Practice Intelligence Workflow Checklists

Leadership

Front Desk

Treatment Coordinator

Doctors

Hygienists

Dental Assistants

Role Leadership — Regional / Practice Leader

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Weekly dashboard review

Leadership's primary Pearl tool is the Dashboard. Use it to audit location performance, spot trends, and plan onsite visits.

Open the Practice Intelligence Dashboard and review performance across all locations Video ↗

Review total AI opportunity volume by location — which offices have the highest unplanned treatment backlog?

Review AI opportunity conversion rate — how often are AI-identified findings making it to the treatment plan?

Review hygiene utilization — are slots filling before day-of or are locations reactive?

Identify locations with declining trends — flag for onsite or coaching conversation

Filter by treatment type and provider to identify specific opportunity gaps

Drill into locations where unscheduled treatment is growing — restorative, perio, or endo backlog?

Compare provider-level opportunity conversion across locations to surface coaching needs

After dashboard review — practice follow-up

Follow up with underperforming locations based on dashboard findings

Share specific metric context — "Your unscheduled backlog grew 12% this month" is more actionable than general feedback

Confirm the Daily Huddle Sheet is being printed and used every morning — this is the single highest-leverage habit

Confirm Call Sheets are being worked in priority order, not ad hoc

Plan onsite visits around dashboard trends — not calendar rotation

Prioritize locations with stalling or declining opportunity conversion over multiple weeks

Use onsite time to observe the morning huddle and Call Sheet workflow in practice

Training resources

Complete: Pearl for Regional Hygiene Leaders video Video ↗

Covers how to interpret hygiene-level AI data and coach clinical teams across locations

Recommended: Fundamentals of Practice Intelligence Course (1.0 CE) Course ↗

Deeper dive into PI workflows — recommended for office managers and practice leaders

Role Admin — Front Desk / Scheduling

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Before huddle

Navigate to Schedule → select today's date → choose provider → print or email

Distribute before huddle begins — never after

Scan today's and tomorrow's schedules for openings Article ↗

Flag patients with unscheduled AI indicators for same-day conversations

Note orange miscoded prophy alerts — recode before the appointment

During the day — filling openings

Call Sheet priority order — never skip steps: Recently Cancelled → Recently Planned → Hygiene Overdue → Hygiene Due Now

1 — Recently Cancelled (highest intent, fastest to rebook) Course ↗

Sort by provider, treatment type, and production value

2 — Recently Planned treatments (last 14 days)

Contact patients with newly diagnosed unscheduled treatment — conversion drops sharply after 7 days

3 — Hygiene overdue by 1+ month

Prioritize patients with highest clinical need, AI indicators, or incomplete treatment

4 — Hygiene due in next 2 weeks

Proactive recall — focus on patients with unscheduled treatment or AI indicators coming due

No slot should sit open more than 15 minutes without action. Do not call next week's patients to fill this week's slots.

Before patients leave

Schedule next steps before each patient reaches the door

Check with doctor or hygienist post-appointment for any treatment to schedule

Book the follow-up appointment now — not as a callback

Weekly audit

Review the Practice Intelligence Dashboard with the office manager Video ↗

Review AI opportunity rates and unscheduled treatment volume by provider and treatment type

Identify opportunities for targeted outreach or schedule expansion

Role Treatment Coordinator

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Every morning

Key insight: Conversion drops sharply after 7 days from diagnosis. Treat Recently Planned as a daily call list — not a weekly batch.

Pull the Recently Planned Treatments list — patients diagnosed in the last 14 days with unscheduled treatment Course ↗

Auto-filtered in Practice Intelligence — no manual searching required

Log every call outcome for conversion tracking

Call using clinical urgency first, benefit information second

Lead with what the doctor found and why it matters — then reference insurance if relevant

At every checkout

Review unscheduled treatment with the patient before they reach the door

Confirm next step — appointment booked, not just "we'll call you"

Use AI-documented findings to reinforce the recommendation at checkout

Send annotated x-ray printouts home with patients for treatment plan reminders Article ↗

Select Printout from the image header → choose relevant images → toggle pathologies → export PDF

Printed findings reinforce urgency and reduce no-shows on follow-up appointments

Role Clinical — Doctors & Providers

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Before the day

Review today's schedule and Huddle Sheet before the first patient Article ↗

Use the AI opportunities column to prepare case presentation talking points before patients arrive

Note patients who may need longer exam time based on unscheduled treatment or AI indicators

During team huddle

Align with hygiene on 1–2 key patients and radiograph needs

Confirm which patients are due for BWX or FMX — flag those where new images may change the treatment plan

Identify same-day dentistry candidates with the front desk

Before every exam — under 60 seconds

Do not enter the room without this step. Open Patient Review in Practice Intelligence — confirm last visit, last cleaning, unscheduled treatment, and AI indicators.

