Dental Practice Solution Business Case

Use the practice’s own numbers. Industry benchmarks can add context, but they should not replace a measured baseline.

Define the problem

• Write the problem in the owner’s words.
• Record how often it happens.
• Estimate the cost of one occurrence in money or staff time.
• Note when the number changed.
• Identify where the breakdown occurs in the patient journey.
• Name the failure mode: capacity, process, knowledge, consistency, ownership, information, judgment, or structural pressure.

Establish the baseline

• Choose the number that should change if the fix works.
• Pull the current number from the practice’s data.
• Confirm that the team agrees on how the number is calculated.
• Record the date and reporting period.

Compare realistic options

Score each option from 1 to 5 for fit, speed, cost, reversibility, and the practice’s ability to absorb the change.

• Do nothing for now
• Change the process
• Write an SOP or train the team
• Redesign ownership or roles
• Use an existing software feature
• Add a focused tool, AI-assisted step, or automation
• Hire a VA
• Hire locally
• Outsource the function

Remove options that do not address the diagnosed failure mode.

Calculate the business case

• Baseline: ______
• Conservative target: ______
• Monthly value of the gap: ______
• Setup cost: ______
• Ongoing monthly cost: ______
• Training and management time: ______
• Expected time to value: ______
• Cost of doing nothing for six months: ______

Check the implementation

• Name the prerequisite that must happen first.
• Name the person who will own the solution.
• Decide how exceptions will be handled.
• Choose a review date.
• Decide what would cause the practice to stop, change, or expand the solution.

Keep the recommendation short: one lead solution, any necessary supporting solution, the owner, and the number that will be reviewed.