Monthly operational, compliance, and facility maintenance tasks covering equipment inspection, financial review, and regulatory requirements.
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Add this checklist Browse moreVisually inspect all fire extinguishers for accessibility, charge level, and physical condition.
Monthly visual inspections are required by NFPA 10 and OSHA. A fire extinguisher that is empty, blocked, or damaged is useless in an emergency.
1. Locate every fire extinguisher in the facility. 2. Verify each is in its designated location and not obstructed. 3. Check the pressure gauge - needle should be in the green zone. 4. Inspect for physical damage. 5. Verify the safety pin and tamper seal are intact. 6. Check the inspection tag and initial with the date. 7. Report any issues for immediate service.
Collect water samples from dental unit waterlines and send for heterotrophic plate count (HPC) testing.
The CDC recommends dental unit waterline output be below 500 CFU/mL. Biofilm builds up inside narrow waterlines creating bacterial counts that can reach 200,000+ CFU/mL without treatment. Monthly testing verifies your waterline treatment protocol is working.
1. Obtain waterline testing vials from your testing service. 2. Collect water samples from at least one unit per operatory. 3. Label each vial with the operatory number and collection date. 4. Mail samples to the lab per the kit instructions. 5. Record the collection date, units sampled, and submit. 6. Review results when received (target <500 CFU/mL). 7. If any result exceeds 500 CFU/mL, shock treat that unit immediately.
Clean or replace the plaster trap that prevents plaster, stone, and alginate from entering the plumbing system.
Plaster and stone set up in pipes and are nearly impossible to remove once hardened. A clogged plaster trap means a plumbing emergency that can cost thousands to repair.
1. Locate the plaster trap (usually under the lab sink). 2. Place a bucket underneath. 3. Open the trap. 4. Remove accumulated debris - dispose in regular trash. 5. Rinse the trap components. 6. Inspect for damage. 7. Reassemble and test for leaks.
Replace inline water filters on dental units or clean reusable filters per manufacturer schedule.
Water filters protect sensitive dental equipment from sediment. Clogged filters restrict water flow, causing weak handpiece performance.
1. Check each dental unit's inline water filter. 2. For disposable filters, replace with a new filter. 3. For reusable filters, remove and clean per manufacturer instructions. 4. Record the replacement date. 5. Test water flow at each unit.
Clean, lubricate, and inspect all laboratory handpieces per manufacturer maintenance schedules.
Lab handpieces operate at high RPM and require regular lubrication to prevent bearing failure. Proper maintenance extends handpiece life from 1-2 years to 5+ years.
1. Disconnect each lab handpiece. 2. Clean the exterior with a disinfectant wipe. 3. Apply manufacturer-recommended lubricant. 4. Run the handpiece briefly to distribute lubricant. 5. Wipe excess lubricant. 6. Test for smooth operation. 7. Set aside any that vibrate or make unusual noise.
Collect personal radiation monitoring badges (dosimeters) and send them for reading; distribute new badges.
Radiation monitoring badges measure cumulative occupational radiation exposure. OSHA and state radiation regulations require monitoring for occupationally exposed workers. Monthly exchanges ensure exposures are tracked.
1. Collect all personal dosimetry badges. 2. Collect the control badge. 3. Package and ship to the dosimetry service. 4. Distribute new badges to all monitored staff. 5. Place a new control badge. 6. When results arrive, review all readings and file. 7. Investigate any reading above action levels.
Perform a comprehensive count and reconciliation of all controlled substances against the running log.
Federal DEA regulations require accurate accountability for all controlled substances. Monthly reconciliation reviews the entire log for the period, verifies quantities against purchase records, and identifies discrepancies.
1. Count every controlled substance. 2. Compare physical counts to the running log totals. 3. Reconcile log entries against purchase invoices and disposal records. 4. Verify every entry has required information. 5. Both the doctor and a witness must sign. 6. If discrepancies exist, investigate immediately. 7. File the reconciliation report.
Analyze the full AR aging report to identify problem accounts and plan collection activities.
