Resources Library

Forms, Templates, and Checklists For Daily Dental Office Operations.

Quick Start Guides for New & Returning Clients 

Subscription FAQ

Answers to commonly asked questions

Implementation Manual

Doctors guide to getting the most from your team’s training.

Video Checklist

Printable video tracking sheet

Dirty Dozen

Answers to 12 of the most common dental practices face
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Instructions & Forms
Policies
Our policies are designed to give your office written systems on how to handle the daily issues that arise and ensure an efficient and productive team as well as a relaxed and customer service oriented atmosphere for your patients.

Receptionist Policies 
Scheduling Coordinator Policies
Treatment Coordinator Policies
Financial Coordinator Policies 
Office Manager Policies 

Lesson Documents
Here’s where you can find a list of all lesson documents for each training module.

Receptionist Lesson Documents 
Scheduling Coordinator Lesson Documents
Treatment Coordinator Lesson Documents (currently none at this time) 
Financial Coordinator Lesson Documents 
Office Manager Lesson Documents 

Job Descriptions
Hiring and building an effective team is so important to the overall success of your practice. We offer sample job descriptions to help you start thinking about the attributes you want to look for in each role. On our website as a client, we have many videos available in this category, such as Writing a Good Job Advertisement, Reading Resumes, Phone Interview, Interviewing and First Week on the Job.

Receptionist
Scheduler
Treatment Coordinator
Financial Coordinator
Office Manager
Dental Hygienist
Dental Assistant

RECEPTIONIST 

INSTRUCTIONS & FORMS

Child New Patient Form

Child New Patient Form This Dental Receptionist resource form is perfect to give directly to your new dental child patients and can be filled out by themselves while waiting for their appointment to begin. View the complete document and print out a copy for your...

HIPAA Compliance & Records Release Authorization Form

HIPAA Compliance & Records Release Authorization Form This document provides a sample authorization for use or disclosure of protected health information and specifies your rights under the Health Insurance Portability and Accountability Act of 1996. This form...

New Patient Call in Form

New Patient Call in Form This Dental Receptionist resource document provides a form to aid in asking the right questions and getting the answers the dental practice needs to provide the best customer experience possible. NEW PATIENT CALL-IN FORM Patient...

Entering New Patient Paperwork

Entering New Patient Paperwork This Dental Receptionist resource document provides detailed information and definitions for the vital terms used while entering new patient information. Accuracy is vital when entering new patient information into your software. The...

Receptionist Monthly Tracking Sheet [DOC]

Receptionist Monthly Tracking Sheet This Dental Receptionist resource document provides a checklist that can be used to track and monitor the number of weekly and monthly recare and insurance calls that are made. RECEPTIONIST MONTHLY TRACKING SHEET...

Entering New Patient to Eaglesoft

Entering New Patient to Eaglesoft This Dental Receptionist resource document provides a policy and step‐by‐step guide to entering a new dental patient’s information into Eaglesoft and to ensure that your front office has all of the required data needed to ease the...

Call In Tracking Form [DOC]

Call In Tracking FormThis Dental Receptionist resource document provides a fillable spreadsheet and Call In Tracking Form for the entire team to keep detailed notes of all incoming phone calls to your dental office.View the complete document and print out a copy for...

New Patient Flow

New Patient Flow This Office Manager resource teaches you step by step about new patient flow in the dental office. From that first point of contact, the new patient phonecall, to arrival and booking that next appointment, this guide walks you through the process. NEW...

Eaglesoft Family Connections

Eaglesoft Family Connections Though this Office Manager resource was written for Eaglesoft, this instruction form can help better define family relationships, no matter which software you use.   View the complete document and print out a copy for your office...

New Receptionist Employee Checklist

NEW FRONT OFFICE EMPLOYEE / RECEPTIONIST CHECKLIST Welcome to your new role in this great dental office. We are glad you joined the team. In order to train you on many aspects of the front office, we utilize a Front Office Training Website to show you videos that will...

Guide to a Great Voicemail Message

Guide to a Great Voicemail Message This Receptionist resource provides step by step instructions on how to leave the perfect voicemail message. GUIDE TO A VOICEMAIL MESSAGE It is not recommended to let any patient reach your voicemail, but there are times when people...

RECEPTIONIST 

POLICIES

Patients Requesting Dental Records Released

Patients Requesting Dental Records Released This Dental Receptionist resource document provides step by step instructions on how to handle a patient that calls and asks for their records to be forwarded to a new dentist, regardless of the reason. PATIENTS REQUESTING...

Front Office Opening and Closing List

Front Office Opening and Closing List This Dental Receptionist resource document provides a policy and list of steps that must be done by the first person in from the front office team in the morning. Front Desk Opening Policy Each day we need to make sure we get...

Hand Off Policy

Hand Off Policy This Dental Receptionist resource document maps how to skillfully execute hand-offs in your office. The intention of good hand offs is to ensure that the patient is transitioned from one employee to the next with the correct amount of information and...

RECEPTIONIST 

LESSON DOCUMENTS

Excellent Customer Service Guide [Infographic]

Excellent Customer Service Guide [Infographic] This Dental Receptionist resource document is designed to remind your team how to handle new patients, and how to do it in a way that builds rapport and provides excellent customer service and additional value to your...

Handling Late Patients

Handling Late Patients This Dental Receptionist resource provides a lesson document to make notes on during the video to enhance your skills while handling a late patient. As the Receptionist, it is your job to do all that you can to get patients to arrive on time,...

Asking for Referrals

Asking for Referrals This Dental Receptionist resource document provides tips for asking for referrals, suggested scripts and an area to write your own “ask for a referral script.” Tips for Asking for Referrals Referrals should always be asked for face-to-face. It's...

Missing Teeth Overview

Missing Teeth Overview This Dental Receptionist resource document illustrates the different options for replacing a tooth or multiple teeth, when it is needed. Missing Teeth Overview Bridges are false teeth that are designed to "bridge" the gap created by one or more...

