Document Your Dental Business in Detail
Dental Office Manual Template
Great Beginnings
Introduce your practice. Include photos if you like. Welcome team members and share a bit about your doc(s). Even add their photos. And their bio as well.
Share the doc’s vision and mission statements with the team. Include the practice culture and what matters most for the team. (formatted with examples to customize)
The introduction as written emphasizes the “team” factor. And the importance of each and every team member and their roles in the success of the practice.
With an outline for each specific role and their individual responsibilities. Customize and update the template for your specific practice needs. (examples included)
Contains solid administrative and front desk templates.
Because this is my area of expertise and strength.
Templates include:
- Phone Scripts
- Patient Check-in & Check-out
- Billing & Patient Account Management
- Weekly Management Systems
- Managing Short-Notice Reschedules
- Dental Insurance
- Patient Account Management
- Chart Notes & Abbreviations
- & So Much More!!
With room for your notes on how to set-up hygiene and restorative treatment room. How to set up trays for specific procedures (add photos too!). How to break down a room. And outline your sterilization process.
How to Use This Document
For Your Team
I recommend that you download and to your computer. Then upload to your Google Drive. Create a Google Document you can manage there. Edit your document. Add photos. And keep it safe while you work it out.
Consider adding team members as editors to the document to help you build it. Especially those who have been with you for a while. And may know some steps and systems you are not quite sure of.
Share when you are ready! And update as you need to. If you are not quite ready for an on-line tool and technology to support your team, this is a great start!
Train Your Team Better
The Dental Practice Operational Manual Template Download is Your Tool!
Today is Your Day!
Lead your entire team in the best dental practice systems and processes.
Customize this pre-built operational manual which includes not only the format but proven dental administrative and business practices.
Describe Your Business in Detail
From how to unlock the doors at the beginning of the day, to how to break down an operatory.
Team members burn out quickly when they are training new team members. And we often hire experienced dental office professionals because we want to spend less time training.
However, every dental practice is very different. And it’s just not true. We just train differently with our experienced new hires.
Reduce the man-power and burnout. Empower your team. Grow your business. I’ve made it so much easier for you!
Define Processes and Systems
Train the team in how to do all those things you need them to do. Process by process and step by step.
That includes answering the phones, greeting patients, reaching out to unscheduled patients, confirming appointments and so much more! Think of all the tasks the team must do. And remember, I’ve got this for you.
Take photos of your tray set-ups and describe room breakdowns. Even share inventory and ordering management. OSHA training and disposal of hazardous waste. Everything you do and need your team to do is clearly outlined.
Policies Too!
What does your team do when they are unable to get into work for some unexpected reason? Do they have access to the information they need on how to clock in and out?
How early does your team need to arrive at the office each day? These are just a few of the questions your new team members will have. So, it’s a great idea to have all of this information in one tidy place.
How to Make the Most of It!
Save this document to your Google Drive. Work on customizing each section. It won’t take you long. And bring your valued team members into the project too. It will help you understand the systems and processes better. And build team spirit too!.
STAY CURRENT
Dental Office Operational Manuals work best when kept current.
So, provide the time and space team members need to help with this project. Just a little time each week to update and add to your manual will work just fine!
Take a Peek!
This download must be customized. Each area that requires information from you is in brackets and the text is orange. Although, you can customize any text you wish. And you should!
But here’s a little peek at what’s inside and what the download looks like to help you decide if this might be a document your dental practice could use.
BONUS!
Purchase Includes Additional Training Resources!
Once you’ve purchased the Dental Office Operational Manual, I’ll send you the email link to my Google Drive File where you can download a total of 14 e-books, manuals and guides to add to your own Google Drive File.
Yes, you’ll also be able to download 13 of these e-books immediately following your purchase. However, 1 file is too large to download from my website.
Plus, you can log into 7 on-online training courses. Copy and paste or print course units to help you build your own training resources. Or allow your team to jump in and access course materials right here.
Additionally, you’ll find 4 training videos you can download and save to your Google File Drive as well for future reference!
