Managing the Dental Team: Guidelines for Practice Success. American Dental Association

it can be helpful to examine your own tendencies. For instance, before talking with someone about his or her lack of initiative, take an honest look at yourself and see where your own initiative lies. This can help you be more understanding and empathetic, two traits that can help you conduct difficult conversations in a firm, yet sensitive, manner.

       Notes:

The Members of the Dental Team

       Position Overviews

      Every practice should have job descriptions that outline the education, qualifications and specific duties for each member of the team. Developing this information upfront has two main benefits: first, it makes it more likely that your practice will hire qualified individuals for each role; and second, it lets each employee know what is required to satisfactorily fulfill the requirements of the job.

       Every practice should have job descriptions that outline the education, qualifications and specific duties for each member of the team.

      Creating accurate job descriptions takes time and thought but you’ll reap the rewards of those efforts every time you hire, coach, evaluate, or terminate staff. While it’s doubtful that most dentists enjoy conducting these non-clinical activities, they are necessary components of leading the team and managing the practice.

      Think of job descriptions as a form of communication that ensures that anyone — and everyone — working in the practice understands their responsibilities and knows exactly what’s expected. They’re also helpful when recruiting staff to fill new or vacant positions and when planning programs to update staff training. Well-written job descriptions can also provide language to use when recruiting staff and also be valuable documentation when it’s time to provide coaching, redirect work assignments, improve poor performance, and even when it’s time to terminate someone on the team.

      Make sure you consult your state’s dental practice act for guidance in defining which duties can be performed by different members of the dental team, under what level of supervision, and any education or exams that must be completed, or any state or national credentials that must be held before specific duties can be delegated to clinical staff members. Your state dental association may also have resources that can help. Finally, always make sure that employees and job applicants are properly licensed to work in the state where your practice is located, if that’s required for the position.

      There are many resources that can provide sample job descriptions for positions common to most dental practices. While templates and other samples can be good starting points, it’s likely that some changes will be necessary to make sure the position fills the needs of your practice. Consider asking members of the team for input on the position description for their roles. Just remember that it’s up to you to decide which suggestions to incorporate and which to disregard.

       Consider asking members of the team for input on the position description for their roles.

      Position descriptions for dental assistants, dental hygienists, and dental office managers are included as Resources and are excerpted from The ADA Practical Guide to Creating and Updating an Employee Policy Manual, available at adacatalog.org or 800.947.4746.

       Resources:

      • Sample position descriptions for dental assistants, dental hygienists, and dental office managers are excerpts from The ADA Practical Guide to Creating and Updating an Employee Policy Manual, available at adacatalog.org or by calling 800.947.4746.

      Reproduction of the following forms by dentists and their staff is permitted. Any other use, duplication or distribution by any other party requires the prior written approval of the American Dental Association. This material is for general reference purposes only and does not constitute legal advice.

SAMPLE POSITION DESCRIPTION

       Dental Assistant

      Reports to: _______________________________________________________________

       PRIMARY RESPONSIBILITIES

      Responsible for assisting the dentist in the clinical treatment of patients

       SPECIFIC DUTIES

       Patient Management

      • Greet patients when they sign in and monitor arrival time

      • Set up treatment rooms for procedures

      • Escort patients to treatment room

      • Seat patients in treatment rooms

      • Show care and concern, and help patients feel comfortable

      • Obtain and review health histories according to office protocol

      • Ensure patients are always attended

      • Anticipate and assist dentist’s needs

      • Perform expanded functions and other tasks as assigned by the dentist

      • Mix dental materials

      • Ensure patients’ questions are answered thoroughly before they leave

      • Chart patients and record date, service rendered and any charges

      • Escort patients from the treatment room

      • Ensure proper treatment notes are recorded in patient’s chart

      • Perform clinical procedures as practice act allows and as directed by dentist

      • Give patient instruction and demonstrate when necessary

      • Monitor patient flow

      • Notify Treatment Coordinator if a patient should be called in the evening after a difficult appointment

       Treatment Room Management and Sterilization

      • Keep dental units ready, stocked and clean

      • Oversee cleanliness of the treatment room according to sterilization procedures

      • Disinfect treatment rooms according to OSHA regulations

      • Sterilize all instruments and handpieces according to OSHA regulations

      • Keep trays, instruments and treatment room drawers organized

      • Ensure that office sterilization procedures document is on display

      • Promptly send out and monitor all dental laboratory cases

      • Implement the preventative maintenance/cleaning schedule for dental equipment

      • Maintain dental office emergency kits and nitrous and oxygen tanks

      • Follow laboratory procedures according to office protocol

       Records Management

      • Securely store and handle patient records in compliance with state and federal requirements, including the HIPAA privacy and security regulations

      • Accurately file patient information

      • Arrange patient charts and radiographs for next day’s appointments

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