply.
Updated Terms & Conditions may also be posted prior to any effective changes; continued use of the platform constitutes acceptance of revised terms.
All subscription fees are billed in advance, with payment due in U.S. dollars within 7 days of invoice issuance.
Users can cancel subscriptions at any time via their account settings or by contacting VDC support ([email protected]).
Cancellation is effective at the end of the current, fully paid billing period—access remains active until the end of that term.
Fees already paid are non‑refundable, except in special cases reviewed and approved at VDC’s sole discretion.
Free Trial users may cancel at any time before the trial ends; otherwise, regular subscription billing begins automatically on the day following expiration.
After cancellation, all rights to use Teledentix services cease immediately, and the user must discontinue access to all web and mobile platforms.
Late payments accrue 1% monthly interest (or the maximum legal rate) beyond the due date.
If payment is overdue by 10 days or more, VDC may suspend access to services until full payment is received.
Customers are responsible for all collection costs, including attorney or agency fees, if VDC recovers unpaid balances through legal or third‑party means.
Taxes, fees, or government assessments related to the subscription are the subscriber’s full responsibility.
Subscriptions are generally non‑refundable.
Certain refund requests may be evaluated case‑by‑case at VDC’s discretion.
Any fee changes announced by VDC take effect after the current subscription term. Users are notified first and may terminate subscriptions before fee adjustments apply.
VDC may terminate or suspend user accounts immediately without prior notice for any breach of Terms or misuse of services.
Termination causes the user’s right to access all Teledentix services to end immediately.
Teledentix, developed by Virtual Dental Care, meets the core regulatory and security standards required for handling patient data and delivering teledentistry services in compliance with U.S. health privacy laws and dental industry regulations.
HIPAA (Health Insurance Portability and Accountability Act): Teledentix explicitly complies with HIPAA, ensuring that all patient data collected, transmitted, and stored within its platform qualifies as Protected Health Information (PHI) and is safeguarded under HIPAA privacy and security rules.
PHI Safeguards: Data entered by providers or patients is treated as PHI and managed per applicable laws. Virtual Dental Care uses and discloses such data according to each dental provider’s Notice of Privacy Practices accessible through its secure portal.
State Teledentistry Regulations: The platform aligns with varying state-specific requirements for informed consent, licensing, and documentation standards, supporting compliance with healthcare practice acts across the U.S..
Informed Consent and Documentation: It allows digital capture and archiving of patient consent, insurance details, and health histories to meet audit and recordkeeping standards.
End‑to‑End Encryption: All video calls, asynchronous data transfers, messages, and file exchanges are encrypted to prevent unauthorized access.
Access Controls and Data Management: Providers can define access permissions for patient records, ensuring least‑privilege data usage within clinical teams.
Dedicated Secure Platforms: Data storage and communication occur within authenticated, restricted environments, distinct from the public-facing website.
Cybersecurity Framework: The system incorporates best practices such as staff training in cybersecurity, encrypted communications, secure telecommunication protocols, and continuous risk monitoring.
Business Associate Agreements (BAAs): Teledentix supports HIPAA-compliant BAAs between dental organizations and the platform provider to formalize data protection responsibilities.
Billing and Coding Standards: Supports CDT teledentistry codes (D9995 and D9996) used for synchronous and asynchronous encounters, ensuring compliance with payer documentation requirements.
