A well-maintained dental operatory is critical to ensuring consistent patient care, clinical efficiency, and regulatory compliance. Every piece of equipment, from the dental chair to the sterilizer, needs regular upkeep to function properly and safely.

Without a proper maintenance system, minor issues can quickly escalate into equipment breakdowns, workflow delays, or even safety risks.

This guide provides a complete dental equipment maintenance checklist, from daily to annual, to help your team stay organized, compliant, and confident in delivering high-quality care.

Key Takeaways

• Regular maintenance extends equipment lifespan and ensures patient safety.
  
  

• Follow daily to annual schedules for cleaning, inspection, and calibration, and document all work to stay compliant with infection control regulations.
  
  

• Use distilled water, proper lubricants, and genuine OEM parts to protect system integrity.
  
  

• Partner with qualified service technicians for thorough annual calibration and any necessary repairs.

Why Dental Equipment Maintenance Matters

Dental equipment maintenance is more than just cleaning, as it’s a way to keep your tools reliable and your practice running smoothly. Regular care helps prevent sudden breakdowns that can cause treatment delays or costly repairs. When equipment is checked and serviced on time, small issues are fixed before they turn into major problems.

Consistent maintenance also helps your equipment last longer. Dental tools and machines are expensive investments, and taking good care of them means you won’t need to replace them as often. Simple routines like cleaning, lubricating, and checking performance can make a big difference in extending their lifespan.

Maintenance is also essential for infection control and patient safety. Clean, properly working equipment lowers the risk of cross-contamination and ensures every patient receives care in a safe environment.

Finally, staying on top of maintenance keeps your practice compliant with CDC. HIPAA, and OSHA standards. These guidelines are designed to protect both patients and dental teams. A clear maintenance plan helps your staff stay organized, meet safety requirements, and work confidently knowing your equipment is in top condition.

Daily Maintenance Tasks

Daily cleaning and inspection ensure that all  equipment is ready for each patient and functioning properly. Encourage all team members to complete these quick yet essential tasks to maintain safety, efficiency, and a smooth clinical flow.

Operatory Equipment

• Clean chairs, delivery units, and lights using approved disinfecting wipes after every patient.
  
  

• Empty suction traps and flush evacuation lines with an approved cleaner at the end of the day.
  
  

• Check for leaks, unusual noises, or loose fittings during use and before shutdown.
  
  

• Power down all operatory units properly after the last patient.
  
  

Sterilization Area

• Clean autoclave trays and chambers after every cycle.
  
  

• Inspect sterilization pouches and wraps for any tears or damage before use.
  
  

• Log each cycle for traceability and infection control compliance.
  
  

Handpieces and Small Equipment

• Run cleaning and lubrication cycles according to manufacturer instructions.
  
  

• Visually inspect turbine heads, O-rings, and couplers for wear or debris.
  
  

Weekly Maintenance Tasks

Weekly routines involve deeper cleaning and performance checks to ensure reliable operation and infection control.

Suction and Vacuum Systems

• Disassemble and clean traps, filters, and valves.
  
  

• Run enzymatic line cleaner to prevent buildup and blockages.
  
  

• Verify that vacuum strength is adequate for patient procedures.
  
  

Waterlines and Bottles

• Shock dental unit waterlines with approved cleaning solutions.
  
  

• Rinse and refill with distilled water to prevent mineral buildup and ensure safe water quality.
  
  

Compressor and Air Systems

• Drain compressor tanks daily or weekly to remove accumulated moisture.
  
  

• Listen for pressure irregularities,air leaks, or unusual sounds that may indicate maintenance needs.
  
  

Monthly Maintenance Tasks

Monthly checks are preventive in nature, as they help to catch and address issues before they impact operations or patient care.

Dental Chair and Delivery Unit

• Inspect hydraulic fluids, lubricate moving joints as recommended by the manufacturer.
  
  

• Check power cords, handpiece hoses, and foot controls for signs of wear or damage.
  
  

• Tighten all visible screws, bolts and fittings to maintain stability and function.
  
  

X-Ray and Imaging Systems

• Wipe sensor and panel surfaces gently with approved disinfectants.
  
  

• Check calibration dates and image quality consistency.
  
  

Handpiece Maintenance

• Test each handpiece for proper torque, smooth rotation, and performance, and lubricate if necessary.
  
