Denticon typical implementation process:
Kickoff Call: Introduction to the implementation team and discussion of the process and timeline.
Data Conversion: Migrating data from legacy systems to Denticon, including trial conversions to ensure data accuracy.
Training: Comprehensive training sessions for staff to familiarize them with Denticon's features and functionalities.
Final Conversion: Completion of data migration and integration with third-party systems.
Go-Live: Transitioning to using Denticon for all practice activities.
Denticon customization process:
Appointment Scheduling: Denticon provides a robust scheduler that can be customized to manage appointments across multiple locations and providers, offering flexibility in scheduling views and functionalities.
Patient Management: Customizable templates and task management features enable practices to tailor patient records and workflows to their specific needs.
Clinical Tools: Denticon supports the creation of advanced macros for treatment plans and progress notes, allowing dental professionals to customize clinical data entry and standardize inputs across the organization.
Denticon training and support:
Training Programs: Denticon provides training programs that include super-user training for internal administrators, thorough training resources, and on-site support for launch day. Training is available both remotely and on-site, ensuring that all staff members are well-prepared before the software goes live.
Denticon University: This is an online library of learning content offering live and on-demand training courses. It includes how-to videos and PDFs that guide users through everyday tasks within Denticon.
Denticon security measures:
Encryption and Data Protection: Denticon uses robust encryption techniques to ensure that patient information remains secure and confidential.
Firewalls and Intrusion Prevention Systems: The software utilizes state-of-the-art hardware and software firewalls, along with Intrusion Prevention Systems (IPS), to protect against unauthorized access and potential security breaches.
HIPAA Compliance: Denticon is committed to maintaining compliance with the Health Insurance Portability and Accountability Act (HIPAA), ensuring that all data handling practices meet stringent privacy and security standards.
Denticon is a cloud-based software, allows for centralized management of updates.
Updates are rolled out seamlessly without requiring manual installations on individual devices.
The frequency of updates is not specified, but cloud-based solutions typically update monthly or quarterly.
Client Ownership: All information and data that a client (or its authorized users) inputs or provides while accessing Denticon, including patient records, images, and operational data, is owned exclusively by the client. This means that your practice—not Planet DDS (PDDS)—retains sole and exclusive ownership and control over all your data stored within Denticon.
Access and Use: Planet DDS acts as the service provider and is granted a limited license to access and use your data solely to deliver, support, and maintain the Denticon services. PDDS may also use aggregated, de-identified data strictly for statistical and benchmarking purposes, by applicable privacy laws (including HIPAA).
Confidentiality: Planet DDS is obligated to maintain the confidentiality of your data, utilizing technical, physical, and administrative safeguards that are at least as protective as those used for its own sensitive data.
Regulatory Compliance: Clients must ensure that their use and storage of data within Denticon adheres to relevant privacy laws, such as HIPAA in the U.S. and GDPR for EU-related processing, including the obligation to obtain and properly track patient consent where required.
Data Export: Clients have the right and ability to export or retrieve their data from Denticon. Denticon supports data migration and assists with transferring data in and out of its platform, including conversions from 60+ other systems. This is facilitated during onboarding, offboarding, or as required for business continuity and compliance.
Transition and Migrations: The Denticon implementation team guides practices through data migrations.
ensuring data—including patient and clinical images—can be moved efficiently to or from the platform as needed.
Portability Scenario: If a practice decides to terminate its use of Denticon, it can request a copy of its data. While the specific manual process is detailed in contractual agreements, Denticon outlines that the client’s sole remedy for loss or damage to data is that PDDS will use commercially reasonable efforts to restore the most recent available backup.
Denticon scalability:
Scalability: Denticon is designed to accommodate practices of all sizes, from single-provider offices to large multi-location dental groups. The software allows practices to add new providers, locations, or staff members without disrupting workflows or requiring additional hardware.
Automatic Renewal: Denticon subscriptions generally auto-renew at the end of the initial contract period unless either party provides advance written notice of non-renewal.
The initial term is typically one year, sometimes specified as longer in individual contracts, after which renewal occurs either monthly or annually (in accordance with your agreement).
Unless otherwise agreed, renewal proceeds for one (1) month terms or, for some agreements, one (1) year terms, and continue successively until terminated with proper advance notice.
Notice Requirement: Either party must notify the other in writing of non-renewal.
Standard notice requirements are at least thirty (30) days prior to the expiration of the current term for most agreements.
In some cases, sixty (60) days’ notice before expiration of the subscription term may be required.
Pricing Adjustments on Renewal: Upon renewal, Planet DDS may adjust pricing for the upcoming term. If such adjustments are made, they will be communicated in advance and take effect in the next renewal cycle.
Coverage of Additional Services: Any orders for extra services or new locations entered during an existing term are aligned (conterminous) with the main service term, so all services renew together.
Termination for Cause: Either party may terminate the agreement immediately if the other party breaches a material term and fails to remedy it within five (5) business days after receiving written notice (which may be electronic).
Grounds for immediate termination include non-payment, material breach, insolvency, or any proceeding relating to bankruptcy or receivership.
Termination for Convenience: Clients can terminate at any time by providing written notice, but terminations not specifically allowed by the agreement result in early termination fees.
Early termination by the client before the end of a term incurs an automatic charge of three months’ licensing fees, assessed based on the average of the prior six months’ recurring fees. This is a negotiated compensation for Planet DDS’s advanced setup and onboarding efforts.
Effect of Termination:
All licenses and access to Denticon will cease upon termination.
Outstanding obligations, payment responsibilities, and confidentiality clauses survive the end of the agreement.
Data Handling After Termination:
Clients are responsible for extracting their data before the contract ends. Alternatively, clients can request that Planet DDS transmit all data to a secure site for up to thirty (30) days after termination. Planet DDS may charge a reasonable fee for this service.
Denticon is designed to meet rigorous compliance standards essential for dental practices and Dental Support Organizations (DSOs) operating in regulated healthcare environments. These standards ensure security, privacy, and quality management of patient data and clinical operations.
HIPAA (Health Insurance Portability and Accountability Act): Denticon complies with HIPAA regulations, safeguarding the privacy and security of protected health information (PHI). It employs multiple layers of security measures, including encryption, access controls, audit trails, and continuous monitoring, to ensure confidentiality and regulatory adherence.
SOC 2 (Service Organization Control 2) Certification: The platform undergoes SOC 2 audits, validating its adherence to stringent criteria for security, availability, processing integrity, confidentiality, and privacy of client data. This certification provides assurance about the operational controls Denticon maintains to protect data and maintain service reliability.
CE Marking (When applicable for medical devices/software in EU markets)
Although primarily for dental practice management, any integrated imaging solutions comply with applicable medical software quality standards required in certain jurisdictions, such as CE marking.
Encryption; Denticon uses state-of-the-art encryption to protect PHI both in transit and at rest, minimizing risks related to data interception or breaches.
Role-Based Access Control (RBAC) Access to sensitive information is restricted via granular permissions aligned with user roles and responsibilities, ensuring that data exposure is minimized to authorized personnel only.
Audit Trails and Logging: Comprehensive logs track all user activity, changes, and access to sensitive patient information, supporting transparency and facilitating compliance audits.
Disaster Recovery and Backup: Continuous data replication, frequent backups, and geographically redundant data centers ensure data availability and resilience to outages or failures.
HITECH Act: Denticon complies with the Health Information Technology for Economic and Clinical Health (HITECH) Act, which reinforces HIPAA provisions related to electronic health information and encourages adoption of electronic health records with secure and interoperable systems.
