An efficient front desk is key to a productive practice. Our daily checklists help your FD staff to make the most of their day.

You may copy, paste and edit checklists.

DENTAL RECEPTIONIST DAILY CHECKLIST:

1. Turn on your computer station.
2. Ensure computer was backed up.
3. Make coffee.
4. Make the music selection and turn on stereo (no heavy rock, etc.)
5. Participate in the morning huddle.
6. Retrieve messages and turn off the phone service. Route all messages to the appropriate people.
7. Answer calls. Be very friendly with each patient while on the phone.
8. Enthusiastically greet patients and offer beverages. Assist new patients with filling out forms as needed.
9. Inform the assistant or hygienist that patient has arrived. Ensure that patients are not kept waiting.
10. If new patient:

1. Activate the account and patient in computer.
2. Create a new patient chart.
3. Enter any extra info needed from the patient info form.
4. Provide the medical history and billing info form.
5. Enter the referral source for the new patient.

DENTAL SCHEDULING COORDINATOR DAILY CHECKLIST:

1. Participate in daily huddle (present daily report).
2. Call any patients that were not confirmed from the previous day on today’s schedule.
3. Make any changes necessary on all schedules.
4. Schedule all appointments for patients from their treatment plan.
5. Give each patient an appointment card.
6. Give out recall reminder cards for each scheduled hygiene patient and make their next appointment as needed.
7. Review charts and treatment plans for additional treatment, which can be added to the next day’s schedule. Do this before confirming patients. This allows you to bring this to the patient’s attention during the confirmation call.
8. Confirm patients for the next day – remind patients to medicate in advance if necessary.
9. Group accepted treatment for that day that has not been scheduled.
10 Ask patients if they are available on short notice (short call). If so, indicate it in their appointment card screen.
11. Make calls daily from the short call list as necessary.
12. Make calls daily from the current Recall Report & the Overdue Recall Report.
13. Make calls daily to schedule appointments from the Accepted But Unscheduled Treatment Plan Report
14. Enter new lab cases and associate them with the next appointment (floater can do this).
15. Check in all lab cases - make sure cases are in before confirming patients.
16. Be sure that the next day’s schedule is full and the goal is met.
17. Fill in office screen and print routing slips for the next day.
18. Pull charts for next day’s appointments.
19. Print schedules for the next day.
20. Make calls to any patients that have missed their appointments that day and get them rescheduled.
21 Send out any missed appointment letters necessary for the day.

DENTAL ACCOUNTS MANAGER DAILY CHECKLIST:

1. Participate in the morning huddle.
2. Answer phones (as back up for receptionist) – second in line.
3. Liaise with Treatment Coordinator and Scheduling Coordinator as needed.
4. Calculate and enter collections stat for the day.
5. Forward all new patient call-in forms to Scheduling Coordinator for scheduling.
6. Research the accounts for the next day and determine the amount to be collected for each appointment (the collection sheet). Verify appointment cards for accuracy (fees and courtesies, etc.)
7. Check patients out, post treatment, collect money and post payments.
8. Post mail payments.
9. Post insurance payments.
10. Submit insurance (electronically), print paper claims and mail daily.
11. Send ECS as needed (usually two times a week) and print reports.
12. Follow-up on outstanding and rejected insurance. Re-submit any claims needed.
13. Work on accounts aging. Make the necessary patient contact calls, account letters, account contact notes, and any legal action needed.
14. File paperwork (account folders, EOBs, etc.; can be done by anyone with free time).
15.. Total up collections for the day (from daily register).
16. Print statements every month, on the first of the month.
17. Print the day-sheet at the beginning of the day and reconcile.
18. Finalize the deposit slip (date, write in cash, stamp, and total).
19. Print the credit card “Audit List Report”. Compare and attach slips.
20. Shut down workstation.

DENTAL TREATMENT COORDINATOR DAILY CHECKLIST:

1. Participate in the morning huddle.
2. Enter new patient information into the computer from the medical history and billing forms.
3. Handle all financial arrangements.
4. Ensure all new patients reschedule.
5. Follow up on all new patients to ensure they arrive and start treatment as scheduled.
6. Coordinate with the Accounts Manager and Scheduling Coordinator as needed.
7. Calculate and enter Tx Plan percentage for the treatment coordinator stat for the day.
8. Meet with any patients who need to sign a treatment plan before their appointment.
9. Be available for all hygiene exams and doctor appointments during case presentation.
10. Present treatment plans and work out financial arrangements. Make notes on all presented treatment plans in patient’s charts.
11. Coordinate determination with the insurance company.
12. Contact the patient with the determination information once it is received from the insurance company.