  

• Replace worn turbines, bearings, or O-rings as needed.
  
  

Sterilization Monitoring

• Perform biological spore testing at least weekly or as required.
  
  

• Review sterilization logs for cycle consistency and failures.
  
  

Quarterly Maintenance Tasks

Quarterly maintenance ensures system-level reliability and compliance documentation.

Compressor and Vacuum System

• Replace air filters and oil (if applicable).
  
  

• Clean intake vents and verify tank pressure is within range.
  
  

• Schedule professional inspection if abnormal noises occur.
  
  

Electrical and Control Panels

• Test safety switches, fuses, and emergency shut-offs.
  
  

• Ensure all outlets near the operatory are GFCI-protected.
  
  

Upholstery and Surfaces

• Deep clean or replace cracked coverings.
  
  

• Check for wear that could compromise infection control.
  
  

Autoclave Calibration

• Verify temperature and pressure settings are accurate.
  
  

• If inconsistencies are detected, schedule calibration service immediately.

Annual or Semiannual Professional Service

Even with diligent in-house care, professional servicing is essential. Certified technicians inspect internal systems, update components, and ensure compliance with manufacturer standards.

Typical biannual or annual service includes:

• Full equipment calibration (autoclaves, X-ray, delivery units).
  
  

• Replacement of worn parts, filters, and seals.
  
  

• Electrical safety testing.
  
  

• Documentation for compliance audits.
  
  

Safco Dental Supply and UptimeServices offer comprehensive, personalized on-site repair solutions. Contact our team today to schedule an equipment check-up and receive a customized maintenance plan tailored to your practice’s needs!

Recordkeeping and Compliance

Keeping proper maintenance records is just as important as performing the maintenance itself. Documentation helps your practice stay organized, ensures accountability among staff, and provides legal protection in case of equipment failure or inspection.

Each piece of equipment should have its own maintenance log. Record key details such as the date and type of service, the technician or staff member who performed it, and the results of any tests, like spore testing or calibration checks. Note any parts replaced or adjusted to maintain a clear service history.

Moving to digital logs can make tracking much easier. They allow you to monitor warranties, schedule upcoming services, and plan for equipment replacements in advance. Well-kept records not only support compliance with safety standards but also help you make informed decisions about your equipment’s long-term performance and costs.

Common Maintenance Mistakes to Avoid

Even with the best intentions, many dental teams make simple mistakes that can shorten equipment life or compromise patient safety. One of the most common is using tap water in autoclaves or water bottles, which can cause mineral buildup and scaling inside the system.

Overloading sterilizers is another frequent error — it prevents proper steam penetration, leading to incomplete sterilization.

Another issue is ignoring calibration schedules. When devices like curing lights or ultrasonic scalers aren’t regularly checked, their accuracy and effectiveness can decline. Similarly, skipping suction line cleaning between patients can lead to clogs, unpleasant odors, and infection control risks.

Delaying minor repairs often turns small, inexpensive fixes into costly breakdowns. These oversights not only interrupt workflow but can also void equipment warranties.

Building a Maintenance Culture in Your Practice

Effective maintenance is all about consistency, not complexity. Start by training your team and assigning clear responsibilities so everyone knows their role in keeping equipment in good condition.

Use checklists and post laminated copies in operatories and sterilization areas as daily reminders. Set up digital alerts to track when filters, cleanings, or inspections are due.

Finally, partner with trusted dental equipment technicians for regular servicing and professional guidance. When maintenance becomes part of your team’s daily routine, it ensures safer care, longer equipment life, and a smoother, more efficient practice overall.

FAQs

How often should dental equipment be serviced professionally?

Most equipment should be serviced at least once a year, though high-use tools like autoclaves may need biannual checks.

Can in-house staff handle maintenance tasks?

Yes. Daily and weekly cleaning, inspection, and lubrication can be handled internally. More technical issues, especially electrical, hydraulic, or calibration work, should be done by certified professionals.

What happens if maintenance is skipped?

Skipping maintenance leads to reduced performance, contamination risks, and potential warranty loss. It can also result in costly downtime if critical equipment fails unexpectedly.

Where can I find replacement parts and service support?

Safco Dental Supply offers a range of dental equipment parts, accessories, and repair services to keep your operatory in top condition.

