Case Study — Enterprise PMS Selection
Aligning 60 Locations on a $6M Technology Decision
Jefferson Dental was preparing to make one of the most consequential operational decisions in its history. We gave them the structure, expertise, and confidence to get it right.
By the Numbers
The Challenge
A $6M decision with no room for a demo-driven process
Jefferson Dental, a 60-location dental organization, was preparing to select a new Practice Management System — rationalize a fragmented technology stack, align five different departments, and understand the true cost structure across vendors.
This wasn't just a software decision. It was a 5-year, $6M strategic investment impacting every part of the organization.
- Misalignment across operations, RCM, IT, clinical, and marketing
- Incomplete vendor evaluation driven by demos, not workflows
- Hidden costs buried across subscriptions and RCM services
- Long-term operational inefficiencies baked into the wrong platform
The Approach
Workflow-driven evaluation, not a vendor tour
Optimize led a structured, multi-phase software selection process designed to reduce risk, keep the organization on track, and bring deep expertise to guide decision-making across all stakeholders.
This wasn't a demo-driven process — it was a workflow-driven evaluation built around how Jefferson actually operates.
The Decision
Jefferson selected Denticon as its enterprise platform
After rigorous evaluation, Jefferson Dental chose Denticon based on evidence tied to their actual operational requirements — not vendor promises.
The Outcome
Six areas of measurable clarity
Operational Clarity
Workflows fully documented and translated into concrete system requirements.
Technology Visibility
Leadership gained a clear, unified view of the entire tech stack for the first time.
Pricing Transparency
True cost understood across subscriptions, utilization, and RCM services.
Leadership Alignment
All departments aligned on a single platform and direction — no outliers.
Risk Reduction
A high-stakes decision made with confidence, structure, and defensible rationale.
Executive Confidence
Leadership had the visibility and guidance to make a $6M call without disrupting day-to-day operations.
What the Client Said
In their own words
Executive Perspective
"The Optimize team delivered exactly what we needed — project management to keep us on track and deep insight into the various options and how they would fit our organization — all while keeping vendors coordinated and focused on demonstrating how their solutions would actually work for us."
— Geoff Wayne, CEO
On the Process
"You've done a good job… being very methodical and detailed… what starts well ends well."
— JD Stacey, Operations Leader
On Alignment
"We're all on the same page… we now understand all of the technology that we're using."
— Cindy Blair, Operations Leader
On Value Delivered
"The work that we did specifically for RCM stood out as an extra… everything was very helpful."
— Katelynn Duen, RCM Leader
On Overall Experience
"I've been really happy with the process and what we've been able to discover."
— Kristen Poulton, Marketing Leader
What Happened Next
From selection into implementation
With the platform selected, Jefferson moved directly into implementation planning — building on the foundation laid during the selection process.
- 1Defined project governance and executive leadership structure
- 2Translated documented workflows into the Denticon operating model
- 3Prepared phased rollout plan across all 60 locations
- 4Set the implementation philosophy: accuracy first, speed second
The Real Impact
More than a software selection
This engagement gave Jefferson something more valuable than a vendor recommendation. It gave them a defensible decision-making process they can replicate.
- Fragmented decisionsUnified strategy
- Opinions and preferencesStructured evaluation
- Implementation riskReduced before day one