Ellerby Dental Group / BB-Demo – Onboarding
Callcompleted
Ellerby Dental Group · 2025-05-12 15:00
Onboarding call on 12 May 2025. Laura walked through the architecture for three read-only connectors and the kickoff plan. Rebecca named a core group of six to eight and checked that the price was locked in.
What was said
What this says
Current to 13 Oct 26Onboarding call on 12 May 2025. Laura walked through the architecture for three read-only connectors and the kickoff plan. Rebecca named a core group of six to eight and checked that the price was locked in.
What happened: Laura Penhaligon presented the architecture, covering the complaints system, the supplier tickets system and practice performance data. Each connector uses a read-only database account, and IT had already indicated they were happy.
Customer view: Rebecca Oakes has a core group list of six to eight people, and asked whether the cost was all locked in at what was signed.
Commercial: Laura said the order form covers 40 users, eight connectors and the annual refresh, good until renewal next April. She also quoted a one-hour response time for critical tickets.
Watch: The record does not show a firm technical kickoff date. Laura only said she would send an invite aiming for the following week.
Themes
Current to 9 Oct 26Who was there
BB-Demo
Them
Follow-up
Next steps
Current to 9 Oct 26- Laura Penhaligon to email the architecture diagram after the call.
- Laura Penhaligon to send a calendar invite for the technical kickoff, aiming for the following week.
- Laura Penhaligon to pass the core group names and email addresses to Esther for training.
Risks
Current to 9 Oct 26- The technical kickoff had no confirmed date, so the data load and go-live could slip.
- Rebecca asked for reassurance that the cost was locked in, so price is on her mind ahead of the renewal Laura mentioned.
Opportunities
Current to 9 Oct 26- The core group of six to eight, including someone from finance, could become internal champions.
- A successful first load on a couple of years of history would show early value before the renewal conversation.
Transcript
Laura Penhaligon NoneHi Megan, Rebecca, good to see you again. I wanted to follow up on the technical side now that we've had the questionnaire. I've been through it with our team and I think we've got a clear path forward.
Megan Statham NoneGood, yeah. IT were pretty thorough with that, so hopefully you've got everything you need.- Laura Penhaligon NoneReally helpful, actually. So I've put together an architecture diagram, I'll email that to you after this call. It shows how we're going to connect to your complaints system, your supplier tickets system and your practice performance data. Each connector has a read-only database account, no changes to your side.
- Megan Statham NoneDoes your IT need anything from us to set that up?
- Laura Penhaligon NoneJust the credentials in your security vault. Your IT team's already indicated they're happy with it, so we're good to go. I'll schedule the technical kickoff for next week: that's just to walk through the setup one more time with you and the IT team, make sure everyone's aligned, and answer any last questions.
Rebecca Oakes NoneAnd when do you actually start loading the data?- Laura Penhaligon NoneAfter the technical kickoff, probably the week after. We'll do a full sync of all your data: complaints, tickets, performance metrics, and build the first index. That takes a couple of days. Then we'll send you test data to verify, and once you sign off, we'll switch to production.
- Megan Statham NoneHow much data are we talking?
- Laura Penhaligon NoneDepends on your history. Probably a couple of years' worth across all three systems. But the brain indexes it efficiently, so you'll get fast search and chat responses even with a lot of records. Have you and Rebecca thought about your core user group yet?
- Rebecca Oakes NoneYeah, we've got a list. It's probably six to eight people: our admin team, a couple of practice managers, someone from finance. Does that sound right?
- Laura Penhaligon NonePerfect size. That's the group Esther will train first. They'll get trained in the two weeks before go-live, and then you can roll out to other users once they've got the hang of it. I'll make sure Esther's got the names and email addresses.
- Megan Statham NoneWhat happens if someone needs help after go-live?
- Laura Penhaligon NoneEsther's your go-to for anything on the user side: training, how to use the brain, that kind of thing. If there's a technical issue, data not loading, a search not working, you can log a ticket with us. One-hour response time for anything critical. We'll get it sorted fast.
- Rebecca Oakes NoneAnd the cost, it's all locked in at what we signed, yes?
- Laura Penhaligon NoneYour order form's got it all in, 40 users, eight connectors, the annual refresh. You're good until renewal next April. Any other questions now?
- Megan Statham NoneNo, I think we're covered. When's that technical kickoff?
- Laura Penhaligon NoneI'll send a calendar invite tomorrow, aiming for the following week. Just you, Rebecca, and whoever from IT's handling the access. Cheers both, speak soon.