The dental chair is the heart of every operatory, essential for patient comfort, safety, and efficient care. Knowing how to maintain your chair, detect issues early, and follow manufacturer guidelines can help prevent downtime and extend its lifespan.

This guide covers essential maintenance steps, repair considerations, and professional care practices that every dental team should follow.

Key Takeaways

• Clean, inspect and lubricate dental chairs regularly to keep them operating smoothly.
  
  

• Establish a preventive maintenance schedule to detect minor issues early and avoid costly repairs.
  
  

• Always use qualified service technicians for electrical or hydraulic repairs to ensure safety.
  
  

• Use OEM-quality parts to maintain equipment performance and extend lifespan.

Why Dental Chair Maintenance Matters

Dental chairs endure daily mechanical and electrical stress. Even minor issues, such as slow hydraulics or worn upholstery, can disturb your workflow or compromise infection control.

Routine maintenance not only reduces the likelihood of breakdowns but also:

• Extends the equipment’s service life.
  
  

• Prevents safety hazards from electrical or mechanical faults.
  
  

• Maintains patient comfort and positioning accuracy.
  
  

• Supports compliance with infection control protocols.
  
  

Common Dental Chair Issues and Their Causes

Detecting common equipment issues early can help prevent downtime and costly repairs. Hydraulic or motor failure often results from fluid leaks, worn seals, or motor burnout. When this occurs, it’s best to schedule a professional inspection and repair to prevent further damage.

If the chair is not moving or becomes stuck, the cause is usually electrical, such as a blown fuse, faulty wiring, or a malfunctioning control switch. Start by checking the power source, and if the issue persists, contact a qualified service technician.

Noisy operation typically points to loose bolts, worn bearings, or insufficient lubrication within the chair’s moving parts. Regularly tightening connections and applying proper lubrication can restore smooth, quiet function.

Torn or cracked upholstery tends to develop from repeated use or exposure to harsh cleaning chemicals. Replacing it with durable, easy-to-clean materials not only maintains comfort but also preserves infection control standards.

Lastly, a non-responsive foot control is often due to cable wear or connector problems. Routine inspection of cables and switches helps identify faults early and ensures reliable performance during procedures.

Preventive Maintenance Checklist

A consistent preventive maintenance schedule helps identify wear before it turns into costly downtime. Below is a practical maintenance checklist for dental teams:

Daily

• Wipe chair surfaces with non-corrosive disinfectants.
  
  

• Check for leaks around the base and hydraulic lines.
  
  

• Ensure movement controls function smoothly.
  
  

Weekly

• Lubricate joints and moving parts (if manufacturer allows).
  
  

• Inspect handpiece hoses and electrical cords for damage.
  
  

• Use an evacuation system cleaner to clean filters and suction lines connected to the chair.
  
  

Monthly

• Test all safety features (auto-return, emergency stop).
  
  

• Inspect hydraulic fluids and refill if required.
  
  

• Examine upholstery seams for early wear.
  
  

When to Call a Professional Technician

Not every issue should be handled in-house. Electrical faults, hydraulic system leaks, or motor replacements should be left to qualified dental equipment specialists.

Professional service technicians can:

• Perform diagnostic testing to detect hidden faults.
  
  

• Calibrate chair movement and pressure systems.
  
  

• Replace OEM parts safely and correctly.
  
  

• Provide preventive maintenance reports for compliance.
  
  

Safco Dental Supply has partnered with UptimeServices to provide you on-site repair services, so you can minimize downtime and maximize your efficiency!

Extending the Life of Your Dental Chair

Simple habits can significantly improve the chair’s longevity:

• Train staff on proper chair usage and cleaning techniques.
  
  

• Avoid harsh chemicals that degrade upholstery and seals.
  
  

• Keep weight limits in mind to protect hydraulic components.
  
  

• Use a quality chair cover during long downtimes to protect it from dust.
  
  

• Record service dates to maintain a clear maintenance log.
  
  

Combining consistent care with professional servicing ensures your chair remains dependable and compliant for years.

When replacement parts are needed, it’s best to source manufacturer-approved or compatible components. Using off-brand or mismatched parts can affect safety and function.

Explore Safco Dental Supply’s diverse online catalog to pick the right supplies for your practice’s needs!

FAQs

How often should dental chairs be serviced?

Ideally, chairs should receive professional preventive maintenance every six months, or as recommended by the manufacturer.

Can dental staff perform basic maintenance?