Perio-Gum Disease Overview

Perio-Gum Disease Overview This Dental Receptionist resource document explains and illustrates what periodontal or gum disease is and how it is treated. Perio / Gum Disease Overview What causes gum disease? Bacterial plaque – a sticky, colorless film that constantly...

Restorative Dentistry

Restorative Dentistry This Dental Receptionist resource document provides an outline of what restorative or restoration means and different ways that we can help our patients restore their teeth with various procedures done in a dental office. Restorative...

Diagnostic and Preventative Overview

Diagnostic and Preventative Overview This Dental Receptionist resource document defines basic dental terms in the area of diagnostic and preventative dentistry. Diagnostic and Preventative Overview Adults Numbering systems have been developed to have a standard way of...

Receptionist ‘How To’ Checklist

Receptionist 'How To' Checklist This Dental Receptionist resource document provides a detailed checklist of the tasks, skills and knowledge generally required to be successful as a Dental Receptionist. This checklist can be printed and filled out by the trainer, or...

The Right Amount of Communication

The Right Amount of Communication This Dental Receptionist resource document focuses on the most efficient way to communicate with your team members and doctors and be effective through your communication. The Right Amount of Communication Tips for Good Communication...

SCHEDULER

INSTRUCTIONS & FORMS

Scheduler Daily Duties

Scheduler Daily Duties This Scheduling Coordinator resource document provides a Scheduler Daily Duties list to stay on track and ahead of the day. SCHEDULER DAILY DUTIES The scheduler provides a well-run scheduled flow of the dental office. They will oversee that...

Hygiene Scheduler Monthly Tracking Sheet

Hygiene Scheduler Monthly Tracking Sheet This Scheduling Coordinator resource document provides a Hygiene Scheduler Checklist that can be used to track and monitor the scheduler’s daily responsibilities specific to maintenance of the hygiene department’s schedule....

Next Day Reviewer – Scheduler

Next Day Reviewer - Scheduler This Scheduling Coordinator resource document provides a Scheduling Policy to help break down the steps for the next day review. Next Day Reviewer - Scheduler When confirming appointments – there are a few things that you should review...

Hygiene Scheduling Guidelines

Hygiene Scheduling Guidelines This Scheduling Coordinator resource document provides guidelines to create a well-rounded and productive hygiene schedule in your office. Hygiene Scheduling Guidelines In order to have a productive day with Hygiene, we need to have some...

8 Hour Day Outline – Hygiene Schedule

8 Hour Day Outline - Hygiene Schedule This Scheduling Coordinator resource document provides a form to break down and track your eight hour day while scheduling hygiene. We have illustrated how to break your day into manageable pieces and what to do with each...

8 Hour Day Outline – Doctor Schedule

8 Hour Day Outline - Doctor Schedule This Scheduling Coordinator resource provides a form to break down and track your eight hour day while scheduling the doctor. We have illustrated how to break your day into manageable pieces and what to do with each allotment....

Doctor Scheduler Checklist

Doctor Scheduler Checklist This Scheduling Coordinator resource document provides a Doctor Scheduler Checklist that can be used to track and monitor the scheduler’s daily responsibilities specific to maintenance of the doctor’s schedule. DOCTOR SCHEDULER CHECKLIST -...

Eaglesoft Family Connections

Eaglesoft Family Connections Though this Office Manager resource was written for Eaglesoft, this instruction form can help better define family relationships, no matter which software you use.   View the complete document and print out a copy for your office...

SCHEDULER

POLICIES

Hygienist Lunch Policy

Hygienist Lunch Policy This Scheduling Coordinator resource document provides guidelines for monitoring and managing hygiene lunches. Hygiene Lunch Policy It is the purpose of the scheduling team to make sure that the hygiene schedule stays as full as possible. In...

Patients Running Late Policy

Patients Running Late Policy This Scheduling Coordinator resource document provides a policy to assess next steps for any patient who is running late. Patients Running Late On occasion, patients will run late for any number of reasons. If they are only late by a...

Scheduling Policy Points

Scheduling Policy Points This Scheduling Coordinator resource document provides an overview of important points to consider when arranging the scheduling policy for your dental practice. Scheduling Policy No matter what position you hold within this organization, the...

Patients Who Have Not Been in for a Long Period of Time

Patients Who Have Not Been in for a Long Period of Time This Scheduling Coordinator resource document provides a policy that addresses what to do for patients that have been away for a few years. Patients Who Have Not Been in for a Long Period of Time Offices intend...

Block Scheduling Policy

Block Scheduling Policy This Scheduling Coordinator resource document outlines the importance of how to block schedule, what happens when you don’t and the proper guidelines to follow for an effective and productive schedule. Block Scheduling Policy Each team member...

Change of Start Time Confirmation

Change of Start Time Confirmation This Scheduling Coordinator resource document provides a checklist that can be used to track and monitor the number of weekly and monthly recare and insurance calls that are made. Hygiene Start Time Confirmation The hygiene schedule...

Recare Call Policy

Recare Call Policy This Scheduling Coordinator resource document provides an overview of a Recare Call Policy to help aid in recare calls to your dental patients. RECARE CALL POLICY It is our policy that patients book their recare appointment before they leave their...

Hygiene Schedule Priority Policy

Hygiene Schedule Priority Policy This Scheduling Coordinator resource document lists, in order of importance, the daily role of the scheduler to ensure a full and productive hygiene schedule each day. Hygiene Schedule Priority Policy The following is a list of...

Appointment Confirmation Verification Policy

Appointment Confirmation Verification Policy This Scheduling Coordinator resource document provides step by step instructions to use prior to and during your phone call to the patient. Appointment Confirmation Verification Policy When confirming appointments, there...

SCHEDULER

LESSON DOCUMENTS

Offering Appointments to Secondary that Want Primary

Offering Appointments to Secondary that Want PrimaryThis Scheduling Coordinator resource document provides explanation of how to save a block in your dental schedule, while still providing a patient appointment times they want.Verbal Skills Of How To Handle Secondary...

