How do I manage revisions with the doctor and dealer?
On this page
- Key facts
- Why do dental design revisions go wrong?
- What should a revision log include?
- When should equipment be frozen?
- Which AIA form fits each kind of change?
- How do I keep the doctor in the loop without slowing the job?
- What revisions are most common on dental jobs?
- How FloorStack helps
- Free tools for this step
- Frequently asked questions
- Sources
Keep one revision log everyone signs off on, freeze equipment before construction documents, and route every later change through a formal AIA form. Timing is the reason: in 2026, changes made at framing typically cost 20–40% more than if they'd been in the original scope, and changes after drywall can cost 200–400% more (Corporeal Visions).
Key facts
| Fact | Detail | Source |
|---|---|---|
| Change at framing | Typically 20–40% more than original scope | Corporeal Visions |
| Change after drywall | 200–400% more | Corporeal Visions |
| Equipment freeze | Substantially complete 4–6 weeks before permit submission | Corporeal Visions |
| Change order (G701) | Signed by owner, contractor and architect; sets sum and time | AIA Contract Documents |
| Minor change (G710) | Architect's instructions with no change to sum or time | AIA Contract Documents |
| Utility access | Responsibility of the design team (dealer, architect, contractors) | A-dec 511 guide (PDF) |
Why do dental design revisions go wrong?
Because three parties each hold part of the plan. The architect owns the drawings, the dealer owns the equipment configuration, and the contractor owns what gets built. The doctor approves all three, often in separate meetings. A-dec's pre-installation guide makes the shared responsibility explicit: providing utility access for the chair is the responsibility of the design team, meaning the dealer, architect and contractors (A-dec). When a doctor changes a chair model or delivery style with the dealer, and the architect never hears about it, the plumber roughs in to the old spec.
What should a revision log include?
A shared log is the simplest fix. A FloorStack workspace for shared revisions isn't available yet, so use the table below in a shared spreadsheet until it is.
| Field | Example |
|---|---|
| Revision number and date | R7, 2026-08-14 |
| Requested by | Doctor |
| Description | Op 3 changed from rear delivery to over-the-patient |
| Affected trades | Plumbing, electrical, casework |
| Affected drawings and equipment | P-101, E-101; dealer quote packet |
| Cost and time impact | +$1,200, 0 days (GC estimate) |
| Approval form | G710 (no cost) or G701 (cost/time) |
| Approved by | Doctor, architect, GC, dealer acknowledged |
| Status | Issued to field |
Keep one log for the whole project, numbered sequentially, and never accept a verbal change.
When should equipment be frozen?
Before construction documents are finished. Corporeal Visions recommends equipment selection be substantially complete 4–6 weeks before permit submission, with chairs, compressor, vacuum and any CBCT decided "with spec sheets in hand" before rough-in (Corporeal Visions). For A-dec equipment, the dealer's OrderNet quote packet gives key dimensions and configuration for the exact products being delivered (A-dec Inspire 397 guide (PDF)). Attach it to the log as the frozen baseline.
A practical freeze schedule:
| Milestone | What freezes |
|---|---|
| End of schematic design | Operatory count, room layout |
| Design development | Equipment brands and models, delivery style, imaging units |
| 4–6 weeks before permit | Utility locations, rough-in heights, mechanical room |
| Before rough-in | Low-voltage drops, rack location, camera and Wi-Fi locations |
| Before drywall | Blocking for monitors, lights and wall-mounted equipment |
Which AIA form fits each kind of change?
AIA's own guidance divides changes by whether they touch cost or schedule:
- G710, Architect's Supplemental Instructions: for interpretations or minor changes with no change to contract sum or time (AIA). Moving a duplex outlet 6 inches before rough-in is a typical example.
- G709, Proposal Request: asks the contractor to price a proposed change.
- G714, Construction Change Directive: directs a change before price and time are agreed.
- G701, Change Order: records a change agreed by owner, contractor and architect, including any change to sum and time (AIA).
AIA notes that if the contractor believes sum or time is affected, a G710 is the wrong form; use G709, G714 or G701 instead (AIA). Dealers aren't usually party to the construction contract, so get the dealer's written acknowledgment of any change that affects equipment.
How do I keep the doctor in the loop without slowing the job?
- One decision meeting per week with doctor, architect, dealer and GC, working from the log.
- Visuals, not drawings. Most doctors can't read plumbing sheets. Show the change on a floor plan with equipment and devices. FloorStack Studio (live, free plan) shows every device in 3D on the real floor plan, which makes IT and device changes easy to see. For early layout changes, the free dream-practice builder (coming soon) is planned for quick sketches.
- Show the cost. Pair each change with its cost and schedule impact. The free build-out cost & timeline calculator (coming soon) is planned to show how scope changes move the budget. See build-out cost.
- Track permit effects. Some changes need a permit revision and re-review. The free permit & inspection tracker (coming soon) is planned to track those. See dental office permits.
What revisions are most common on dental jobs?
Revisions that ripple across trades include chair or delivery style changes, adding an operatory or converting one to a quiet room, swapping a pano for a CBCT (which brings shielding, a dedicated circuit and a heavier wall), relocating the rack, and adding cameras or monitors after drywall. Equipment lead times make late changes worse. Corporeal Visions puts chair lead times at 12–20 weeks (Corporeal Visions). See equipment lead times, pano and CBCT site prep and contractor vs dealer.
How FloorStack helps
FloorStack is a dental build-out platform built to keep the doctor, dealer and GC on one plan. Today, FloorStack Studio (live, free plan) gives everyone the same 3D view of devices on the floor plan. The dream-practice builder, build-out cost & timeline calculator and permit & inspection tracker are free tools coming soon. Back to the Dental Office Construction hub.
Free tools for this step
- FloorStack Studio (live, free plan): a 3D IT plan of your office with every device placed.
- Dream-practice builder (free tool, coming soon): sketch rooms, operatory counts and layouts on your own suite before you pay for drawings.
- Build-out cost & timeline calculator (free tool, coming soon): estimate budget and schedule from your square footage, operatory count and region.
- Permit & inspection tracker (free tool, coming soon): track every permit, inspection and sign-off through the certificate of occupancy.
Frequently asked questions
How much do late changes cost on a dental build-out?
Corporeal Visions estimates 20–40% more at framing and 200–400% more after drywall, compared with including the work in the original scope (Corporeal Visions).
When should the doctor finalize equipment?
Ideally 4–6 weeks before permit submission (Corporeal Visions).
What is an Architect's Supplemental Instruction?
AIA G710, used for minor changes that don't change contract sum or time (AIA).
Who signs a change order?
Owner, contractor and architect, on AIA G701 (AIA).
Is the dealer responsible for rough-in mistakes?
A-dec assigns utility access to the whole design team, including dealer, architect and contractors (A-dec). Your contracts decide who pays.
Sources
- Corporeal Visions: Dental Equipment Coordination and Construction (June 2026)
- AIA Contract Documents: Summary, G701–2017 Change Order
- AIA Contract Documents: Summary, G710–2017 Architect's Supplemental Instructions
- A-dec 511 Dental Chair Pre-Installation Guide (PDF)
- A-dec Inspire 397 Specialty Cabinet Pre-Installation Guide (PDF)
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