Dental Front Desk Manual
Dental Patient Chart Notes E-Book
Weekly Management Systems E-Book
Dental Office Reception Manual
Dental Office Phone Tips & Practical Application E-Book
Dental Hygiene Schedule Management E-Book
Dental Restorative Schedule Management E-Book
Accounts Receivable Made Simple E-Book
Dental Office Phone Scripts E-Book
Dental Block Scheduling Guide
Dental Hygiene Coordinator's Manual
Better Dental Financial Presentations E-Book
Dental Patients Out-of-Network E-Book
Nothing Over Ninety Days Coursebook
Calculating Dental Benefits Course
Dental Customer Service Systems Course
Dental Office Telephone Training Course
Dental Practice Weekly Management Systems Course
Dental Office Collection Practices Course
Dental Hygiene Schedules On-Line Course
Meeting Dental Production Goals Course
Dental Insurance Training Video
Dental Phone Greetings Training Video
Dental Office Hygiene Scripts Video
Dental Financial Presentation Scripts Video
For All You Do It Yourselfers!
Build a Better Dental Office Day Through
Better Team Training
With the Best Training Tools!
Dr. Shehab Hegab
The amount of detailed information specially regarding situations with the phone calls or managing the customers or patients comes from an experienced well educated person.
Very well structured to be used as a customized operations manual for every practice.
It definitely save you the experience, hustle and time for getting this well organized in your practice.
Thank you April for this amount of value.
Kelly Krikke
The resources she has to offer are great!! Great reading material for the whole office team and got a good price!
Barksdale Dental
This is so helpful for my team especially the younger members.
Braedon Fernandez
The literature and knowledgeable information is phenomenal!!!! All easy to read and comprehend. Lots of informative information that is used every day in the dental setting. Customer service alone is a full five star!!!
Dr. Cristin McPherson-Lewis
Great systems & verbal skills! I have enjoyed learning & training my team with this.
14 Dental Administrative E-Books Included in The Purchase of Your Dental Office Operational Manual Template
Everyone Loves These!
A closer look at this opportunity will convince you of its tremendous value! From customer service considerations to collections, you’ll love the detailed instructions and ideas. Phone scripts and verbiage, body language, and tone! It’s all here.
- terminology & the language of dentistry
- create your perfect block schedules
- present dental treatment with a greater understanding of tone and body language – helping patients to say “yes”
- advanced billing and collection techniques
- tricks, tips, and strategies to improve scheduling & eliminate no-shows
Dental Front Desk Manual
This manual holds all my course materials in PDF format.
This one e-book only is 96 pages!
Customer service and calculating dental benefits, in addition to hygiene, restorative, and phone course lectures for you.
Weekly Management Systems Workbook
Reorganize & Restructure!
Dental Office Weekly Management E-Book walks the dental office team through a series of administrative tasks based on a four-day work week. Work through this e-book for the entire month with different special assignments each day. Special assignments include patient aging reports, unpaid insurance claims, and hygiene reactivation.
Dental Office Reception Manual
Dental Office Reception Manual is an important read for everyone on the dental team. Because we all meet, greet, and receive patients every day. And this is a skill we seek to use to help our patients in so many ways. We ask much of our dental patients. We seek our patients’ trust. Patient compliance and referrals grow with better patient reception.
22- page Dental Office Reception Manual
Table of Contents
Center Stage
Reception Desk & Workstations
Greeting in Person
Walk-In Emergency
Walk-In Salesperson
Office Phones
Upset Patients
Late Patients
Clinicians Running Behind
New Patient Calls
Transfer of Records
Premedication
Check-in & Check-Out
Making Appointments
Basic Dental Abbreviations & Terminology
Dental Specialists & Referrals
Dental Office Phone Scripts
Dental Office Phone Scripts take the worry out of our phone conversations. So many of our dental office and patient conversations are very similar. And because our phone greeting brands us, it’s a critical script. Take this Phone Scripts E-Book and put it to good use in your dental practice today! Create the scripts you want your team to use and train the entire team to manage your phones well!
This 14-page e-Book contains the most commonly needed phone scripts for the dental office.