Scheduling Outstanding Treatment [DOC]

Scheduling Outstanding Treatment This Scheduling Coordinator resource provides a fillable document to track those vital outstanding treatment calls to patients. View the complete document and print out a copy for your office below! You’re...

Doctor Schedule vs. Hygiene Schedule

Doctor Schedule vs. Hygiene Schedule This Scheduling Coordinator resource document provides an understanding of how to schedule and what the goal is when putting together a productive schedule. Each dental office is different, so it is important to find out what your...

Block Scheduling Overview

Block Scheduling Overview This Scheduling Coordinator resource document provides an overview of proper block scheduling in your dental schedule. Block Scheduling Overview Block Scheduling is scheduling for production. What does that mean? It means planning your...

How to Offer an Appointment

How to Offer an Appointment This Scheduling Coordinator resource document describes how to offer an appointment to a patient that fits their schedule, but ultimately fills the needs of the office schedule. How to Offer an Appointment Offering appointments to patients...

TX COORDINATOR

INSTRUCTIONS & FORMS

Dental Treatment Narrative for Insurance Company

Dental Treatment Narrative for Insurance Company Dental treatment narratives are imperative for insurance reimbursement but also assist a patient in understanding their current dental condition. A well written and documented narrative may help eliminate the repetitive...

Payment Agreement Form

Payment Agreement Form This Treatment Coordinator resource document provides a form to confirm an agreement between the practice and the patient to receive payment for treatment and services. One agreement is good for each patient and is valid until the patient...

Letter and Email Samples to Send to Patients

Letter and Email Samples to Send to Patients This Treatment Coordinator resource document provides templates that are a good starting point for creating your own library of templates or using them just as they are to communicate effectively with your patients. Strong...

Next Day Reviewer – Treatment Coordinator

Next Day Reviewer - Treatment Coordinator This Treatment Coordinator resource document provides instructions to stay organized and effective prior to and during your next day review. Next Day Reviewer – Treatment Coordinator The purpose of reviewing the schedule a day...

Treatment Coordinator Daily Duties

Treatment Coordinator Daily Duties This Treatment Coordinator resource provides a Treatment Coordinator Daily Duties list to stay on track and ahead of the day. TREATMENT COORDINATOR DAILY DUTIES Being an excellent communicator is a vital skill for the treatment...

TX COORDINATOR

POLICIES

Unscheduled Treatment Follow-Up Policy

Unscheduled Treatment Follow-Up Policy This Treatment Coordinator resource document provides policy to outline what steps need to be taken for each patient that requires treatment plan follow up, including weekly and monthly meeting updates. Unscheduled Treatment...

Old Patient Returns with Outstanding Treatment

Old Patient Returns with Outstanding Treatment This Treatment Coordinator resource document provides a policy to manage returning patients and their outstanding treatment. Old Patient Returns With Outstanding Treatment Most of our patients schedule their treatment at...

Treatment Plan Follow Up Policy

Treatment Plan Follow Up Policy This Treatment Coordinator resource document provides a policy to outline what steps need to be taken for each patient that requires treatment plan follow up, including weekly and monthly meeting updates. Treatment Plan Follow Up Policy...

Verbal Skills to Confirm Patient Payment

Verbal Skills to Confirm Patient Payment This Treatment Coordinator resource document provides sample verbiage and verbal skills to assist the Treatment Coordinator in scheduling patients, whether from the consult rooms or over the phones, to verify the patient’s plan...

FINANCIAL COORDINATOR

INSTRUCTIONS & FORMS

Narratives Required by Insurance Agencies

Narratives Required by Insurance Agencies This Financial Coordinator resource provides a list of treatments that typically require a narrative from insurance companies when submitting a claim. This list is a good starting point of reference to determine whether your...

Financial Coordinator Job Duties in Depth

Financial Coordinator Job Duties in Depth This Office Manager resource provides outlines the duties of the financial coordinator with explanations as to what each step/duty is and why it is important. The instructions define each step, what it means, how it is done...

8 Hour Day Outline – Financial Insurance Coordinator

8 Hour Day Outline - Financial Insurance Coordinator This Financial Coordinator resource provides a graph and daily task table to help you organize your day and ensure productivity. Insurance Coordinator – 8 Hour Day This graph illustrates how to break down an 8 hour...

Insurance Downgrade Work Around

Insurance Downgrade Work Around This Financial Coordinator resource provides instructions that will save you time during insurance submissions and multiple bills to patients. Insurance Downgrade Work Around About 80% of the time, insurance downgrades posterior...

Patient Account Alert Examples

Patient Account Alert Examples This Financial Coordinator resource provides a list to help you pay better attention to account alerts when looking in accounts and/or walking a patient out. This is not all inclusive and you can add your own account alerts to it and...

Financial Coordinator Checklist

Financial Coordinator Checklist This Financial Coordinator resource provides a checklist that can be used to track and monitor the financial insurance coordinator’s daily responsibilities specific to financial and insurance specific functions. FINANCIAL...

Insurance Information Found & Noted

Insurance Information Found & Noted This Financial Coordinator resource provides policy and supporting form to know what to capture and how to make accurate notes.  Insurance Information Found and Noted When a new patient comes to us or a patient’s insurance...

Financial Coordinator Daily Duties

Financial Coordinator Daily Duties This Financial Coordinator resource provides a Financial Coordinator Daily Duties list to stay on track and ahead of the day. FINANCIAL COORDINATOR DAILY DUTIES The purpose of the financial coordinator is to maintain a...

FINANCIAL COORDINATOR

POLICIES

Out of Network Letter to Patients [DOC]

Out of Network Letter to Patients This Financial Coordinator resource provides a letter to patients can be used as a template to inform patients that the office is no longer in-network and provides the details they need pertinent to their dental care. You can use this...

