Technology Requisition Policy
1. Purpose
This policy establishes the standard process for requesting, reviewing, and approving all technology solutions and IT equipment at Plum Dental. It ensures alignment with organizational goals, regulatory requirements, and technical standards.
2. Scope
Applies to:
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All departments requesting new technology
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All purchases of software, SaaS, or IT-related hardware
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All employees at HQ and clinic locations
3. Request Categories
A. Technology Solutions (Software)
Includes:
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Practice management software, medical/dental apps
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Communication platforms (e.g., chat, messaging)
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AI-enhanced tools (e.g., diagnostic analytics, imaging)
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Any tool handling PHI or business-critical data
B. IT Equipment (Hardware)
Includes:
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Laptops, desktops, tablets, phones
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X-ray sensors, clinical workstations, headsets, etc.
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Replacements or additions to the current asset inventory
4. Requisition Process (Both Categories)
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1. Submit Request
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Form TBD
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Requesting Department
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2. Initial Review
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IT evaluates technical feasibility, compliance, and viability
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Systems & Technology Manager
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3. Vendor/Quote Review
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IT shortlists vendor(s) or hardware
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IT
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4. Approval
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CFO or designated executive signs off
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CFO / Sponsor
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5. Project Setup
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If approved, a project is created in Monday.com under owning department
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IT / Project Manager
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6. Procurement & Deployment
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Finalized by IT and/or department lead
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IT + Dept Lead
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5. Special Considerations
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Software involving PHI must undergo HIPAA compliance review.
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Hardware must align with IT standards for supported devices.
6. Exceptions
Any exceptions to this policy must be approved by the Systems & Technology Manager and an Executive Sponsor.
📌 This policy ensures all technology decisions at Plum Dental are strategic, secure, and scalable.