Quarterly compliance, safety, and operational review covering equipment maintenance, emergency preparedness, and financial health.
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Add this checklist Browse moreShock treat all dental unit waterlines with a concentrated disinfectant to eliminate biofilm buildup.
Even with daily waterline treatment, biofilm can gradually accumulate. Quarterly shock treatment uses a higher concentration left in the lines overnight to kill established biofilm.
1. At the end of the day, drain all waterlines. 2. Mix the shock treatment solution per manufacturer instructions. 3. Fill the dental unit bottles with shock solution. 4. Run the solution through all lines. 5. Leave overnight. 6. The next morning, flush all lines thoroughly (minimum 2 minutes per line). 7. Collect water samples for testing.
Arrange professional HVAC service including filter replacement, system inspection, and ductwork check.
Dental offices have unique HVAC demands. OSHA requires adequate ventilation in dental operatories. Clogged filters reduce air quality, increase energy costs, and can spread contaminants.
1. Contact your HVAC service provider. 2. Replace all air filters (MERV 13 or higher recommended). 3. Have the technician inspect the system. 4. Clean or replace the humidifier filter. 5. Request a written service report. 6. File the report.
Run the eyewash station for a full 15 minutes to verify it meets ANSI Z358.1 requirements.
ANSI Z358.1 requires plumbed eyewash stations to deliver tepid water for 15 continuous minutes. Weekly tests only verify activation - this quarterly test confirms sustained flow.
1. Activate the eyewash station. 2. Let it run continuously for 15 minutes. 3. Monitor water temperature throughout. 4. Verify both eye nozzles maintain adequate flow. 5. Check for drainage issues. 6. Inspect the station hardware. 7. Document the test results.
Perform an internal abbreviated OSHA compliance review covering the most commonly cited standards.
OSHA inspections can happen at any time. The top citations in dental offices are: Bloodborne Pathogens, Hazard Communication, PPE, and record-keeping violations. Quarterly self-audits catch issues before an inspector finds them.
1. Review Bloodborne Pathogens program. 2. HazCom: is the SDS binder complete? 3. PPE: is appropriate PPE available and being used? 4. Record-keeping: is the OSHA 300 Log current? 5. Sharps: are containers properly maintained? 6. Document all findings with corrective actions and deadlines. 7. Upload the completed audit report.
Run a fire drill and review the Emergency Action Plan with all staff.
OSHA's Emergency Action Plan standard requires that employees know evacuation procedures. Regular drills build muscle memory so staff respond correctly under pressure.
1. Schedule the drill. 2. Activate the alarm and time the evacuation. 3. All staff follow the evacuation route to the assembly point. 4. Take a headcount. 5. Review performance. 6. Discuss the Emergency Action Plan. 7. Document the drill.
Review manufacturer maintenance schedules for all major equipment and arrange service.
Manufacturer-required maintenance is necessary to maintain warranties and ensure reliable performance. Skipping scheduled maintenance voids warranties and leads to expensive failures.
1. Pull the equipment inventory list with maintenance schedules. 2. Identify all equipment with service due. 3. Contact service providers. 4. Common items: compressor oil change, vacuum pump service, handpiece repair, autoclave PM. 5. File service reports. 6. Update the maintenance tracking log.
Audit all staff licenses, certifications, CPR cards, and required training for current status.
Employing staff with expired licenses exposes the practice to regulatory action and liability. Quarterly review gives adequate lead time to renew before expiration.
1. Pull the staff certification tracking spreadsheet. 2. Verify current status for each team member. 3. Flag any certifications expiring in the next 90 days. 4. Notify affected staff members. 5. Update the tracking spreadsheet.
Present a comprehensive financial summary to the practice owner.
Quarterly financial reviews give the practice owner visibility into the financial trajectory. Key metrics: production trend, collection rate, overhead percentage, profit margin, and AR health.
1. Prepare the quarterly financial package. 2. Calculate key ratios: collection rate, overhead percentage, profit margin. 3. Compare to the same quarter last year and to benchmarks. 4. Identify the top 3 positive trends and top 3 concerns. 5. Present to the doctor with recommendations. 6. Document agreed-upon action items.
Collect updated emergency contact information from all employees.
Emergency contact information changes more often than people realize. In a workplace emergency, having current contact information is critical.
1. Distribute an emergency contact update form. 2. Request primary and secondary contacts, personal cell, and medical information. 3. Collect completed forms within one week. 4. Update the emergency contact binder. 5. Store copies in a secure but accessible location.
Check O-rings on dental handpiece connections, water bottle caps, and autoclave doors for wear.
O-rings are small rubber seals that prevent leaks. They wear out gradually. A 50-cent O-ring can prevent a service call that costs hundreds of dollars.
1. Inspect O-rings on each handpiece coupler connection. 2. Check autoclave door gaskets and port O-rings. 3. Inspect water bottle cap O-rings. 4. Check air/water syringe O-rings. 5. Replace any worn O-rings. 6. Apply silicone lubricant to new O-rings. 7. Test for leaks.