Collecting Outstanding Balances

Collecting Outstanding Balances This Financial Coordinator resource provides a policy to establish the appropriate steps to take when managing collections in your office. Collecting Outstanding Balances Collecting outstanding balances from patients who have...

Calling on Outstanding Insurance

Calling on Outstanding Insurance This Financial Coordinator resource provides a policy to manage outstanding insurance calls. Calling on Outstanding Insurance Claims Because we send so many claims daily, it becomes rather easy for a few to fall through the cracks....

FINANCIAL COORDINATOR

LESSON DOCUMENTS

New Patient Flow Chart

New Patient Flow Chart This Dental Receptionist resource document provides a flow chart that outlines the new patient process from first call to check-out. View the complete document and print out a copy for your office below! You’re...

Figuring Out Patient Balances – Patient Did Not Pay Last Time

Figuring Out Patient Balances - Patient Did Not Pay Last Time This Financial Coordinator resource document provides a screenshot sample of a patient account with an unpaid balance. View the complete document and print out a copy for your office below! [mepr-show...

Fee Schedule Versus Coverage Book

Fee Schedule Versus Coverage Book This Financial Coordinator resource document provides a screenshot sample of how to determine whether you should use a fee schedule or the coverage book. View the complete document and print out a copy for your office below!...

Understanding Employer Versus Insurance Company

Understanding Employer Versus Insurance Company This Financial Coordinator resource document defines the terms used to describe either a patient’s employer or their insurance plan. You can use these definitions during patient set up in your software system to...

Benefit Breakdown Form [DOC]

BENEFIT BREAKDOWN QUESTIONNAIREThis Financial Coordinator resource document can be used to help you manage insurance benefits for each patient by breaking down their benefits. You can use this form to capture patient information, coverage percentages, frequency, and...

Understanding Dental Insurance Claims

Understanding Insurance Claims This Financial Coordinator resource document uses a sample insurance dental claim form to identify important parts of each claim. View the complete document and print out a copy for your office below! You’re...

Explanation of Benefits

Explanation of Benefits This Financial Coordinator resource provides a document that illustrates information that you can expect to see on the majority of EOBs. Explanation Of Benefits Whenever the dental office bills an insurance company for a procedure for a...

Dental Insurance Terms

Dental Insurance Terms This Financial Coordinator resource provides a document that defines insurance terms. Refer to this comprehensive list of terms and descriptions while initiating and submitting claims. Dental Insurance Terms Allowable charges: Maximum...

How Dental Codes Work

How Dental Codes Work This Financial Coordinator document outlines dental codes, what they mean and how they work and will serve as a reference while completing and submitting claims. How Dental Codes Work CDT Code / ADA Dental Codes - Purpose of the code: Provide...

OFFICE MANAGER

INSTRUCTIONS & FORMS

Performance Evaluation Form – RDH

Performance Evaluation Form - RDH Ready for the next Performance Evaluation of your RDH? Download and print this handy Office Manager Resource and Evaluation Form that covers everything from clinical skills, patient preparation/treatment, work ethic, communication...

Patient Leaving Practice – Sample Letter

Patient Leaving Practice - Sample Letter This Office Manager resource provides a great sample of a letter to send to patients leaving your dental practice. PATIENT LEAVING PRACTICE LETTER Dear PATIENT NAME, It has been a pleasure treating you and your family. We are...

New Patient Checkout Flow [Infographic]

New Patient Checkout Flow [Infographic]This Dental Office Manager resource document is designed to remind your team how to handle the checkout flow in your dental office. In this infographic we have mapped out the entire checkout process, from that first phone...

Back Office Rocks Training Videos Checklist

Back Office Rocks Training Videos Checklist This Office Manager resource provides a detailed checklist of the videos included in the Back Office Rocks Dental Training Video Library extension. View the complete document and print out a copy for your office below!...

Out of Network Letter to Patients

Letter to Patient Going Out Of Network Date Dear Family, After much deliberation, we have decided to end our preferred provider status with X dental insurance company, effective xxxx,xx,20xx. We will continue to accept your insurance; however we will do so as an...

Examples of Dismissal Verbiage

Examples of Dismissal Verbiage Patient Not Following Periodontal Recommendation Patient Name the severity of your periodontitis is such that I’m uncomfortable having you as a patient of record and not receiving recommended treatment. Not only are your teeth at risk of...

New Patient Welcome Letter

New Patient Welcome Letter This letter to patients can be used as a template to welcome new patients to the office. You can use this letter as is or customize it for your office. Welcome to our practice! We are pleased that you have chosen us to provide your dental...

Office Will be Closed for Vacation Letter

Office Will be Closed for Vacation Letter This letter to patients can be used as a template to notify patients that the office will be closed for vacation. You can use this letter as is or customize it for your office. [Date] ON PRACTICE LETTERHEAD Dear Patients, We...

New Associate Trial Period

New Associate Trial Period The new associate trial period is designed to assure that quality care is being delivered and the new doctor is up to speed clinically, as well as assist them in getting trained on our office policies as they relate to doctors’ duties....

Employee Corrective Action Form

Employee Corrective Action Form This Office Manager resource provides a Employee Corrective Action Form to keep record and transparently monitor any actions made by your dental team in need of correction. View the complete document and print out a copy for your...

Introducing a New Dentist to The Practice

Introducing a New Dentist to The Practice This Office Manager resource provides handy worksheet to help your new introduce your new dentist to the practice. Introducing a New Dentist to The Practice When writing a letter to introduce a new dentist to the practice,...

Sample Job Ads

Sample Job Ads This Office Manager resource provides Job Ad Samples to aid in the writing of attention grabbing employment ads. Sample Job Ads SAMPLE #1 Do you enjoy working in a fast paced and energetic environment? We are looking for people who love to smile and...

New Patient Flow

New Patient Flow This Office Manager resource teaches you step by step about new patient flow in the dental office. From that first point of contact, the new patient phonecall, to arrival and booking that next appointment, this guide walks you through the process. NEW...