Accounts receivable older than 90 days have less than a 50% chance of collection. Monthly AR review prevents balances from aging into uncollectible territory. The average dental practice has $50,000-$100,000 in outstanding AR.
1. Generate the AR aging report (0-30, 31-60, 61-90, 90+ day buckets). 2. Calculate the percentage of total AR in each bucket. 3. Review the top 20 largest balances. 4. Identify accounts for collections escalation. 5. Review insurance AR separately from patient AR. 6. Set specific targets for next month. 7. Assign follow-up actions.
Produce and send statements to patients with outstanding balances per your billing cycle.
Regular statements are the primary mechanism for collecting patient balances. Consistent monthly statements also establish a documented collection effort required before sending to collections.
1. Run the statement generation report for patients with balances. 2. Review generated statements for accuracy. 3. Exclude patients with active payment plans who are current. 4. Print or electronically send statements. 5. Document the statement mailing date. 6. Flag accounts receiving their third statement for escalated action.
Verify the SDS binder is current and includes sheets for all hazardous chemicals in the workplace.
OSHA's Hazard Communication Standard requires employers to maintain current Safety Data Sheets for every hazardous chemical. During an OSHA inspection, an incomplete or outdated SDS binder is one of the most commonly cited violations.
1. Pull the SDS binder and the chemical inventory list. 2. Walk through and verify every chemical has a corresponding SDS. 3. Check for new products added this month. 4. Remove SDS for products no longer in use. 5. Verify SDS are in the current GHS format. 6. Replace any SDS older than 3 years. 7. Ensure all staff know the binder location.
Perform a thorough deep cleaning of the waiting room, restrooms, and all patient-facing areas beyond daily cleaning.
Daily cleaning maintains baseline cleanliness, but monthly deep cleaning addresses buildup that daily tasks miss. Patient perception of cleanliness directly correlates with their trust in the practice.
1. Move furniture to clean underneath. 2. Vacuum or shampoo carpets. 3. Clean all upholstered seating. 4. Wash windows and glass doors. 5. Dust all surfaces including high areas. 6. Deep clean restrooms. 7. Clean and polish the front desk area. 8. Photograph the result.
Thoroughly clean the staff break room, locker area, and shared spaces.
Staff areas reflect practice culture. A dirty break room breeds low morale. Monthly deep cleaning keeps the space sanitary and shows staff their workspace matters.
1. Clean out the refrigerator. 2. Clean the microwave. 3. Wipe down all counters, cabinets, and appliances. 4. Clean the sink. 5. Mop the floor. 6. Empty and wipe trash cans. 7. Clean lockers or cubbies. 8. Restock supplies. 9. Photograph the result.
Review new patient numbers, marketing ROI, online reviews, and plan next month's marketing activities.
New patient flow is the lifeblood of a growing practice. Practices that do not track marketing metrics waste an average of 40% of their marketing budget on ineffective channels.
1. Count new patients this month and compare to target. 2. Track the source of each new patient. 3. Calculate cost per new patient for each channel. 4. Review online reputation. 5. Respond to any unanswered reviews. 6. Plan next month's marketing. 7. Update the marketing tracking spreadsheet.
Inspect every medication in the office for expiration dates.
Expired medications may be ineffective or chemically degraded. Administering expired anesthetic is substandard care. Expired emergency medications can fail when needed most.
1. Check the emergency kit medications. 2. Check anesthetic cartridge stock. 3. Check topical anesthetics, fluoride, hemostatic agents, and sedation medications. 4. Remove all expired items immediately. 5. Order replacements for expired or soon-to-expire items. 6. Update the expiration tracking log.
Analyze provider schedules for utilization rates, open time, and scheduling efficiency.
Provider utilization directly determines practice production. Most practices have 15-25% unproductive chair time that can be recovered through better scheduling.
1. Calculate each provider's utilization rate. 2. Identify recurring patterns of open time. 3. Review average production per hour per provider. 4. Analyze no-show and cancellation rates. 5. Review scheduling template effectiveness. 6. Make recommendations for adjustments. 7. Share findings with the doctor.