Dental Front Desk Duties Checklist

This is the truth that being the face of a dental practice is no small task. From answering phones to verifying insurance, dental front desk staff wear multiple hats, and usually all at once.

To help streamline your workflow, reduce overwhelm, and ensure every patient’s satisfaction, we’ve created this easy-to-follow dental front desk duties checklist. 

You can treat this as your go-to Dental front desk cheat sheet, and yes, it’s practical, printable, and beginner-friendly.

Download the Dental Front Desk Duties Checklist

 Download our free Printable Dental Office Daily Checklist to pin at your front desk or train new hires.

This is your dental daily checklist at a glance, and you can even print and laminate it for quick reference!

Why Use a Dental Front Desk Duties Checklist?

Using a printable dental office daily checklist makes a big difference in keeping your day organized and focused.

Checklists are more than just to-do lists. They help your team:

When every team member knows what to do and when to do it, the whole practice runs more smoothly.

A well-managed front desk is only half the battle, getting more patients through the door is the other. 

If you are looking to grow your dental practice online, check out The Dental SEO Services, a platform trusted by dental professionals to attract, convert, and retain more patients with powerful digital marketing strategies.

Dental Front Desk Duties Checklist

Every member of your front desk team plays a vital role. Let’s break it down by title:

Receptionist Daily Checklist

Receptionists are the face of your practice.

Morning Tasks:

1. Turn on your computer and ensure backups are done.
2. Make coffee and play soft background music.
3. Join the morning huddle.
4. Retrieve voicmails, forward messages, and deactivate phone services.
5. Answer incoming calls with professionalism and energy.
6. Greet patients by name and offer a beverage.
7. Notify the dental team when a patient arrives.

For new patients:

Throughout the Day:

8. Ask returning patients if any personal or insurance info has changed.
9. Sort, meter, and distribute mail.
10. File charts and check for signature completion.
11. Work with the Scheduling and Accounts team as needed.
12. Log daily new patient stats.

End of Day:

Dental Scheduling Coordinator Checklist

The scheduler keeps the day organized.

1. Attend the morning huddle and present the daily report.
2. Call patients who haven’t confirmed appointments.
3. Update the day’s schedule.
4. Schedule treatment plan appointments.
5. Provide appointment and recall cards.
6. Review charts to identify pending treatments.
7. Confirm next-day appointments and provide medication reminders.
8. Contact patients on the short-notice list if gaps appear.
9. Follow up on unscheduled accepted treatments.
10. Ensure all lab cases are entered and received before appointments.
11. Print the next day’s schedule and pull charts.
12. Call and reschedule missed appointments; send reminder letters if needed.

Dental Accounts Manager Checklist

Handles payments, insurance, and financial systems.

1. Join the morning huddle.
2. Back up the receptionist on phones.
3. Coordinate with the Treatment and Scheduling Coordinators.
4. Calculate and record daily collections.
5. Check patients out, collect payments, and post them.
6. Post mail and insurance payments.
7. Submit insurance claims (electronically and by mail).
8. Follow up on outstanding or rejected claims.
9. Work on aged accounts and follow up with patients as needed.
10. Organize deposit slips, credit card reports, and filing.
11. Print statements monthly and review day-end reports.

Dental Treatment Coordinator Checklist

Ensures treatment and finances are explained and understood.

1. Join the morning huddle.
2. Enter new patient info into the system.
3. Present and explain treatment plans.
4. Handle all financial arrangements.
5. Follow up with new patients to ensure they begin treatment.
6. Attend doctor or hygiene appointments for treatment discussions.
7. Coordinate with insurance providers for determinations.
8. Note all treatment details in patient records.

Dental Office Daily Schedule (with Timing)

Here is your one simple table to help visualize what a typical day at the dental front desk looks like:

Dental Office Opening and Closing Procedures

Here is a quick guide to daily open-close routines:

Opening Tasks

Closing Tasks

These steps are a vital part of your Dental office opening and closing procedures—don’t skip them!

Pro Tips to Stay Organized at the Front Desk

Top 10 Must-Do Tasks for Every Dental Front Desk Team

1. Greet every patient warmly
2. Verify insurance ahead of appointments
3. Confirm appointments one day prior
4. Collect accurate contact and billing info
5. Manage the provider’s schedule efficiently
6. Update patients about any wait times
7. Follow up on unscheduled treatment
8. Process payments promptly
9. Log calls and emails with time stamps
10. Finish strong with end-of-day wrap-up and reporting

Important link