- Your Hello
- The Price Shopper Call
- New Patient Calls
- Short Notice Reschedules
- A Toothache Call with Patient Balance
- Confirmation Calls
- “Do You Take My Insurance?”
- Calling Unscheduled Hygiene Patients
- Overdue Account Balance Calls
- Voicemail Messages To Record
- Your All-Important Goodbye
Phone Tips & Practical Application
Dental Office Telephone Help for You!
“Our dental office phones are different than our personal cell phones. They look different and they work different. Technology continues to evolve with time.
In our evolution, we have a new generation of people joining the workforce. Great people who may have had very little experience with an office land-line telephone. But are far advanced in other areas of technology.
Dental Office Telephone Tips brings some very basic and practical phone applications to the dental team. Because we don’t want to take anything for granted when it comes to everyday phone use.”
Dental Hygiene Schedule Management
Dental Office Hygiene Schedules Can Be Extremely Fluid. It is possible to create stability and see your dental hygiene schedules flourish!
chapters include:
Scheduling an Appointment
What is Your Reschedule Policy
How to Handle Short Notice Reschedules
Short Notice Call List
Appointment Confirmation
What Should Your Schedule Look Like?
Hygiene Reactivation
Restorative Schedule Management
A PDF download to help you with the basics you need to maintain your daily restorative schedule.
And a fabulous training tool for new team members to read through quickly to gain some insight into the key elements of dental office scheduling specifically within the production schedule.
Dental Restorative Schedule Management comes with its own daily challenges. Challenges such as what can we do to better confirm out appointments? What should we do when a patient is running behind or even our dentist? And do we know when that lab case is due in the office?
Dental Accounts Receivable Made Simple
Improve Dental Office Collections with better patient account management! The Dental Accounts Receivable Made Simple E-Book focuses solely on patient balances and collection of patient balances. As well as a phone script to ask for payment, collection letters, patient credit balances, and reports to run and track.
Use this guide to help your practice implement daily patient statements and routinely printing patient credit balance reports. Daily patient statements and monthly credit balance review are key! This guide walks you through how to set up daily patient statements. Which keeps money consistently showing up at your door.
Advanced Dental Block Scheduling Guide
The Dental Block Scheduling Guide Solution
Every hour in the dental practice is much more productive with a customized template. Stress levels are significantly reduced as the team knows just how and where to schedule procedures.
You might even recognize the need for an associate dentist or more hygiene time. Or just the opposite. Awareness and informed decisions make all the difference in this important foundational piece of dental practice management.
The Dental Block Scheduling Guide also provides examples of a dental hygiene schedule and a dental restorative schedule.
Consider bringing the team together for an afternoon team building exercise. And create your ideal daily schedules together. This guide walks you how to lead the team through the process. And what you’ll need to do to prepare to execute the plan.
Dental Hygiene Coordinator's Manual
The role of the Dental Hygiene Coordinator is to enhance the patient experience through relationship building, education, and interaction. This downloadable PDF is a basic guide and manual to support the Dental Hygiene Coordinator in that role. Build patient relationships that keep your patients coming back and referring other patients. Learn basic terminology, codes, and processes quickly. Like how to manage reschedules and create a short notice call list that works well!
What Does a Hygiene Coordinator Do?
Different Types of “Cleanings”
Periodontal Charts & Measurements
Dental X-rays
Dental Insurance & Hygiene Procedures
New Patient Info
Dental Insurance & Hygiene Codes
Insurance Claims for Hygiene Codes
Continuing Care Settings
Patient Conversations
Monthly Numbers
Better Dental Financial Presentations
What’s More Important Than Our Words?
This download provides the dental team with some invaluable tips to help improve boost confidence with treatment presentation. Through a little understanding of our body language, tone, and words, we can better communicate with our dental patients daily.
- 15 Seconds
- First Impressions – First Phone Calls
- Greeting Patients
- Body Language
- The Eyes Have It!
- Smile : )
- Tone *
- How We Say The Words We Say
- Volume
- Clarity
- Speed
- Pause
- Emotion
- What Do We Say?