Open the Patient Modal in Practice Intelligence Article ↗

Click patient name in schedule view → review last visit, last cleaning, unscheduled treatment

Access most recent radiograph series and AI-identified pathology directly from the modal

During the exam

Review Second Opinion® AI analysis — toggle detections on and off in the patient modal Course ↗

Toggle AI overlays on to see highlighted pathology zones — confirm or dismiss based on clinical judgment

Use A/B comparison to review current vs. prior radiographs for longitudinal discussions

Present treatment using AI overlays and Tooth Parts — show the patient their own radiograph

Turn monitor/tablet toward the patient — walk through each color-coded finding

Say: "The AI identified something I want to review with you — let me show you on your own X-ray." Never say "The AI diagnosed you with…"

For same-day dentistry — call out to front desk immediately

Confirm next steps are scheduled before the patient leaves the chair

Weekly audit

Review the PI Dashboard — unplanned treatment volume and AI opportunity conversion by treatment type Video ↗

Discuss with office manager to align on growth strategies

Role Clinical — Hygienists

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Before the first patient

Review your Hygiene Huddle Sheet Article ↗

Flag orange indicators — miscoded prophys that should be Periodontal Maintenance

Identify patients with perio charting icon — overdue for periodontal probing (12+ months)

Note patients with FMX or BWX icons — imaging is overdue

Review unscheduled treatment and AI-predicted findings for the doctor

Flag SRP candidates based on AI bone level indicators Video ↗

SRP candidate criteria — all three present: last SRP more than 24 months ago · bone level >2.5mm on 3+ surfaces in a quadrant

Alert front desk on SRP patients who may need financial clearance before today's appointment

During team huddle

Flag clinical needs and same-day handoff opportunities

Call out patients needing more exam time than allotted

Flag patients with unscheduled doctor treatment that should move into a doctor opening

Consider patients with incipient caries for preventative care (e.g. Curodont)

During the day

Use AI overlays and Tooth Parts before and after the doctor exam Course ↗

Show calculus detections and bone level measurements to support perio discussions

After doctor presents, reinforce with Tooth Parts — AI confirmation improves patient trust and case acceptance

Send patients home with printed x-rays and homecare instructions Article ↗

Print annotated x-rays with relevant pathologies toggled on — reinforces findings and supports homecare compliance

Schedule the patient's next appointment — walk them to the front desk

Hand off Huddle Sheet notes to front office with a specific recommendation

Weekly audit

Dashboard review — hygiene utilization and SRP pipeline Video ↗

Are hygiene slots filling before day-of? If not, review recall outreach with front desk

Identify patients with high SRP indicators for targeted outreach

Role Clinical Support — Dental Assistants

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Before the first patient

Review the provider Huddle Sheet — note every pink/purple X-ray flag (non-negotiable) Article ↗

Identify every patient with a BWX or FMX icon — prepare imaging before they sit down

Prepare the operatory: sensors, positioning rings, lead aprons for all flagged patients

Use ImageCheck in Second Opinion® to ensure diagnostic quality on all captures Article ↗

Suboptimal image quality reduces AI detection accuracy — verify before the doctor reviews

Have Pearl up in the operatory before the doctor arrives

Review AI indicator dots — anticipate treatment needs and set up proactively for same-day procedures

After doctor recommendation

Pull up AI overlays and Tooth Parts on the chairside monitor Course ↗

Show the finding on the patient's own radiograph while still in the chair

Walk the patient through what the AI detected — color-coded by finding type

Print annotated x-rays to send home — reinforces the recommendation after they leave

Before the patient leaves

Confirm next steps are scheduled — hand off to front desk with specific context

Example: "She's ready to schedule the crown on tooth 14." — not just "she has unscheduled treatment"