Performance Evaluation Form – Dental Assistant

Performance Evaluation Form - Dental Assistant Ready for the next Performance Evaluation of your Dental Assistants? Download and print this handy Office Manager Resource and Evaluation Form that covers everything from Clinical Skills and Duties, to Work Ethic,...

Weekly Executive Meeting

Weekly Executive Meeting This Office Manager instruction form will act as a guideline and agenda for the weekly executive meeting. Weekly Executive Meeting The purpose of this meeting is to bring the management team together to review the past week and make a plan for...

Performance Evaluation Form – Front Office

Performance Evaluation Form - Front Office Ready for the next Performance Evaluation of your Front Office Team? Download and print this handy Evaluation Form that covers everything from Productivity, Time Management to HIPPA Compliance and Insurance Claims and...

Office Manager Daily Duties

Office Manager Daily Duties This Office Manager Daily Duties list can be used to track and monitor the daily, weekly and monthly tasks and responsibilities. Dental Office Manager Daily Duties This essential position is responsible for the overall management of the day...

Floater / Hygiene Assistant Daily Duties

Floater/Hygiene Assistant Daily Duties This Office Manager resource provides a checklist and overview of tasks and daily duties of the Floater / Hygiene Assistant. In addition to patient care, the floater/hygiene assistant seeks to ensure proper office function and...

Practice Advisor – Dentrix Software Report

Practice Advisor - Dentrix Software Report This Office Manager resource provides five key numbers to look at when you are evaluating the health of the dental practice. In the Dentrix software all these numbers can be found on one report . . . The Practice...

Dental Assistant Daily Duties

LEAD DENTAL ASSISTANT DAILY DUTIESThe dental assistant provides a valuable role for general patient care, regarding office function and maintenance. We work as a team to maintain the office appearance and proper function. Routine care will ensure that the office will...

Eaglesoft Family Connections

Eaglesoft Family Connections Though this Office Manager resource was written for Eaglesoft, this instruction form can help better define family relationships, no matter which software you use.   View the complete document and print out a copy for your office...

New Receptionist Employee Checklist

NEW FRONT OFFICE EMPLOYEE / RECEPTIONIST CHECKLIST Welcome to your new role in this great dental office. We are glad you joined the team. In order to train you on many aspects of the front office, we utilize a Front Office Training Website to show you videos that will...

Important Reports to Review in Eaglesoft

IMPORTANT REPORTS TO REVIEW IN EAGLESOFT Depending on how the office is set up, there are a few things to factor in. If office isn’t contracted with any PPOs and everyone is charged office cash price, the Day Sheet would provide production totals. Depending on how the...

First Day Employee Checklist

FIRST DAY EMPLOYEE CHECKLIST This Office Manager resource provides new employees with an orientation and First Day Checklist of the expectations for their first day on the job at your dental practice. Ready for your new employee’s first day on the job? You can...

Office Manager Checklist

OFFICE MANAGER CHECKLIST This Office Manager Checklist can be used to track and monitor the daily, weekly and monthly tasks and responsibilities of a Dental Office Manager. View the complete document and print out a copy for your office below! [mepr-show...

Video Checklist

VIDEO CHECKLISTThis Office Manager resource provides a detailed checklist of the videos included in our Dental Training Video Library.Download and print out your copy for the office, below!You’re currently logged out or not yet a member! You...

Guide to a Great Voicemail Message

Guide to a Great Voicemail Message This Receptionist resource provides step by step instructions on how to leave the perfect voicemail message. GUIDE TO A VOICEMAIL MESSAGE It is not recommended to let any patient reach your voicemail, but there are times when people...

OFFICE MANAGER

POLICIES

Gossip Policy

Gossip Policy This Office Manager resource provides a guide in creating a Gossip Policy for your office. In the dental office, gossip is an activity that can distract and affect employee job satisfaction. Most of us say we do not like it but have all participated in...

Vacation and Time Off Request Policy

Vacation and Time Off Request Policy This Office Manager resource provides details pertaining to vacation and other paid time off for your dental team and the approval of both. Full-time employees become eligible to take accrued vacation after their first year of...

Office Noise Policy

Office Noise Policy This Office Manager resource outlines how to manage the noise level in your office. Office Noise Policy If you have all the operatories being used at the same time and employees sitting at most computers, you need to recognize the amount of noise...

Overtime Policy

Overtime Policy This Office Manager resource provides a policy that defines each type of time that an employee may or may not accrue during a typical work week. Overtime Policy It is important to recognize personal time, regular pay and overtime pay. As an...

Meeting Policy

Meeting Policy This Office Manager resource contains a suggested list of meeting that should happen along with the purpose of the meeting and the suggested increments. Meeting Policy Production in a dental office is important but if the office only focuses on...

Headset Policy

Headset PolicyThis Office Manager resource provides a list of the communication guidelines for your dental team.Headset PolicyEach employee except the doctor(s) wears a headset while working to stay in communication with everyone else and tosave time trying to track...

Dental and Office Ordering Policy

Dental and Office Ordering Policy This Office Manager resource provides guidelines for ordering and assigns responsibility for both the dental and office supplies for the practice. Dental and Office Ordering Policy Ordering of dental supplies is to be done by one...

Performance Evaluation Policy

Performance Evaluation Policy This Office Manager resource provides a guideline for creating your own Performance Evaluation Policy. Performance Evaluation Policy It is the policy of this practice to provide our team members with regular evaluations of work...

OFFICE MANAGER

LESSON DOCUMENTS

Why Your Office Should Consider a Membership Club [Infographic]

Why Your Office Should Consider a Membership Club [Infographic]This Dental Receptionist resource document will provide your team with important insight into the “Why” behind dental membership and aid in the creation and growth of a successful membership...

Excellent Customer Service Guide [Infographic]

Excellent Customer Service Guide [Infographic] This Dental Receptionist resource document is designed to remind your team how to handle new patients, and how to do it in a way that builds rapport and provides excellent customer service and additional value to your...

