Clinic Staff: Need to reduce the burden of routine communication tasks. Dentists/Healthcare Providers: Need more efficient appointment scheduling and better patient care. Management/Administration: Need increased operational efficiency and better resource allocation. 3. Who would need to approve this system, and who would you recommend to champion this system? Approvals are needed from Clinic Management/Owners for operational and patient satisfaction improvements, the Finance Department for financial viability and fund allocation, and the IT Department/Consultant for technical feasibility and integration. Recommended champions include the Clinic Manager/Office Manager for efficiency, the Lead Dentist/Head of Practice for patient care, and the IT Specialist/Consultant for technical implementation. 4. What data will it store, who will 'own' the data, and how will the data be governed? Stored Data: • Patient contact information, appointment schedules, reminder notifications, follow-up messages, records of patient inquiries and responses, communication logs, and patient engagement metrics. Data Ownership: Mint Dentistry will own and control all data generated and stored by Verse Al. Data Governance: Access Controls: Define who can view or modify data. Encryption: Implement data encryption in transit and at rest. Audits:Regular audits to ensure compliance with data protection standards. This proposal outlines the development and implementation of Verse Al, a cutting-edge Al powered SMS chatbot system for Mint Dentistry, designed to integrate seamlessly with the existing CRM via API. The system aims to revolutionize patient communication by automating routine tasks, such as appointment scheduling, reminders, follow-ups, and responding to patient inquiries 24/7. This will significantly reduce the workload on clinic staff, enhance patient satisfaction, and improve overall operational efficiency, leading to increased patient retention and acquisition. We are seeking approval for a budget of $156,320 over three years to implement and maintain this system, which will include hardware, software, training, and ongoing support. This investment will result in substantial long-term benefits for the clinic, including higher operational efficiency, increased revenue, and improved patient care. 1. What new information system is needed, and what business value will it bring to the organization? Verse Al is an Al-powered SMS chatbot system that will integrate with Mint Dentistry's existing CRM via API. It will automate patient communication, including scheduling, reminders, follow-ups, and responding to queries. Business Value: Patient Satisfaction: Enhanced through improved communication and service. Operational Efficiency: Reduced no-show rates and free up staff time. Revenue Impact: Helps in patient retention and acquisition by enhancing patient engagement. 2. Who are the stakeholders, and what needs will this new system address? Patients: Need timely communication, reminders, and quick responses to their inquiries.