- Some Scripting
- Patient Hand-Offs
- The Presentation
- The Power of Pre-Payment Plans
- Positive Words
Out-of-Network Dental Patients
“Do you take my insurance?” “Are you in my network?”
Patients ask these questions daily! How we answer their questions and manage their care determines their response to us. We want our patients to receive their dental care with us. This download guides your team in how to provide the answers and the service that keeps your patients right by your side regardless of their dental insurance!
Dental Patient Chart Notes
What’s in a Patient Chart Note?
Dental Office Chart Notes E-Book is a 9 page, easy to follow instructional download for team training and discussion. It’s a fabulous introduction to chart notes for new team members. Both in administrative and clinical roles. And also helps the team when creating unity and conformity in chart note creation or template design.
Nothing Over Ninety Days Coursebook
Nothing Over Ninety Coursebook is a mini course in a PDF format. This coursebook walks the dental practice through the steps and stages of tackling overdue account balances with finesse and ease.
- See how to manage accounts that are already over 60 and 90 days from a set date to begin to turn this around.
- Beginning with a different use of billing cycles than you might currently practice.
- Moving onto a practice of patient billing and statement management that lines up with the new use of billing cycles.
- Track and record a specified series of numbers in the coming days – at 30, 60 , 90, and beyond.
- Develop and implement a weekly management system to prevent this from ever happening to you, your patients, and your practice ever again.
Nothing Over Ninety Table of Contents:
Reports to Run
Over 30 is Overdue
Billing Cycles
Patient Statements
Patient Balances
Missed Patient Payments
Unpaid Dental Claims
Toolbox
Beginning With Overdue Accounts
Insurance Claims
30-Day Reprint
60-Day Reprint
Pre-payments
Four Downloadable Training Videos Plus Seven On-Line Courses!
Download 4 training videos to help train your team in the best use of tone when speaking with your dental patients. Use these training videos just as they are, or as a guide in creating and branding your very own training videos.
Additionally, there are 7 on-line courses individual team members can log into and work through. Team members can email me their personal email addresses, and I’ll open up access to them following your purchase. Or they can access with your team log-in. You might also want to consider using course materials as a guide in helping you build your branded training resources.
Calculating Dental Benefits Course
Improve Dental Patient Estimates & Accuracy
Dental Benefit Calculations Course walks the user through
the steps of calculating patient benefits
with examples.
Module 1 | Basic Insurance Benefit Terms | |
---|---|---|
Unit 1 | Annual Maximum | |
Unit 2 | Lifetime Maximums | |
Unit 3 | Annual or Fiscal | |
Unit 4 | Annual Deductible | |
Unit 5 | Waiting Periods | |
Unit 6 | Missing Tooth Clause | |
Unit 7 | Frequency Limitations | |
Module 2 | Do The Math | |
Unit 1 | Subtract the Deductible First | |
Unit 2 | Our Core Number | |
Unit 3 | Percentage Calculations | |
Unit 4 | Estimated Patient Portion | |
Module 3 | PPO Plans With Contracted Amounts | |
Unit 1 | Contracted Procedure Amount | |
Unit 2 | The Formula | |
Unit 3 | With A Downgrade | |
Unit 4 | The Downgrade Calculations | |
Unit 5 | Big Difference With Downgrades | |
Module 4 | Dental Benefits Worksheet | |
Unit 1 | Dental Benefits Worksheet |
Dental Insurance Training Video
Better Understanding of Dental Insurance & Terminology
A Power Point Presentation
This 20 minute power point presentation brings the fundamental and basics of dental insurance to the viewer and includes the following topics of discussion:
-
Types of Dental Insurance
-
What are CDT codes? How are they categorized?
-
Insurance Terminology
-
Dual Dental Insurance
-
Downgrades
-
Calculating Benefits
Also included are my Dental Insurance Verification Form and Downgrade Calculator.
