Dental Office Manager Documents & Resources

Our documents below are designed to help Office Managers run a busy dental practice and manage their staff.

Office Manager Instructions & Forms

Want a checklist or template to get your front office team on the same page and motivated? The instructions and forms available here are designed specifically for the dental office manager position.

Office Manager Policies

The office manager policies provided in this module are not for the employees you oversee, they’re designed to help you manage the dental practice, set goals, and run a business.

Office Manager Lesson Documents

Need to find a document from the office manager training videos? You can find all lesson documents here.

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Implementation Manual

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

Front Office Rocks Video Checklist

Printable video tracking sheet

Back Office Rocks Video Checklist

Printable video tracking sheet

Dirty Dozen

Answers to 12 of the most common dental practices face

Dental Office 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.

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

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OFFICE MANAGER INSTRUCTIONS & FORMS

Office Manager Checklist

This Office Manager checklist can be used to track and monitor the daily, weekly and monthly tasks and responsibilities managed.
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Important Reports to Review in Eaglesoft

Depending on how the office is set up, there are a few things to factor in. Use this instruction form to help with choosing which reports are most important in your office. [mepr-active memberships=”629,630,37388,37393,37672,37676,37670,37668,37674,44674,232156″]Download Here[/mepr-active]

Eaglesoft Family Connections

Though this was written for Eaglesoft, this instruction form can help better define family relationships, no matter which software you use.

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Practice Advisor - Dentrix Software Report

There are 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 Advisor.
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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.
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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 the upcoming week. This meeting is also used to discuss each division of the office to make sure there is nothing going on that needs to be handled and/or discuss opportunities to make things run more smoothly. This policy will act as a guideline and agenda for the weekly executive meeting.
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New Patient Flow

Step by step, learn more 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.
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Introducing a New Dentist to The Practice

When writing a letter to introduce a new dentist to the practice, whether it’s due to retirement, a new associate or a practice buyout, it should always reflect the personality of the practice. You can download and print this handy worksheet to help your new introduce your new dentist to the practice.
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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.
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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.
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Patient Leaving Practice – Sample Letter

This Office Manager resource provides a sample of a letter to send to patients leaving your dental practice. You can use this letter as is or customize it for your office.
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Patient Leaving Practice – Sample Letter [Doc]

This Office Manager resource provides a editable Word Doc and sample of a letter to send to patients leaving your dental practice. You can use this letter as is or customize it for your office.
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Examples of Dismissal Verbiage

Use these examples of patient dismissal verbiage in the instance that a patient is not following periodontal recommendations, suggested treatment plan, or wants to be seen between two seperate offices.
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First Day Employee Checklist

Ready for your new employee’s first day on the job? You can download and print this handy checklist to help your new team member get up to speed and ready to train on the first day.
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New Receptionist Employee Checklist

Ready for your new receptionist’s first day on the job? You can download and print this handy checklist to help your new front office team member get up to speed and ready to train on the first day.
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Lead Assistant Daily Duties

The lead assistant is to ensure that all of these duties listed below are being done in a timely, professional and complete manner.

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Floater/Hygiene Assistant Daily Duties

In addition to patient care, the Floater/Hygiene Assistant seeks to ensure proper office function and maintenance. As an assistant, this team member will follow outlines and policies outlined in assistant daily duties, as directed by the lead assistant. Use this Floater/Hygiene Assistant Daily Duties list as a guide.
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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 Billing.
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Performance Evaluation Form - Dental Assistant

Ready for the next Performance Evaluation of your Dental Assistants? Download and print this handy Evaluation Form that covers everything from Clinical Skills and Duties, to Work Ethic, Insurance knowledge and Communication Skills.
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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 skills, to your RDH’s computer skills.
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Performance Evaluation Form - RDH [Doc]

Sample Job Ads

“Do you enjoy working in a fast paced and energetic environment? We are looking for people who love to smile and love helping others.” Use these Job Ad Samples to aid in the writing of attention grabbing employment ads. [mepr-active memberships=”629,630,37388,37393,37672,37676,37670,37668,37674,44674,232156″]Download Here[/mepr-active]

Employee Corrective Action Form

Use this Employee Corrective Action Form to keep record and transparently monitor any actions made by your dental team in need of correction.
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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.
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Out of Network Letter to Patients

This 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 letter as is or customize it for your office.
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OFFICE MANAGER POLICY DOCUMENTS

Performance Evaluation Policy

The performance evaluation is a great opportunity for the dentist and the team member to discuss their job performance, their objectives and their purpose. Performance reviews are based on the responsibilities detailed in the job descriptions, as well as on adherence to the standards of conduct expected by the practice and laid out in the employee manual. Use this as a guideline for creating your own Performance Evaluation Policy.
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Meeting Policy

Production in a dental office is important but if the office only focuses on production then eventually the office will start to become disorganized and result in decreased production. The reason for the decreased production is no time allotted for meetings and times to get more organized or to get organization addressed. Therefore, it is vital that regular meetings are scheduled and held throughout the month and the year. This policy contains a suggested list of meeting that should happen along with the purpose of the meeting and the suggested increments.
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Office Noise Policy

It is important to recognize that the noise level in the office can potentially increase the stress of patients and also may lower the ability to offer exceptional customer service. This policy outlines how to manage the noise level in your office.
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Gossip Policy

In order to create a more professional and team centered work environment, we ask each team member to make a commitment to change any negative actions and help our office to be gossip and drama free. Use this policy form as a guide in creating a Gossip Policy for your office.
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Dental and Office Ordering Policy

This policy provides the guidelines and assigns responsibility for ordering both dental and office supplies for the practice.
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Headset Policy

Each employee, except the doctors, wears a headset while working to stay in good communication with everyone else and to save time trying to track people down to get things done. The headset communication is important too for the office manager to manage the flow of the office and the patients in the office. he amount of communication on the headset is important. If there is too much communication then it is distracting to those not involved with that cycle and if not enough communication or none at all then those trying to get something won’t know if it has been heard. The following are a list of the communication guidelines.
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Overtime Policy

It is important to recognize the personal time, regular pay and overtime pay. As an employer, it is our job to make sure that our employees know the difference between each so each employee can be responsible for the time they are at the office and the work they are doing. This policy defines each type of time that an employee may or may not accrue during a typical work week.
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Vacation and Time Off Request Policy

Full-time employees become eligible to take accrued vacation after their first year of active service, as it accrues and as work schedules permit. Refer to this policy for details pertaining to vacation and other paid time off and the approval of both.
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OFFICE MANAGER LESSON DOCUMENTS

Morning Review of Schedule

It is important to take the time first thing in the morning to look at the schedule and determine if there is anything in the day that needs to be remedied, moved, handled, etc. Looking for and addressing these issues early in the day helps keep the office running smoothly and productively.
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Tracking Against Goals

A primary role of the Office Manager is to work with the doctor to not only set goals but to regularly know how your office is doing each day, week and month in order to meet those goals. This document contains examples and screen shots illustrating how best to track those goals.
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Auto Notes Samples

Here you will find detailed examples of Auto Notes to use in your office.
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Morning Huddle Agenda Form

For an office manager, the morning huddle is the most important part of the day. It prepares the staff to have a productive day with a good attitude. It allows the team to discuss the day’s patients, their needs, and the day’s expectations. Use this agenda to set the tone for the huddle and get your office’s day off to the right start.
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