Job Description: Dental Assistant

Job Description: Dental Assistant This Office Manager resource provides a downloadable document and sample job descriptions to help you start thinking about the attributes you want to look for in a Dental Assistant. Download the document to view and print out a copy...

Job Description: Dental Hygienist

Job Description: Dental Hygienist This Office Manager resource provides a downloadable document and sample job descriptions to help you start thinking about the attributes you want to look for in a Dental Hygienist. Download the document to view and print out a copy...

Job Description: Dental Office Manager

Job Description: Dental Office Manager This Office Manager resource provides a downloadable document and sample job descriptions to help you start thinking about the attributes you want to look for in a Dental Office Manager. Download the document to view and print...

Job Description: Dental Financial Coordinator

Job Description: Dental Financial Coordinator This Office Manager resource provides a downloadable document and sample job descriptions to help you start thinking about the attributes you want to look for in a Dental Financial Coordinator. View the complete document...

Job Description: Dental Treatment Coordinator

Job Description: Dental Treatment Coordinator This Office Manager resource provides a downloadable document and sample job descriptions to help you start thinking about the attributes you want to look for in a Dental Treatment Coordinator. View the complete document...

Job Description: Dental Scheduling Coordinator

Job Description: Dental Scheduling Coordinator This Office Manager resource provides a downloadable document and sample job descriptions to help you start thinking about the attributes you want to look for in a Dental Scheduling Coordinator. View the complete document...

Job Description: Dental Receptionist

Job Description: Dental Receptionist This Office Manager resource provides a downloadable document and sample job descriptions to help you start thinking about the attributes you want to look for in a Dental Receptionist. View the complete document and print out a...

New Patient Flow Chart

New Patient Flow Chart This Dental Receptionist resource document provides a flow chart that outlines the new patient process from first call to check-out. View the complete document and print out a copy for your office below! You’re...

Auto Notes Samples

Auto Notes Samples This Office Manager resource provides detailed examples of Auto Notes to use in your office. Auto Notes Samples PAYMENT AGREEMENT TO ADD TO TXP: This agreement is good for each patient and is valid until you request an updated financial agreement....

Tracking Against Goals [DOC]

Tracking Against Goals [DOC] Goal Tracking for Dental Office Goal Setting/Tracking: A primary role of the Office Manager is to work with the Doctor to not only set goals but to also know regularly how your office is doing each day, week, and month to meet those...

Tracking Against Goals

Tracking Against Goals This Office Manager resource provides examples and screen shots illustrating how best to track those goals. Goal Tracking for Dental Office Goal Setting/Tracking: A primary role of the Office Manager is to work with the Doctor to not only set...

Morning Huddle Form

Morning Huddle Form This Office Manager resource provides an agenda to set the tone for the huddle and get your office’s day off to the right start. Morning Huddle Agenda DATE: ________________ Review of Previous Day Production: ________________   ...

Morning Review of Schedule

Morning Review of Schedule This Office Manager resource provides a guideline for conducting your morning review of your schedule. Patient Control Morning Schedule Review It is important to take the time first thing in the morning to look at the schedule and determine...

The Dirty Dozen: Twelve Challenges Every Dental Office Faces

THE DIRTY DOZEN: Twelve Challenges Every Dental Office Faces Getting Patients to Show Up It is that dreaded phone call five minutes before the patient is due to arrive to the office. Everyone who works in a dental office knows what I am referring to…. the “I can’t...

DENTAL ASSISTANT

RESOURCES

Performance Evaluation Form – RDH

Performance Evaluation Form - RDH Ready for the next Performance Evaluation of your RDH? Download and print this handy Office Manager Resource and Evaluation Form that covers everything from clinical skills, patient preparation/treatment, work ethic, communication...

Patient Leaving Practice – Sample Letter

Patient Leaving Practice - Sample Letter This Office Manager resource provides a great sample of a letter to send to patients leaving your dental practice. PATIENT LEAVING PRACTICE LETTER Dear PATIENT NAME, It has been a pleasure treating you and your family. We are...

New Patient Checkout Flow [Infographic]

New Patient Checkout Flow [Infographic]This Dental Office Manager resource document is designed to remind your team how to handle the checkout flow in your dental office. In this infographic we have mapped out the entire checkout process, from that first phone...

Back Office Rocks Training Videos Checklist

Back Office Rocks Training Videos Checklist This Office Manager resource provides a detailed checklist of the videos included in the Back Office Rocks Dental Training Video Library extension. View the complete document and print out a copy for your office below!...

Assistant: New Dental Assistant – Webinar Lesson Document

ASSISTANT: New Dental AssistantWEBINAR LESSON DOCUMENTHYGIENIST VS ASSISTANTDENTAL HYGIENIST• Can work independently from the doctor• Has a certification/degree in dental hygiene• Main focus is the periodontal health of the patientsVSDENTAL ASSISTANT• Must work under...

Assistant: Appropriate or Not – Worksheet

Assistant: Appropriate or Not - WorksheetBelow we have listed a few common and difficult scenarios within the office that you could find yourself in. We hope that through this worksheet you will be able to use this information on what is and is not appropriate and...

Assistant: Morning Huddle Tips

Assistant: Morning Huddle Tips Utilize the huddle time to learn, allow this time to keep an open mind and work to be better than you were yesterday. Allow this time to make you all a team. Work to allow this time to start your day on a positive, optimistic note with...

Assistant: Non Patient Time – Productivity

Assistant: Non Patient Time - ProductivityRemember – each office is different! Our documents are intended as suggestions and guidelines only and can be used as a starting point for conversation and your own system development.DAILYClean lines for suction and air water...

Assistant: Bad Habits – Examples

Assistant: Bad Habits - ExamplesNot Showing Up Ready to Work: It’s important to not let your personal life interfere with your work ethic and job performance. You must show up on time to work, ready for the day.Drama and Gossip: Neither of these will help the team or...