Module 1 | Dental Insurance Training Video Presentation | |
---|---|---|
Unit 1 | Dental Insurance Training Video Here | |
Unit 2 | Dental Insurance Verification Form | |
Unit 3 | Dental Insurance Write-Offs Calculator |
Dental Financial Presentations & Scripts Video
Getting Patients to Say "Yes"!
Dental Financial Scripts and Payment Options
We want to say “yes” when our dental patients ask if we “make payment plans”. And we can. Let me show you how to say “yes” and present several payment options to your patients.
When we say yes, we align ourselves with our patient. And we make space for treatment to happen! This 10-minute power point presentation will help you and your team develop the payment plan options your patients need to say “Yes”!
Module 1 | Dental Financial Presentation Scripts Video | |
---|---|---|
Unit 1 | Payment Plan Options & Dental Financial Presentations | |
Module 2 | Dental Office Financial Agreement Form Example | |
Unit 1 | Financial Agreement Example And Template |
Dental Patient Hygiene Scripts
Bring Consistency to Your Daily Schedules
Dental Office Hygiene Scripts
For The Dental Administrator
This recorded power point slide presentation focuses on the scripts used by the dental administrative team or those acting in an administrative role. The scripts we most often use in our hygiene patient interactions are included here. You will find:
-
What to say when making an appointment
-
What to say to get your patient’s commitment to your reschedule policy
-
How to communicate cost and when to have that conversation
-
What to say when a patient breaks the reschedule rule
-
How to generate and use an effective call list
Module 1 | Power Point Slide Presentation | |
---|---|---|
Unit 1 | Dental Office Hygiene Scripts | |
Unit 2 | Hygiene Scripts Presentation Notes |
Dental Phone Greetings Video
Polished Patient Phone Greetings
Our dental office phones are the lifeline for our practices. And our phone greeting brands us. This 12 minute Power Point slide presentation provides training in the following:
-
Tone (volume, clarity, speed, pause, emotion)
-
3 Rings (how quickly to answer)
-
Words We Use (example of a scripted greeting and why to script it)
-
Words to Avoid
-
Multi-tasking (how and when to ask patients to hold)
-
Our Good-bye Gold
This course includes downloadable notes that may be used to help gather some key points.
Module 1 | Power Point Presentation | |
---|---|---|
Unit 1 | How To Answer The Dental Office Phone | |
Module 2 | Presentation Notes To Download | |
Unit 1 | Presentation Notes |
Dental Customer Service Systems Course
Exceptional Dental Patient Experiences
Dental Customer Service Systems
Systems are so important for a successful business. Even in the business of dentistry, systems are key.
Our dental patients have choices. And our patients will choose the practice where they feel valued.
A solid customer service system practiced by the dental team, provides consistent superior patient care.
The amazing experience your patients enjoy in your dental practice, will keep them coming back, scheduling treatment, and even referring others.
This course is meant specifically for the dental front office but can certainly be helpful to the entire dental team.
Dental Office Collection Practices Course
Maintain a 100% Collections Rate!
Dental Office Collection Practices
This powerful yet simple course will guide the user through essential steps to use each and every day in the dental practice.
Reach Dental Production Goals Course
Set Dental Production Goals & Reach Them
Dental Office Production Goals – Easier Together!
Let’s Walk Together Through the Steps of Creating and Maintaining Your Ideal Restorative Schedule.
Dental Hygiene Schedule Master Class
Become the Hygiene Schedule Master
Ready To Become “THE” Hygiene Schedule Master?!
Module 1 | Create Your Masterpiece | |
---|---|---|
Unit 1 | Planning is Half The Battle | |
Unit 2 | Run Your Reports | |
Unit 3 | Your Dental Hygiene Template | |
Unit 4 | Be Consistent And Be Flexible | |
Module 2 | Steps To Scheduling An Appointment | |
Unit 1 | Morning or Afternoon | |
Unit 2 | Day of The Week | |
Unit 3 | Appointment Card | |
Unit 4 | Reschedule Conversation | |
Module 3 | Short Notice Reschedules – Making The Most of Your Call List | |
Unit 1 | What To Say | |
Unit 2 | 3 Strike Rule | |
Unit 3 | Creating Your Call List | |
Unit 4 | Appointment Confirmations | |
Module 4 | Weekly Hygiene Reactivation | |
Unit 1 | Week 1 | |
Unit 2 | Week 2 | |
Unit 3 | Week 3 | |
Unit 4 | Week 4 | |
Module 5 | Dental Office Hygiene Terminology | |
Unit 1 | Hygiene Terminology and Definitions |
Telephone Training Course
Brand Your Phone Management
You Only Get One Hello!
