Preparing your clinic for holidays
Author: Dr. Aisling Whitaker
The long weekend is calling and we are all ready to take some time to unwind and forget about teeth for a few days. But not so fast, there are a few recommended protocols to follow to prepare the clinic for your return. Here are Dental Hive’s best practices for long weekend or holiday preparations.
Download a printable version HERE.
Closing down procedures
Reception team:
- Audit your reopen day for any patient info you need and request it (forms, consents, lab work, insurance info, transfer of records etc.)
- Confirm all appointments on reopen date (auto confirms may occur after you close depending on your settings)
- Update your voicemail and turn on email auto-responder
- “You have reached X. We are closed for the holidays and will reopen on X. In case of an emergency, please contact X. To make a booking or reschedule a current appointment, please X.”
- Update your business hours on Google Business page
- Add signage on the door for the mail service to indicate your reopen date
- Notify your lab delivery or other relevant services of your closure dates
Operatory tear down:
- Extended purge of your dental unit water lines (air/water, handpieces, ultrasonic/piezo) and suction lines (10 mins)
- Empty all water from dental chair including the bottle; return to entry/exit position
- Restock inventory
- Extended clean down of op including base/arms of dental chair, all surfaces, handles and all filters/traps
- Check what procedures you have on reopen day and ensure you have what you need (lab work, equipment, supplies)
- Turn off compressor and bleed the air pressure from handpiece lines (with water off and no handpiece attached)
Sterilization room:
- Reprocess all pending cassettes and instruments
- Turn off large equipment (washer, ultrasonic bath, autoclave)
- Drain water from autoclave if closed for more than 3 days
- Restock sundries
General housekeeping:
- Clear out the staff room fridge
- Empty all trash
- Remove all food items from counters
- Turn off the utilities and water
- Unplug any unwanted machinery such as fans, heaters etc.
- Turn off all computers except server
Reopening procedures
Reception team:
- Start 1 hour minimum prior to first patient
- Turn off / change voicemail and email auto-responder
- Review all voicemails, emails etc. and prioritize those that change the schedule
- Refill and condense the schedule as needed
Operatory setup:
- Perform shock treatment to dental unit water lines and perform DUWL testing
- Flush suction lines with enzymatic solution
- Extended purge (20 mins) of your dental unit water lines (air/water, handpieces, ultrasonic/piezo)
Please refer to your specific equipment manuals for more details.
Download a printable version HERE.
About the Author: Dr. Aisling Whitaker, BA (Hons) MSc PhD BDS (Hons)
Dr. Aisling Whitaker is a general dentist, owner of multiple dental clinics Bitehaus Dental in Toronto and CEO of Dental Hive. Dr. Whitaker is experienced in starting a dental clinic from scratch, developing marketing campaigns, office systems and building a strong team culture.