Yes, tasks like daily cleaning, visual inspection, and lubrication can be safely handled by dental staff. More complex repairs and maintenance should be performed by qualified technicians.

What is the average lifespan of a dental chair?

With consistent care and maintenance, most chairs can last up to 10–15 years before a replacement is needed.

Where can I find replacement chair parts or repair services?

Through partnership with UptimeServices, Safco offers professional dental equipment repair services tailored to your needs. Contact our team for help diagnosing issues and finding the right solution for your chair.

Learn more about the basics of purchasing a dental practice. 

For many dental professionals, launching a practice of their own is the ultimate dream come true. Starting up your own practice gives you the freedom to be your own boss, set your own hours and rates, and focus on your favorite specialty. 

Many providers feel that they earn more as practice owners, as well.

There are, however, some things that buyers should first consider before taking the plunge – such as initial start-up costs for starting your own dental practice, which typically hovers around $500,000. 

Purchasing an existing dental practice helps cut down on costs that come with starting from scratch, such as purchasing equipment and supplies or applying for permits. A pre-existing dental practice also provides buyers with the convenience of a built-in staff and customer base.

Read on to learn more about the basics of purchasing a dental practice.

Pricing for Purchasing a Dental Practice

A practice’s pricing and overall purchase cost are largely determined by the state of the marketplace. In most cases, the average sale price of a pre-existing dental practice is approximately 65% of the past year’s gross receipts, though it may vary anywhere from 50-100%.

With this information in mind, you may still be wondering: what is the value of a dental practice? No two practices are alike; surely the sale price can not rely solely on gross receipts. 

Truthfully, the sale price is affected by a myriad of factors, such as:

• Equipment value
• Treatment room setup
• Location
• Demographics
• Net profits
• Historical performance
• Number of patients served regularly
• Square footage
• Growth potential
• Experience and credentials of existing staff members
• Overall cash flow

What to Consider Before Buying a Dental Practice

Location

Like any business, a dental office’s location plays a key role in its overall success. A practice in a rural area with a stagnant or declining population will likely make considerably less than a practice that operates in an up-and-coming urban or suburban area. Moreover, a dental office that is situated in a bustling area that has direct access to public transit, enjoys plenty of foot traffic, and boasts off-street parking does very well in comparison to an office that is located in a small, rural area that can only be accessed by personal vehicle.

Visibility from the street plays a large role, as well; a building that is easily identified from the street is typically preferred over one that is tucked back away from the road and a bit difficult to access. Your visibility can actually serve as a form of valuable exposure from both vehicle and foot traffic.

Consider if the location is convenient for your patients; for instance, a private parking lot is much more convenient than finding street parking, paying a meter, and having to walk a considerable distance. As the buyer, you will also want to take a look at other dentists in the immediate area, as they will be your competition. Do some research on the services they offer, their rates, and online reviews. Take note of what people like about their practice – as well as what they don’t. This is all valuable information that you can use to your advantage. If there are numerous dental practices in the immediate area that will be close competitors, you may want to consider opening your practice in another region where there will be less competition.

Demographics

Examining the demographics of your prospective new practice will help you determine what sort of ROI (return on investment) you can expect to see, as well as your projected long-term growth.  Consider your plans for the practice and apply them to your research as you examine the demographics. If you plan on opening a pediatric dental practice, you’ll want to choose an area that has lots of young families. If you wish to focus on denture patients, an area that has a large community of 65+ individuals would suit you best. 

Unfortunately, many older individuals avoid pursuing the care they need due to a lack of coverage under Medicare, but that may be soon to change. This could make a big difference for both practice owners and patients alike. It’s also important to take a look at the average income level; you will need to be sure that your patients will be interested in (and can afford) the services that you have to offer. 

Cosmetic dental treatments like dental implants and dental veneers tend to be quite pricy and are rarely covered by insurance. Consequently, if you plan on focusing on cosmetic dentistry, you will want to target a wealthy area rather than an area with lower income levels, where people will be less likely to pursue expensive optional treatment.

Staff Training

Your staff members are the face of your business; it’s important to ensure that they uphold your standards and have the experience and education they need to perform their job duties. If you plan to purchase and take over a pre-existing dental office, it is highly likely that the staff members will come with the practice. Employee turnover can be quite a headache, and in the dental industry, seasoned and experienced employees are worth their weight in gold.

