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: 

 

 

 All departments requesting new technology 

 

 

 All purchases of software, SaaS, or IT-related hardware 

 

 

 All employees at HQ and clinic locations 

 

 

 3.  Request Categories 

 A. Technology Solutions (Software) 

 Includes: 

 

 

 Practice management software, medical/dental apps 

 

 

 Communication platforms (e.g., chat, messaging) 

 

 

 AI-enhanced tools (e.g., diagnostic analytics, imaging) 

 

 

 Any tool handling PHI or business-critical data 

 

 

 B. IT Equipment (Hardware) 

 Includes: 

 

 

 Laptops, desktops, tablets, phones 

 

 

 X-ray sensors, clinical workstations, headsets, etc. 

 

 

 Replacements or additions to the current asset inventory 

 

 

 

 4.  Requisition Process (Both Categories) 

 Step 

 Description 

 Owner 

 

 

 

 

 1. Submit Request 

 

 

 Form TBD 

 

 

 Requesting Department 

 

 

 

 

 2. Initial Review 

 

 

 IT evaluates technical feasibility, compliance, and viability 

 

 

 Systems & Technology Manager 

 

 

 

 

 3. Vendor/Quote Review 

 

 

 IT shortlists vendor(s) or hardware 

 

 

 IT 

 

 

 

 

 4. Approval 

 

 

 CFO or designated executive signs off 

 

 

 CFO / Sponsor 

 

 

 

 

 5. Project Setup 

 

 

 If approved, a project is created in  Monday.com  under owning department 

 

 

 IT / Project Manager 

 

 

 

 

 6. Procurement & Deployment 

 

 

 Finalized by IT and/or department lead 

 

 

 IT + Dept Lead 

 

 

 

 

 

 5.  Special Considerations 

 

 

 Software involving PHI  must undergo HIPAA compliance review. 

 

 

 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.