Assistant: What the Doctor Looks For

Assistant: What the Doctor Looks ForGOOD TRAITSBe lively and positive:You are the first face patients see and you have the ability to help make them feel comfortable and at ease. Figure out what they like to talk about, what is important to them and help take their...

Assistant: Appropriate Dress and Behavior – Checklist

Assistant: Appropriate Dress and Behavior - ChecklistAPPEARANCEAs a general guide use the culture of your office to match how you should dress/present yourself whether that’s: business casual, relaxed, matching, formal etc. Check with your office to confirm their...

Assistant: How to Be a Leader – Overview

Assistant: How to Be a Leader - OverviewFINDING YOUR WHYYour why is vital for a fulfilling and happy life. It is why you wake up in the morning, what drives you and what you do that you love. It is besides the money, and how much we make, your why is your success and...

Assistant: Anticipating the Doctor’s Needs – Sample Scenarios

Assistant: Anticipating the Doctor's NeedsSample ScenariosRemember – each office is different! Our documents are intended as suggestions and guidelines only and can be used as a starting point for conversation and your own system development.Patient set up Before the...

Assistant: Anticipating the Doctor’s Needs Checklist

Assistant: Anticipating the Doctor's NeedsChecklistRemember – each office is different! Our documents are intended as suggestions and guidelines only and can be used as a starting point for conversation and your own system development.Learn the Steps to Each...

Assistant: Making Patients Comfortable – Role Playing Scenarios

Assistant: Making Patients ComfortableRole Playing ScenariosRemember – each office is different! Our documents are intended as suggestions and guidelines only and can be used as a starting point for conversation and your own system development.NERVOUS FOR...

Assistant: Never Leave Patients Alone – Tips and Tricks

ASSISTANT: NEVER LEAVE PATIENTS ALONETIPS AND TRICKSRemember that patients are uncomfortable in this stressful situation. Not everyone is perfectly comfortable with dental offices, and for those who are not it is important we understand they aren’t around the industry...

Out of Network Letter to Patients

Letter to Patient Going Out Of Network Date Dear Family, After much deliberation, we have decided to end our preferred provider status with X dental insurance company, effective xxxx,xx,20xx. We will continue to accept your insurance; however we will do so as an...

Examples of Dismissal Verbiage

Examples of Dismissal Verbiage Patient Not Following Periodontal Recommendation Patient Name the severity of your periodontitis is such that I’m uncomfortable having you as a patient of record and not receiving recommended treatment. Not only are your teeth at risk of...

New Patient Welcome Letter

New Patient Welcome Letter This letter to patients can be used as a template to welcome new patients to the office. You can use this letter as is or customize it for your office. Welcome to our practice! We are pleased that you have chosen us to provide your dental...

Office Will be Closed for Vacation Letter

Office Will be Closed for Vacation Letter This letter to patients can be used as a template to notify patients that the office will be closed for vacation. You can use this letter as is or customize it for your office. [Date] ON PRACTICE LETTERHEAD Dear Patients, We...

New Associate Trial Period

New Associate Trial Period The new associate trial period is designed to assure that quality care is being delivered and the new doctor is up to speed clinically, as well as assist them in getting trained on our office policies as they relate to doctors’ duties....

Employee Corrective Action Form

Employee Corrective Action Form This Office Manager resource provides a Employee Corrective Action Form to keep record and transparently monitor any actions made by your dental team in need of correction. View the complete document and print out a copy for your...

Introducing a New Dentist to The Practice

Introducing a New Dentist to The Practice This Office Manager resource provides handy worksheet to help your new introduce your new dentist to the practice. Introducing a New Dentist to The Practice When writing a letter to introduce a new dentist to the practice,...

Sample Job Ads

Sample Job Ads This Office Manager resource provides Job Ad Samples to aid in the writing of attention grabbing employment ads. Sample Job Ads SAMPLE #1 Do you enjoy working in a fast paced and energetic environment? We are looking for people who love to smile and...

New Patient Flow

New Patient Flow This Office Manager resource teaches you step by step about new patient flow in the dental office. From that first point of contact, the new patient phonecall, to arrival and booking that next appointment, this guide walks you through the process. NEW...

Performance Evaluation Form – Dental Assistant

Performance Evaluation Form - Dental Assistant Ready for the next Performance Evaluation of your Dental Assistants? Download and print this handy Office Manager Resource and Evaluation Form that covers everything from Clinical Skills and Duties, to Work Ethic,...

Weekly Executive Meeting

Weekly Executive Meeting This Office Manager instruction form will act as a guideline and agenda for the weekly executive meeting. Weekly Executive Meeting The purpose of this meeting is to bring the management team together to review the past week and make a plan for...

Performance Evaluation Form – Front Office

Performance Evaluation Form - Front Office Ready for the next Performance Evaluation of your Front Office Team? Download and print this handy Evaluation Form that covers everything from Productivity, Time Management to HIPPA Compliance and Insurance Claims and...

Office Manager Daily Duties

Office Manager Daily Duties This Office Manager Daily Duties list can be used to track and monitor the daily, weekly and monthly tasks and responsibilities. Dental Office Manager Daily Duties This essential position is responsible for the overall management of the day...

Floater / Hygiene Assistant Daily Duties

Floater/Hygiene Assistant Daily Duties This Office Manager resource provides a checklist and overview of tasks and daily duties of the Floater / Hygiene Assistant. In addition to patient care, the floater/hygiene assistant seeks to ensure proper office function and...

Practice Advisor – Dentrix Software Report

Practice Advisor - Dentrix Software Report This Office Manager resource provides five key numbers to look at when you are evaluating the health of the dental practice. In the Dentrix software all these numbers can be found on one report . . . The Practice...

Dental Assistant Daily Duties

LEAD DENTAL ASSISTANT DAILY DUTIESThe dental assistant provides a valuable role for general patient care, regarding office function and maintenance. We work as a team to maintain the office appearance and proper function. Routine care will ensure that the office will...