The quality of staff is typically reflected in the overall sale price; a practice that boasts experienced employees that hold credentials is likely to cost more than a practice that experiences frequent turnover and has less experienced employees. Of course, you always have the option of helping your new staff receive the required training and education. The dental industry is constantly evolving, making continuing education (CE) courses a necessity.

Here at Safco Dental Supply, our resource center proudly provides free CE courses, industry guidelines and articles, webinars, and educational industry videos to help you acclimate and train your staff. We will ensure that both you and your staff are able to stay up-to-date with the latest protocols, training, and information in the industry. Our courses can be exceptionally beneficial for specialty or niche practices; for instance, if you specialize in endodontics, you and your staff may benefit from our course in bioceramic sealers or vital pulp therapy.

Historical Financial Performance

The historical financial performance of the practice will perhaps be one of the most important determining factors for your purchase.  For this process, you may want to consider hiring an accountant to ensure that a thorough professional evaluation can be carried out. If you are confident in completing the assessment on your own, check out this comprehensive dental accounting manual. 

Examine and review the financial statements of the practice at length to complete a cash flow analysis. This will give you a solid understanding of the financial trends and will help you determine if there is sufficient cash flow to turn a profit. Consider the types of insurances accepted, as well.

Buyers should also take a look at the collection ratio, which examines the relationship between production and income. A high collection ratio is a positive indicator; it shows that the practice is well-managed and avoids profit loss due to bad debt. Use the practice’s historical performance to envision the financial potential for the future. Is there potential for reducing overhead? What can you implement or change to increase profitability? 

Safco is Here for You, At Every Stage of Owning Your Practice

Whatever stage of practice ownership you find yourself in, Safco Dental Supply is here for you.

Check out our site to browse our extensive inventory of dental supplies and equipment for your new dental office. For more information about our products, feel free to give us a call at 800.621.2178.

Looking to bolster your COVID-19 protection for your new practice? We’ve got you covered.

Your dental practice’s website plays a massive role in the success of your business. Many people do thorough research online before selecting their new dentist; for this reason, it is absolutely crucial to ensure that your website is working hard to help attract new patients. 

Within this article, we will discuss everything you need to know about optimizing your dental practice website to successfully attract new patients.

Basics of SEO: A Quick Overview

SEO stands for Search Engine Optimization. SEO is the base foundation on which most of the search-based internet functions. 

To put it simply, Search Engine Optimization helps improve your website’s visibility and improves your Google search ranking through the use of targeted keywords and other tactics. The higher your website ranks on Google, the more likely it is that your website will be discovered and clicked on by prospective new patients. It is currently estimated that 91.5% of online traffic stays on the first page of results to find what they are looking for. This goes to show just how important search ranking is for your practice; if you find yourself ranking on the 2nd, 3rd, or 4th pages of search results on Google, it is very unlikely that prospective new patients will discover your website.

The Role of Mobile Optimization for Dental Practices

Mobile SEO is used to optimize websites for viewing on smartphones and tablets. This is one aspect of website development that is incredibly important, but may at first be overlooked. 

It is currently estimated that over 60% of website traffic comes from mobile devices. This figure is increasingly growing; in 2015, it was estimated that roughly 31% of website traffic originated from smartphones and tablets. This figure can only be expected to grow as mobile device usage becomes increasingly popular.

With over half of your traffic originating from mobile searches, it becomes increasingly important to ensure that your website is mobile-friendly and easy to navigate. The importance of mobile optimization not only stems from audience satisfaction; Google actually registers and ranks mobile-friendly websites higher in order to cater to mobile device users. Consequently, the more mobile-friendly your website is, the better chance you have of it being discovered during mobile searches.

