Dental Receptionist Resources

Download and customize any of the documents below 

Receptionist Instructions & Forms

The available Receptionist forms are valuable while handling new patient calls. The forms guide you in asking the right questions and getting the answers the practice needs to provide the best customer experience possible

Receptionist Policies

Our Receptionist policies are designed to be step‐by‐step guides to ensure that the front office has everything needed to support the patient and front office staff.

Receptionist Lesson Documents

Looking for a document from our receptionist training videos?  Click here to view the available lessons for the receptionist training courses – the right amount of communication or asking for referrals.

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Guide to a Great Voicemail Message

This Receptionist resource provides step by step instructions on how to leave the perfect voicemail message.

Entering New Patient to Eaglesoft

This Receptionist policy is designed as a 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 transition for the patient and the front office staff.

Entering New Patient Paperwork

This Receptionist policy 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 entire practice relies on correct patient information to do their jobs.

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 also serves as an authorization to release records from past providers. Please work directly with your legal council or Human Resources professional to ensure your office is legally compliant while using any records release form.

Call In Tracking Form

Use this Call In Tracking Form for the entire team to keep detailed notes of all incoming phone calls to your dental office.

Receptionist Monthly Tracking Sheet

This Dental Receptionist checklist can be used to track and monitor the number of weekly and monthly recare and insurance calls that are made.

New Patient Call in Form

This Receptionist form should be used to handle new dental patient calls. The form aids in asking the right questions and getting the answers the dental practice needs to provide the best customer experience possible.

Child New Patient Form

This Receptionist 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.


Hand Off Policy

This Receptionist policy 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 care.

Patients Asking for Records to be Forwarded

This Receptionist policy 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.

Front Office Opening and Closing List

Each day we need to make sure we get certain things done to open the office efficiently and at the end of the day to make sure we close office correctly. This Receptionist policy is a list of steps that must be done by the first person in from the front office team in the morning.

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 Receptionist policy outlines how to manage the noise level in your office.


The Right Amount of Communication

Your communication skills can impact the flow of information throughout the office, not only helping you get what you need, but others getting what they need. This document focuses on the most efficient way to communicate with your team members and doctors and be effective through your communication.

Diagnostic / Preventative

If you are new to dental there are many basic dental terms that you will hear in a dental office daily that you need to know and understand. This document defines some of those terms in the area of diagnostic and preventative dentistry.

Perio-Gum Disease Overview

This document explains and illustrates what periodontal or gum disease is and how it is treated.

Asking for Referrals

This document provides tips for asking for referrals, suggested scripts and an area to write your own “ask for a referral script.”

Benefit Breakdown Editable Form

This form can be downloaded and customized for your office. It will guide you as you select the correct insurance information for the patient.

Receptionist 'How To' Checklist

This Receptionist ‘How To’ Checklist 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 Office Manager.


This document outlines 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.

Missing Teeth Overview

This document illustrates the different options for replacing a tooth or multiple teeth, when it is needed.

Handling Late Patients

As the Receptionist, it is your job to do all that you can to get patients to arrive on time, but when they do run late, you need the ability to handle the situation. Use this lesson document to make notes during the video to enhance your skills while handling a late patient.

New Patient Flow Chart

This flow chart outlines the new patient process from first call to check-out.

Your Practice Matters To Us

Successful online dental team training requires communication, planning, and starting off on the right foot. So we’ve created a “Getting Started Checklist” designed to help you and your team implement training.

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We love our premade customizable documents, policies, and checklists. Use these in addition to our training modules to improve the flow in your office. 

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