Comprehensive onboarding checklist for new hires covering OSHA training, HIPAA compliance, practice orientation, equipment training, and administrative setup. Triggered when a new team member is added.
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Add this checklist Browse moreCollect and process all required employment paperwork on or before the first day.
Federal law requires I-9 employment eligibility verification within 3 business days of hire.
1. Provide the new hire packet. 2. Verify I-9 identity documents. 3. Complete Section 2 of the I-9. 4. Set up the employee in payroll. 5. File all documents.
Walk the new employee through the entire office.
A thorough orientation reduces anxiety and accelerates productivity.
1. Walk through all areas. 2. Point out safety equipment. 3. Show SDS binder. 4. Introduce team members. 5. Show their workspace.
Give the employee handbook and review key policies.
The handbook establishes expectations and protects the practice legally.
1. Provide handbook. 2. Review key sections. 3. Highlight HIPAA sections. 4. Answer questions. 5. Have them sign acknowledgment. 6. File the form.
Provide initial BBP training covering exposure risks, PPE use, and the Exposure Control Plan.
OSHA requires BBP training before tasks with potential blood/OPIM exposure.
1. Use an approved BBP training program. 2. Cover all required topics. 3. Allow time for questions. 4. Have the employee sign training documentation. 5. File documentation.
Provide initial HazCom/GHS training on chemical hazards.
OSHA requires HazCom training before working with or near hazardous chemicals.
1. Review HazCom program. 2. Show SDS binder. 3. Explain GHS labels. 4. Walk through an SDS example. 5. Identify chemicals in their role. 6. Review spill procedures. 7. Sign training form.
Provide initial HIPAA training on patient privacy and PHI handling.
HIPAA requires training before accessing PHI.
1. Review HIPAA policies. 2. Cover PHI, minimum necessary, patient rights, disposal, security, email rules, social media, breach reporting. 3. Sign training form and confidentiality agreement. 4. Set up system access.
Offer the HBV vaccine series per OSHA requirements.
OSHA requires the offer within 10 days of initial assignment.
1. Explain HBV risks. 2. Offer the 3-dose series at no cost. 3. Schedule first dose if accepted. 4. Track vaccination schedule. 5. If declined, sign declination form. 6. File documentation.
Walk through all emergency procedures.
New employees must know emergency procedures on day one.
1. Walk evacuation routes. 2. Point out exits. 3. Show assembly point. 4. Review fire extinguisher PASS technique. 5. Show emergency kit and AED. 6. Review Emergency Action Plan. 7. Explain their emergency role.
Train on infection control protocols per CDC guidelines.
Infection control is the foundation of safe dental practice.
1. Review CDC Guidelines. 2. Demonstrate hand hygiene. 3. Walk through sterilization workflow. 4. Demonstrate operatory turnover. 5. Review waterline management. 6. Review waste segregation. 7. Quiz informally.
Provide role-specific software training.
The practice management system is used by every staff member.
1. Set up user account. 2. Demonstrate core functions. 3. Front desk: scheduling, payments, insurance. 4. Clinical: charting, treatment planning, imaging. 5. Show relevant reports. 6. Provide login credentials.
Provide hands-on equipment training.
Equipment training prevents damage and ensures safe operation.
1. Identify equipment for their role. 2. Demonstrate operation, safety, troubleshooting. 3. Supervise them operating each piece. 4. Provide reference guides.
Walk through all relevant SOPs.
SOPs provide consistency and serve as a reference.
1. Provide copies of SOPs. 2. Walk through each together. 3. Demonstrate critical procedures. 4. Have them observe. 5. Allow supervised performance. 6. Note SOPs needing updates.
Provide access credentials.
Access setup on day one allows independent function.
1. Issue access badge/key card. 2. Provide keys. 3. Set up alarm code. 4. Provide computer login. 5. Document all issued items. 6. Explain return policy.
Issue uniforms and review dress code.
Professional appearance standards are part of the practice brand.
1. Determine size. 2. Issue scrub sets. 3. Review dress code. 4. Explain laundering expectations. 5. Review PPE dress code.
Pair with an experienced team member.
New hires with mentors reach full productivity 30% faster.
1. Select an experienced team member. 2. Introduce as training buddy. 3. Explain the buddy role. 4. Give training milestones list. 5. Schedule check-ins.
Create email account and add to communication channels.
Communication access ensures the new hire receives important updates.
1. Create email account. 2. Add to distribution lists. 3. Set up Practice Flow account. 4. Add to messaging platforms. 5. Ensure notifications work. 6. Test messaging.
Train on radiation safety principles and equipment.
Any employee operating X-ray equipment must understand radiation safety.
1. Review ALARA, time, distance, shielding. 2. Demonstrate X-ray technique. 3. Review operator positioning. 4. Explain lead apron and thyroid collar use. 5. Issue dosimetry badge. 6. Review state regulations.
Train on patient communication standards.
Every team member is a practice ambassador.
1. Review communication guidelines. 2. Cover phone etiquette. 3. Review greeting standards. 4. Discuss handling upset patients. 5. Review HIPAA-compliant communication. 6. Role-play scenarios.
Explain benefits and enrollment deadlines.
Missing the enrollment window means waiting until next open enrollment.
1. Review available benefits. 2. Provide enrollment forms. 3. Explain payroll schedule. 4. Review time tracking. 5. Answer questions. 6. Set enrollment deadline reminder.
Show how to use Practice Flow for daily tasks.
Practice Flow is the primary tool for task management and compliance tracking.
1. Log in and set role. 2. Show My Day view. 3. Demonstrate task completion and proof. 4. Show checklists and training content. 5. Demonstrate chat. 6. Show help resources.
Set a calendar appointment for 30-day check-in.
The 30-day check-in is a critical retention tool.
1. Schedule 30-minute meeting at 30-day mark. 2. Prepare agenda. 3. Inform the new hire. 4. Schedule 60-day and 90-day check-ins.
Train on dental terminology, tooth numbering, and charting.
Dental terminology is specialized vocabulary new employees cannot learn on the fly.
1. Provide terminology guide. 2. Review tooth numbering. 3. Review surface designations. 4. Review common abbreviations. 5. Review procedure code families. 6. Quiz informally.
Collect and verify all professional credentials.
Employing unverified staff exposes the practice to enormous liability.
1. Collect copies of all licenses. 2. Verify each via state board website. 3. Record license numbers and expirations. 4. File in personnel file. 5. Set renewal reminders.
Walk through opening and closing checklists for their role.
Opening and closing procedures are the bookends of every day.
1. Pull up opening checklist in Practice Flow. 2. Walk through each item. 3. Have them shadow a team member. 4. Repeat for closing. 5. Supervised performance on day three. 6. Independent by end of week one.
Have the employee sign acknowledgment that all topics were covered.
A signed acknowledgment documents that the employee received all required training.
1. Review the acknowledgment form. 2. List every training topic. 3. Employee checks off each topic and signs. 4. Include date, signatures, and Q&A statement. 5. File the form. 6. Provide a copy.