Eaglesoft Family Connections

Eaglesoft Family Connections Though this Office Manager resource was written for Eaglesoft, this instruction form can help better define family relationships, no matter which software you use.   View the complete document and print out a copy for your office...

New Receptionist Employee Checklist

NEW FRONT OFFICE EMPLOYEE / RECEPTIONIST CHECKLIST Welcome to your new role in this great dental office. We are glad you joined the team. In order to train you on many aspects of the front office, we utilize a Front Office Training Website to show you videos that will...

Important Reports to Review in Eaglesoft

IMPORTANT REPORTS TO REVIEW IN EAGLESOFT Depending on how the office is set up, there are a few things to factor in. If office isn’t contracted with any PPOs and everyone is charged office cash price, the Day Sheet would provide production totals. Depending on how the...

First Day Employee Checklist

FIRST DAY EMPLOYEE CHECKLIST This Office Manager resource provides new employees with an orientation and First Day Checklist of the expectations for their first day on the job at your dental practice. Ready for your new employee’s first day on the job? You can...

Office Manager Checklist

OFFICE MANAGER CHECKLIST This Office Manager Checklist can be used to track and monitor the daily, weekly and monthly tasks and responsibilities of a Dental Office Manager. View the complete document and print out a copy for your office below! [mepr-show...

Video Checklist

VIDEO CHECKLISTThis Office Manager resource provides a detailed checklist of the videos included in our Dental Training Video Library.Download and print out your copy for the office, below!You’re currently logged out or not yet a member! You...

Guide to a Great Voicemail Message

Guide to a Great Voicemail Message This Receptionist resource provides step by step instructions on how to leave the perfect voicemail message. GUIDE TO A VOICEMAIL MESSAGE It is not recommended to let any patient reach your voicemail, but there are times when people...

HYGIENIST

RESOURCES

Hygiene Huddle Form

Hygiene Huddle Form This hygienist resource document provides the hygienist with a form to help track daily hygiene appointments. View the complete document and print out a copy for your office below! You’re currently logged out or not yet a...

HYGIENIST- What is the doctor looking for?

HYGIENIST- What is the doctor looking for?We have combined a list of the key attributes of a hygienist in the eyes of a dentist as stated in the video. We hope you can use this to not only become better informed, but also as a benchmark for the standards of an RDH in...

Hygienist: Patient Refusing X-Rays – Scenario Transcripts

HYGIENIST: Patient Refusing X-RaysSCENARIO TRANSCRIPTSRemember – each office is different! Our documents are intended as suggestions and guidelines only and can be used as a starting point for conversation and your own system development.Below we have the scripts...

Hygienist: Explaining Perio – Tip Sheet

HYGIENIST: Explaining PerioTIP SHEETRemember – each office is different! Our documents are intended as suggestions and guidelines only and can be used as a starting point for conversation and your own system development.Sit the patient up, take off your gloves, take...

Hygienist: Exam Sequence – Tip Sheet

HYGIENIST: Exam Sequence TIP SHEET Remember – each office is different! Our documents are intended as suggestions and guidelines only and can be used as a starting point for conversation and your own system development. STEP 1 PATHOLOGY The definition of dental...

DOCTOR 

RESOURCES

Doctor: Consults Same Day or Bring Back – Policy and Worksheet

DOCTOR: Consults Same Day or Bring BackPOLICY AND WORKSHEETPOLICY: Every team member must be on the same page when it comes to all areas of concern in the practice, especially consults. Not only do we want to increase the chances that the patient schedules their...

Doctor: Exam Protocol – Tip Sheet

DOCTOR: Exam ProtocolTIP SHEETRemember – each office is different! Our documents are intended as suggestions and guidelines only and can be used as a starting point for conversation and your own system development.Typical Flow of a Hygiene AppointmentView the complete...

Doctor: Handling Different Types of Patients – Worksheet

DOCTOR: Handling Different Types of PatientsWORKSHEETJohn, age 47: John is a new patient who has been terrified of the dentist since an experience he had as a child. When he is brought back to the hygiene chair he becomes extremely nervous and starts to sweat and...

TEAM

RESOURCES

New Patient Checkout Flow [Infographic]

New Patient Checkout Flow [Infographic]This Dental Office Manager resource document is designed to remind your team how to handle the checkout flow in your dental office. In this infographic we have mapped out the entire checkout process, from that first phone...

Team Training: Back Office Terminology & Definitions

TEAM TRAINING: Back Office Terminology & Definitions Periodontist: A specialty dentist who’s focus is on the structures surrounding the teeth as well as gums. Periodontists are primarily concerned with the prevention, diagnosis and treatment regarding diseases...

Team: Hand Offs

TEAM: HAND OFFS Remember – each office is different! Our documents are intended as suggestions and guidelines only and can be used as a starting point for conversation and your own system development. Receptionist first greets patient, welcomes them, checks them in...

Team: Scared or Angry patients – Tip Sheet

TEAM: Scared or Angry patientsTIP SHEETAcknowledge the patient’s fearNo one wants to be told that their fear is irrational, and most of us who have worked in the dental field know that fear of the dentist (in some way, shape or form) is all too common. The most...

Team: Bullying – Tip Sheet

TEAM: BullyingTIP SHEETEXAMPLES OF BULLYING IN THE WORKPLACEUsing experience and seniority as an excuse to treat you or others poorlySpreading lies or rumors throughout the officeUndermining you in front of patients for minute reasonsThrowing instruments, pushing or...

Why Your Office Should Consider a Membership Club [Infographic]

Why Your Office Should Consider a Membership Club [Infographic]This Dental Receptionist resource document will provide your team with important insight into the “Why” behind dental membership and aid in the creation and growth of a successful membership...

Excellent Customer Service Guide [Infographic]

Excellent Customer Service Guide [Infographic] This Dental Receptionist resource document is designed to remind your team how to handle new patients, and how to do it in a way that builds rapport and provides excellent customer service and additional value to your...

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