Below are some of the best practices to make your website mobile-friendly:

• Responsive Design and Layout: When you implement a responsive website design, it will automatically rescale itself depending on the device that is being used to view it. This ensures that visitors will have a pleasant and simple experience, whether they are viewing on a desktop computer, mobile phone, or tablet.
• Optimize Website Speed: Your website’s speed plays an immense role in its success. It is currently estimated that 40% of visitors will leave a website and search for another if it takes more than just 3 seconds to load. Google also factors loading speed into ranking.
• Interactive and Tasteful Pop-Ups: We have all encountered a website that bombards the user with annoying pop-ups that are distracting and hard to get rid of. Pop-ups can be effective as a CTA (call-to-action), but it is important to make sure that they are done in a tasteful way.
  Set your pop-ups to appear when the reader has scrolled down at least 70% of the page. Make sure that the pop-up itself is mobile-optimized and easy to interact with, placing CTA buttons that are easy to use with the touch of a finger.
• Declutter: While you want to create an eye-catching and interactive website design for your dental practice, it is important to remember that a cluttered design can be confusing and difficult to navigate.
  When designing your dental website, it is important to create a neat and functional design that is visually pleasing while encouraging quick and simple navigation. Keep it simple!
• Large Buttons: Large buttons make it easy for mobile users to navigate the site. Be sure to place large call-to-action buttons that are easy to use. Keep in mind that mobile users are using their fingers to explore your website, not a mouse.
• Perform Mobile Testing: Of course, the best way to test if your website is mobile-friendly is to test the experience yourself.  Be sure to regularly test out your website on your own mobile device, being sure to test out all buttons and navigation tools. This can often be the most effective way to ensure that your audience is receiving a simple and enjoyable viewing experience.

4 SEO Tips to Use for Your Dental Practice Website

Below are 4 of the best dental SEO tips to use for your dental practice website:

• Optimize Your Dental Site with Target Keywords Your Patients Search
• Create Quality Online Content for Dental SEO
• Optimize Dental Services Pages
• Strategize Around Local SEO for Dentists

Continue reading for an expansion on each of these vital SEO tips.

Optimize Your Dental Site with Target Keywords Your Patients Search

A high density of SEO keywords can help bolster your search engine rankings and ensure that you are able to attract the attention of people in your local area who are searching the web for a dental practice like yours.

For instance, if you own and operate a pediatric dental facility in Los Angeles, you would use SEO keywords such as:

• Pediatric dentist in Los Angeles

• Pediatric dental cleanings in Los Angeles

• Pediatric dental fillings in Los Angeles

• Pediatric dentist near me

• Best pediatric dentist in Los Angeles

These keywords are designed to target prospective new patients who are in the Los Angeles area and searching for a new pediatric dentist. 

Create Quality Online Content for Dental SEO

When you create quality SEO content for your dental practice website, you are ensuring that your site has high-quality, informative, and high-ranking content that works seamlessly with Google’s algorithms.

SEO-optimized content is much more likely to attract more traffic and engagement. Consequently, this means increased patronage and revenue for your practice.

Optimize Dental Services Pages

Your website should feature detailed dental services pages that you can use to provide your patients with information about the services you have to offer in your practice.

Within these pages, your patients will learn everything they need to know about the dental treatment they will need. For many people, this helps provide peace of mind and allows patients to feel like an informed and equal partner in their treatment.

The value of your dental service pages doesn’t stop there; they can also be used for SEO optimization. 

By using targeted SEO keywords within your dental service pages, you can help bolster your Google search rankings and dramatically improve the chance that your website will be discovered.

Providing a Call to Action (CTA) at the end of each service page is imperative; be sure to provide your practice’s contact information and encourage readers to schedule an appointment in your office. Finding this valuable information coupled with information on how to move forward with the treatment they need can be absolutely invaluable for prospective patients. 

Strategize Around Local SEO for Dentists

As previously mentioned, including your local area within your SEO tactics can be invaluable in improving your website’s visibility.

This tactic helps narrow down who discovers your website. It certainly is much more beneficial for prospective new patients in your local area to discover your site rather than someone who lives several hours away – or even on the other side of the country.

The Role of Google My Business in Local SEO

Google My Business is an effective tool that allows you to manage your Business Profile on Google. 

Think of your Business Profile as an interactive and informative directory; it appears in Google searches with information about your business such as:

• Business name
• Location
• Contact information
• Website link
• Hours of operation
• Reviews from existing patrons
• Photos of exterior and interior of business

Your Business Profile will also allow you to directly engage with your patients. You can use your account to answer questions, respond to reviews, and even send direct messages.

A Business Account that boasts high reviews and plenty of photographs is likely to catch the eye of someone who is searching for a reputable dentist. This is also a great way to build rapport and trust as a trusted provider.

What’s more, is that you can incorporate SEO keywords in your Business Profile to improve its search rankings in local results. This is another way to target people in your local area that are searching for specific dental services.