This is a practical course with 20 units in 8 different modules.
Module 1 | It Rings.. How To Answer The Office Telephone | |
---|---|---|
Unit 1 | 3 Rings | |
Unit 2 | Your Greeting | |
Unit 3 | Create A Bond | |
Module 2 | Please Hold Is Not a Greeting | |
Unit 1 | When To Ask Your Patient To Hold | |
Unit 2 | Multiple Phone Lines | |
Unit 3 | The Note Pad | |
Module 3 | Simple, Real, Positive | |
Unit 1 | Simple | |
Unit 2 | Real | |
Unit 3 | Positive | |
Module 4 | Your Office Voicemail | |
Unit 1 | After Hours | |
Unit 2 | What To Say | |
Unit 3 | During Business Hours | |
Module 5 | New Patient Calls | |
Unit 1 | New Patient Information | |
Unit 2 | The Interview | |
Unit 3 | Schedule New Patients Soon | |
Module 6 | Return Those Calls! | |
Unit 1 | Messages Matter | |
Unit 2 | Follow Up Calls | |
Unit 3 | Unconfirmed Appointments | |
Module 7 | Other Calls | |
Unit 1 | How To Handle The Price Shopper Call | |
Unit 2 | “Do You Take Insurance?” | |
Module 8 | How To Close Your Call | |
Unit 1 | The Good-Bye |
Weekly Management Systems Course
Dental Practice Management Systems Course
Weekly Management Systems Course
This course is designed to break down all of the dental administrators’ monthly tasks into smaller weekly and daily assignments, allowing each and every task to be accomplished.
It is based on a 4-day workweek in a general dental practice. However, you can definitely customize and adjust the course accordingly.
16 lessons. 4 lessons for each week of the month.
Module 1 | Put Weekly Management Systems to The Test! | |
---|---|---|
Unit 1 | For the Next 30 Days | |
Module 2 | Week 1 | |
Unit 1 | Monday of Week 1 | |
Unit 2 | Tuesday of Week 1 | |
Unit 3 | Wednesday of Week 1 | |
Unit 4 | Thursday of Week 1 | |
Module 3 | Week 2 | |
Unit 1 | Monday of Week 2 | |
Unit 2 | Tuesday of Week 2 | |
Unit 3 | Wednesday of Week 2 | |
Unit 4 | Thursday of Week 2 | |
Module 4 | Week 3 | |
Unit 1 | Monday of Week 3 | |
Unit 2 | Tuesday of Week 3 | |
Unit 3 | Wednesday of Week 3 | |
Unit 4 | Thursday of Week 3 | |
Module 5 | Week 4 | |
Unit 1 | Monday of Week 4 | |
Unit 2 | Tuesday of Week 4 | |
Unit 3 | Wednesday of Week 4 | |
Unit 4 | Thursday of Week 4 | |
Module 6 | Weekly Management Systems E-Book | |
Unit 1 | Weekly Management Systems E-Book |
Now Includes the Dental Appointment Policy Download too!
The Dental Appointment Policy Download clearly communicates the way my 3-strike rule works with patients and should be added to new patient registration forms.
Also includes a paragraph on Patient’s Code of Conduct. And requires each patient to sign and date that they are in agreement!
Also: My Dental Administrative Skills Chcklist
The Dental Administrative Skills Checklist is a powerful guide to help your new team member know just what is expected of them within the first 90 days of employment.
Customize this download to suit your practice needs, and set a date for the first 30 days, 60 days, and 90 days. Sit with your new team member and this checklist to be sure you reach set goals for your new employee!