Mastering Office Accountability: Essential Protocols for Practice Owners

As a dental practice owner, you are the parent of your office. What goes on under your roof is your business, and you should be aware of it. Accountability begins from the time anyone enters your practice to the time they leave, including both patients and staff members. To ensure a smooth and efficient operation, it is crucial to establish clear protocols and guidelines that everyone in the office must follow.

One of the most effective ways to maintain accountability is to create written clinical and administrative protocols. These protocols should be easily accessible to everyone in the office, and staff members should be required to read and review them annually.

Document their annual reviews via written signatures to ensure that everyone is on the same page. Whenever there are changes to the protocols, address them during regularly scheduled office meetings. An organized office with clear direction rarely strays from its path, and it is up to the owner to set the example and dictate the terms by which their office will operate.

To ensure that your practice is compliant with all regulations and guidelines, it is essential to stay up to date with any changes made by your regulatory body, public health agency, and ministries of health, safety, and labor. Acquire the proper resources based on where you practice dentistry, whether it be province, state, or country. For example, Ontario dentists can use the RCDSO or ODA websites to obtain the necessary information.

The COVID-19 pandemic was evidence of how quickly things can change, and as a practice owner, you must be prepared to adapt to changes in a timely and efficient manner. Make a list of website resources to review monthly and have a contact list of professionals dedicated to related dental fields, including infection control, public health inspection, and dental equipment requirements.

Always strive to go above and beyond the standards of practice. Your example sets the tone for your entire staff, and employees must understand their duties and responsibilities as per their contractual obligations.

Make sure these obligations are being met by having regular office meetings to address any issues. Take the time to go over sterilization records, monthly office inspections, computer back-ups, and cybersecurity protection. Being involved in daily tasks shows commitment to your patients, staff, and office well-being.

To make your office more efficient, consider implementing the following practical tips:

1. Streamline your scheduling process: Use dental practice management software to automate appointment scheduling, reminders, and confirmations. This will reduce no-shows and last-minute cancellations, ensuring that your schedule is always optimized.

2. Implement a paperless system: Going paperless not only reduces clutter and saves space but also makes it easier to access patient records and other important documents. Invest in a secure, cloud-based storage system to keep all your files organized and easily accessible.

3. Train your staff: Provide regular training sessions for your staff to ensure that they are up to date with the latest protocols and procedures. This will not only improve efficiency but also enhance the quality of care provided to your patients.

4. Delegate tasks: As a practice owner, it is important to delegate tasks to your staff members. This will not only free up your time to focus on more important aspects of the practice but also empower your staff to take ownership of their roles.

5. Implement an inventory management system: Keep track of your supplies and equipment to avoid running out of essential items. Use an inventory management system to monitor usage and reorder supplies when necessary.

6. Regularly review and update your protocols: As mentioned earlier, it is essential to stay up to date with any changes in regulations and guidelines. Regularly review and update your protocols to ensure that your practice is always compliant.

By implementing these practical tips and establishing clear protocols, you can create a more efficient and accountable dental practice. Remember, your office reputation is always being tested, and it is up to you to show everyone why your office is worth a 5-star review. With the right guidance and support, you can make it happen!