Dental Office SOP Pack

Twenty-eight written procedures for how a small dental office runs, from the first phone call to the end-of-day deposit. A new hire can do the job the same way every time, and you spend less time re-explaining it.

For office managers and owner dentists in a one-location practice with one to three dentists who want written procedures without starting from a blank page. Not for multi-site groups with a central operations team, and not a set of clinical protocols.

What is inside

• Front desk: 7 procedures. The phone, the schedule, and the patient's first and last minutes in the office, done the same way by whoever is at the desk.
• Clinical support and sterilization: 7 procedures. Room turnover, instrument reprocessing, monitoring logs, radiograph checks, and waste handling, written so the newest assistant can follow them.
• Insurance and billing: 6 procedures. From verifying benefits before the visit to matching the deposit at the end of the day, with the follow-up steps that keep claims and balances from aging.
• Office operations and HR: 5 procedures. The routines that keep the office stocked, the equipment maintained, and the team hired, trained, and reviewed.
• Emergencies and compliance: 3 procedures. What every team member does when something goes wrong, and the privacy and reporting records that have to exist afterward.

Every SOP has the same shape

Purpose, scope, who owns it, how often it runs, numbered steps, a checklist, the records to keep, and one line on how the manager checks it is being followed. Each one is written so the newest person on the team can follow it without asking.

The 28 procedures

• FD-01 Answering the Phone and Scheduling
• FD-02 New Patient Intake and Forms
• FD-03 Patient Check-In
• FD-04 Check-Out and Next Appointment
• FD-05 Recall and Reactivation Outreach
• FD-06 No-Show and Late Cancellation Policy
• FD-07 Morning Huddle
• CS-01 Operatory Setup and Turnover
• CS-02 Instrument Reprocessing Workflow
• CS-03 Sterilizer Monitoring and Spore Testing
• CS-04 Radiograph Safety and Equipment Checks
• CS-05 PPE and Hand Hygiene
• CS-06 Lab Case Tracking
• CS-07 Hazardous and Sharps Waste Handling
• IB-01 Insurance Verification
• IB-02 Treatment Plan Presentation and Financial Arrangements
• IB-03 Claims Submission
• IB-04 Claims Follow-Up and Denials
• IB-05 Patient Statements and Collections
• IB-06 End-of-Day Reconciliation and Deposit
• OP-01 Supply Inventory and Ordering
• OP-02 Equipment Maintenance Schedule
• OP-03 New Hire Onboarding
• OP-04 Performance Check-Ins and Reviews
• OP-05 Patient Complaints and Reviews Response
• EC-01 Medical Emergency in the Office
• EC-02 HIPAA Privacy and Records Requests
• EC-03 Incident and Exposure Reporting

How you use it

Unzip the file and open the README. Each SOP is its own Word file, so you can hand one to a new hire or drop the whole set into your shared drive. Change the names, systems, and times to match your office. The combined PDF is for printing. The combined Word file is for teams that keep one manual.

Beyond the front desk basics, this pack covers insurance verification, claims follow-up and denials, sterilizer spore testing logs, radiograph equipment checks, the no-show policy, lab case tracking, and end-of-day reconciliation, each with steps, a checklist, records to keep, and a manager quality check.