Dental Office Policies/Procedures/Systems: An Overview

What your office needs to be compliant, operationally efficient, and financially stable

5. MARKETING & CUSTOMER INTERACTION

  • Phone Etiquette & Scripting

  • Internal Marketing Processes

  • External Marketing Processes

  • Website Management

  • New Patient Experience

  • Cancellations/No Shows

  • Appointment Verification

  • Patient Flow Procedures

  • Specialty Referral Process

6. HUMAN RESOURCES

  • Hiring Procedures

  • Onboarding Procedures

  • Employee Counseling System

  • Employee Termination System

  • Retirement Program Management

  • Workers Comp Protocols

  • Credentialing/Recredentialing

  • Standardize Job Descriptions

  • PTO Submission Protocol

  • Annual Total Compensation Document To Employees

  • Annual Benchmarking Of Employees Salary

  • Staff Performance Reviews

  • Office Policy Manual

  • OSHA/WISHA Compliance Checklist

  • HIPAA Compliance Checklist

  • Housekeeping & Equipment Maintenance

  • Disaster & Emergency Preparedness Plan

  • Safety Management

  • Handicap Accessibility

  • Payroll Processing

1. OFFICE DAILY/WEEKLY PROCEDURES

  • Practice Management System or Software

  • Patient Scheduling

  • Opening The Office

  • Closing The Office

  • Staff Scheduling (Front, Back, Doctors)

  • Standardized Documentation Procedures

  • New Patient Intake

  • Cross Train Staff

  • Weekly Leadership Meetings

  • Daily Huddle Standardization

  • Crisis Management

  • Patient Complaints/Incidents

  • Patient Release of Information

  • Patient Audit Checklist

  • Weekly 1:1 Meetings Standardization

  • Inventory Control & Ordering System

  • Training & Orientation Procedures

4. TREATMENT PROCEDURES

  • Room Stocking Checklist

  • Operatory Flip

  • Dental Assistant Set-up

  • Treatment Presentation Plan

  • Same Day Treatment Plan

  • Pouring & Handling Models'

  • Whitening Tray Fabrication

  • ER Patient Protocol

  • Hygiene Recare System

  • Room Set-Up & Break Down

  • Entering Treatment (Existing, Diagnosed, Completed)

  • Treatment Plans

  • Prescription Protocol

  • Use Of Equipment & High-Tech Instruments

  • Patient Reactivation Program

  • Lab Cases Tracking

2. FINANCIAL PRACTICES

  • Annual Budgeting Review Checklist

  • Monthly Budget vs. Actual Variance Analysis

  • Weekly Updates to Company's 90 Day Cash Flow Forecast

  • Monthly Updates to Company's 12 Month Rolling P&L

  • Forecast

  • Documenting Financial Agreements

  • Insurance Verification/Eligibility

  • Insurance Filing

  • Insurance Follow-Up

  • Posting Payments

  • Monthly Review Of Day Sales Outstanding

  • Monthly Review Of A/R Over 90 Days Past Due

  • External Patient Financing

  • Internal Patient Financing

  • Same Day Financial Arrangement

  • Revenue Cycle Management

3. HEALTH AND SAFETY

  • Infection Control Plan

  • Post-Exposure Management

  • Personal Protective Equipment (PPE)

  • Sterilization Monitoring/Instrument Sterilization

  • Laboratory Check-in & Check-Out

  • Tray Set-up Procedures

  • Image Processing System

  • Dental Unit Water Lines, Biofilm, & Water Quality Checklist

  • EOS Traction Implementation Checklist

  • COVID Protocols

  • Hand Hygiene / Washing

  • Medical Waste Handling & Disposal

  • Handling Of Tissue Specimens

  • AED & Emergency Kit Monitoring

  • Oxygen/N2o2 Tank Maintenance

  • Eyewash Station Testing & Monitoring

  • Fire Extinguisher Monitoring

  • Radiation Level Monitoring