Dental Office Policies and Procedures Check List

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					   Dental Office Policies and Procedures Check List

POLICIES/PROCEDURES                                                  FREQUENCY                 DATE COMPLETED

A. Licenses/certifications/permits/regulations

   1. Dental license renewal–dentist                                 biannually (even years)   __________________

   2. Document dental license renewal–hygienist                      biannually (odd years)    __________________

   3. Renew anesthesia permit–dentist                                biannually with license   __________________

   4. Renew anesthesia permit–office                                 biannually with license   __________________

   5. Document hygienist anesthesia permit                           biannually with license   __________________

   6. Document DANB certification–CDA’s                              annually                  __________________

   7. Renew DEA license                                              every 3 years             __________________

   8. Renew Massachusetts Controlled Substance Certificate           every 3 years             __________________

   9. Renew x-ray machine registration                               annually                  __________________

  10. Very Small Quantity generator (VSQG) registration              once                      __________________

  11. CPR renewal (not currently required, but strongly suggested)   biannually with license   __________________

  12. OJT dental assistants (radiology certification)                once                      __________________

  13. Recertify amalgam separator                                    every 5 years             __________________

  14. _________________________________                                                        __________________


B. Insurances

   1. Renew professional liability (malpractice) insurance           annually                  __________________

   2. Renew business and property insurance                          annually                  __________________

           a. overhead                                                                         __________________

           b. workman’s compensation                                                           __________________

           c. office liability                                                                 __________________

           d. hazard                                                                           __________________
POLICIES/PROCEDURES                                FREQUENCY                 DATE COMPLETED

   3. Renew disability insurance                   annually                  __________________

   4. Renew health/medical insurance               annually                  __________________

   5. Review life insurance                        annually                  __________________

   6. Review and renew other business insurances   annually                  __________________

   7. __________________________________                                     __________________


C. Taxes

   1. File personal income taxes                   annually                  __________________

   2. Self-employment tax                          annually                  __________________

   3. File/pay state use tax                       annually                  __________________

   4. Payroll taxes                                varies
                                                   (check with accountant)   __________________

   5. Personal/business property tax               annually                  __________________

   6. ___________________________________                                    __________________


D. Continuing Education

   1. Dentist- 40 hours of acceptable credits      biannually with license
                                                   (even years)              __________________

   2. Hygienist- 20 hours of acceptable credits    biannually with license
                                                   (odd years)               __________________

   3. Dental assistants- to maintain CDA           annually                  __________________

   4. ___________________________________                                    __________________


E. Employees/training/in-house

   1. OSHA Blood Borne Pathogens Standard          annually                  __________________

   2. OSHA Hazards Communication (MSDS)            annually                  __________________
POLICIES/PROCEDURES                                            FREQUENCY      DATE COMPLETED

   3. Radiation safety                                         annually       __________________

   4. Fire extinguishers and emergency (fire)                  annually       __________________

   5. ___________________________________                                     __________________


F. Employees

   1. Performance review                                       annually       __________________

   2. Update employee health files                             annually       __________________

   3. Sexual harassment policy                                 annually       __________________

   4. Labor laws/labor law posters                             as necessary   __________________

   5. Immunizations (e.g. Hepatitis B/boosters)                as necessary   __________________

   6. ___________________________________                                     __________________


G. Office/equipment

   1. Replace amalgam separator cartridge                      as necessary   __________________

   2. Review fire evacuation plan and fire                     annually       __________________
      extinguisher readiness

   3. Review maintenance schedule/procedures for:              annually       __________________
      “compressor, suction, amalgam separator, hand pieces,”
      “autoclave, x-ray processor”

   4. Back-flow prevention devices testing                     twice a year   __________________

   5. Nitrous oxide/oxygen/other compressed gas cylinders      annually       __________________

   6. Office waste disposal contracts                          annually       __________________

   7. Emergency drug kit/first aid                             annually       __________________

   8. Clean plaster trap                                       as needed      __________________

   9. ___________________________________                                     __________________
POLICIES/PROCEDURES                                                      FREQUENCY                        DATE COMPLETED

H. Dental Insurance

   1. Review contracts                                                   annually                         __________________

   2. Update to current CDT codes                                       biannually                        __________________

   3. ___________________________________                                                                 __________________


I. Miscellaneous

   1. HIPAA Privacy requirements                                                                          __________________

   2. HIPAA Security requirements                                                                         __________________

   3. HIPAA National Provider Identifier                                once by May 2007                  __________________

   4. ___________________________________                                                                 __________________




              Provided as a member benefit from the Massachusetts Dental Society Council on Dental Practice, 2006.

                   Contact the Massachusetts Dental Society with questions about these policies or procedures.
                                                        (800) 342-8787