To sign up for Google My Business, simply go to google.com/business and create a free profile.

Tracking SEO Success for Your Dental Practice

It is important to ensure that your SEO efforts are fruitful and successful. Below are some of the best ways to track your SEO success:

• Keyword Rankings: In order to test the effectiveness of your chosen SEO keywords, conduct a Google search using said keywords. The results of this search will help you determine how successful your campaign has been against your competitors.
• Organic Traffic: Your website’s organic traffic is the recollection of visitors that have discovered your site organically through their own Google searches. You can measure the origin of your organic traffic by using Google Analytics.
• CTR: Your CTR (click-through rate) is a recollection of how many people click through to your site after discovering it within their search. The higher your keyword ranking is, the better your chances of seeing your CTR increase.
• Domain Authority: Your website’s domain authority measures how often your website will appear for the keywords that prospective visitors are using. The more relevant keywords your website has, the better your domain authority ranking.
• Bounce Rate: Your bounce rate measures how many people click through to your site, and upon not finding the information that they are looking for, choose to click away and find another site. A high bounce rate typically signifies that you need to work on your mobile-friendliness, keyword density, or informative content.

Learn More About Marketing Your Dental Practice from Safco

The world of website design and SEO implementation may at first seem a bit intimidating for many people. Thankfully, with the information you have learned here, you will be well on your way to creating an informative, responsive, and high-ranking website that helps grow your business.

For more information about growing your practice, be sure to check out some of our informative dental blog posts, such as How to Attract New Dental Patients and How to Start a Dental Practice.

For high-quality den al products, place your trust in Safco Dental Supply. We provide a wide range of products to fit every need, with free shipping on orders over $250. From crown and bridge supplies to endodontic supplies, we have you covered.

We strive to get you your products as fast as possible. All orders placed before 4:30 pm CST (3:30 pm on Friday) are shipped out same-day.

Give us a call at 800.621.2178 to speak with one of our experts about finding the best dental supplies for your practice.

I get it, you are busy and your doctor wants you to acquire new patients. You also manage a barrage of other tasks and then you throw a New Patient call on the top of everything else. It feels like you will never get ahead or even meet expectations. After all, there are entire training courses on the New Patient phone call alone! I’d like to try and simplify it just a bit for you:

"It all starts with the PHONE:"

Ideally you are not the only person at the front desk, especially if the office has more than one hygienist. Here are a few rules of thumb to keep in mind:

• Ask if you can put someone on hold before you do. There is nothing worse than calling an office and not getting a word in before you hear terrible on hold music. And if it’s a New Patient that didn’t get a strong referral from someone, they will hang up and move on.
• Find out if they are a new or existing patient right away! If you are busy but there is someone you can hand the call off to, simply say “Welcome to the practice! We are looking forward to having you! I’d like to hand you off to Sally because I am helping another patient. May I put you on hold for one moment? She is sitting right here ready to take your call.” – or some version of this. Bottom line: tell them what you are doing and make then know you WANT to take their call.
• The patient on the phone cannot see the patient in front of you! I’m sure you’ve heard this in countless webinars or consultant articles (like this one). Slow down, get your wits about you, and look the patient in the eyes, and tell them you have to take this call so you can call them back, whatever works and keeps the integrity of new patient call as well as the patient you are working with in person.

"Demographics:"

• Get what you need and get out! Meaning, get some basic demographics. I see office’s ask if they can ask a patient over the phone if they are pregnant. Most women are going to tell you that. Before you end the call ask: “Do you have a latex allergy or is there anything else we should know before you come in?”

Now I’m a realist and I still occasionally work in an office and answer phones. I know darn well that you will inevitably have a patient walk in that needs to be pre-med, pregnant, special needs, etc. and it would have been GREAT to know in advance, but crystal balls don’t come standard with every dental practice. When you have a New Patient call sheet and you know the front office is trained and following it, the clinical team won’t blame the front office for not getting enough info on the phone first.

"Insurance and plan information:"

This is actually my favorite part! This is a well-debated topic, but I believe in this insurance-driven world we live in, it’s a necessary evil. Here are some tried and true verbiage for handling this: “Do you have dental benefits you’d like to utilize for your appointment? Great, if you have time, I’d like to get that information so we can be well prepared for your appointment.” Again, get what you need and get out. I know this isn’t a perfect world we live in, so here are some scenarios to work with:

• Patient doesn’t have card with them: “Would it be okay if I sent you an email right now and you can respond to it? We just ask to get this back 3 days prior to your appointment.” This way you’ve not only got their email, you can communicate easier with the patient.
• Patient has no clue what their plan is: “What I can do is email you a short list of what we’ll need, and you can respond back to me when you have it. We will just need the information 3 days prior to your appointment.”

This only works if you have a good system in place of checking benefits, especially for new patients, 3-4 days prior (try using Followupthen for your own email reminder). If you haven’t heard from them Email first, text next and last resort call.

Obviously, this isn’t a complete training on New Patient calls, but I hope it helps simplify things for your office. If this still seems like an impossible task, please consider outsourcing it! There are some great companies that were created specifically to help alleviate some of the workload. You can also refer to the previous two blogs if you want to know more about outsourcing certain admin duties.

"BONUS: Some of my favorite resources!"

Books: Moving Your Patient to YES! Easy Insurance Conversations. By Teresa Duncan. Administration with Confidence. By Charles Blair, D.D.S.

Virtual Administration: Dental Practice Enhancement

Insurance Training: Dental Insurance Skills Training

Send me an email for live administration training: DentalSuccessTraining@gmail.com

Bridget Fay Cseko, BBA, FAADOM
Revenue Cycle Coach, Speaker, Dental Admin Guru

With all this talk of Coronavirus there is a mask buying frenzy happening.  Supply companies are limiting the number of masks you can buy to make sure there’s enough to go around for all of us.  That makes perfect sense, as we all need to ensure the entire team is wearing the proper PPE.  But are you even buying the right mask for the task?

A few years ago at my yearly infection control update, I was surprised to learn I was not wearing the recommended mask when using the ultrasonic scaler.  I promptly went into my office to let them know the Level 1 mask did not reach the standards set out by the CDC and we needed to change to Level 2.  Then just a year later, at my next infection control update, I learned the recommendation was actually a level 3 for procedures creating moderate to heavy amounts of aerosols--including tasks like ultrasonic scaling and the use of high-speed handpieces.  Many offices I encounter are still using level 1 masks exclusively.

So how do we know what mask is appropriate for what procedure?  Crosstex came up with a handy chart to help you understand the different ASTM levels of masks but it still doesn’t quite layout when to where what.  An article published in RDH magazine in November 2019 Leeann Keefer, MSM, RDH lays out the hard science of mask selection.  Keefer included tables from ASTM on the proper use of facemasks, including a particularly helpful one breaking mask usage down by tasks within the dental office. 

It is perfectly acceptable to have different levels of masks within your office for different tasks.  However, we need to make certain we understand the difference and choose appropriately.  Prior to my hygiene check I lay out a level 1 mask for my Doctor and when turning over my room I use a level 1 mask.  But for appointments where I’m using the ultrasonic scaler I am unquestionably wearing a level 3 mask.  While it may be a pain to purchase, store and track supply on different levels of masks this can not only save you money, it will help you during this mask shortage.

It is also key to remember proper mask usage. Read the instructions on the box and look at the pictures. Keep these common mistakes in mind:

Single use

• Masks are one-time use only, meaning you cannot use the same mask from patient to patient, regardless of how short or long you’ve worn it

Duration

• Masks should be changed hourly or if soiled or wet--whichever comes first.  

Proper Placement (walk around your office and you’re bound to see at least one of these mistakes)

• We should not be walking around with our masks below our chin (I’m totally guilty of this), when we touch the outside of the mask to pull it down, the mask is no longer as effective and you are spreading around whatever landed on that mask.
• The ear loops should be flat and not twisted.  When you twist them the mask no longer seals properly and it sits closer to your mouth so it will get wet faster.
• The mask must cover your nose.  It will not protect you unless you properly fit it to your face.  If your glasses are fogging get some antifog or warm them up.
• Don’t put your used mask in your pocket.  Consider that mask contaminated.  There are all kinds of aerosols that landed on that mask.

In the healthcare setting, it is key that we protect ourselves.  The number one reason dental professionals miss work is due to upper respiratory infections.  So when you are busy thinking about the added cost of level 3 masks, consider the cost of missing a day’s production or paying a temp service to fill in for your hygienist and that might just help you get compliant.

Shop Masks at Safco Dental Supply