Timeline of Tasks
Opening a new dental practice is both exciting and overwhelming! It can be easy to miss a step potentially resulting in a delayed opening. Use these tasks to keep track of essential steps along your journey to practice ownership and a successful grand opening.
Keep in mind, every new practice timeline will be different, and some of these items may take longer than indicated below. As always, our Associates are here to help you chart the best course of action for your unique situation.
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6-12 Months Before Opening
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Central to the success of your practice build-out is your team. Your initial team – architects, builders/contractors, realtors, etc – set the foundation for your journey. Our team has the knowledge and resources to connect you with the right agencies to successfully navigate this key step in your journey.
- Secure your location
- Develop your business plan
- Prepare a budget
- Select an attorney, a CPA that specializes in dental, and a financial planner
- Review your lease (or purchase agreement) with an attorney
- Develop your office design
- Determine equipment needs with your Burkhart Equipment Specialist
- Secure financing
- Determine the office phone system and obtain a phone number
- Write your vision statement
- Establish a business checking account and activate a business credit card
- Determine a bookkeeping method and establish your chart of accounts
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3-6 Months Before Opening
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- Notify your state dental board of your address and phone number
- Notify the Drug Enforcement Agency (DEA) of the new address and phone number
- Register for your business license with the City Clerk’s office in the city of your practice location
- Request a Tax Payer Identification Number (TIN)/Employer Identification Number (EIN)
- Request an inspection and one-time Pressure Vessel Permit for your Air Compressor (See your dental equipment representative first, as this isn’t necessary with some smaller compressors)
- Get started on your office policy manual
- Select your practice management software and take the initial training
- Determine which insurance plans you will contract with directly
- Complete the insurance credentialing process
- Obtain professional liability, life, and overhead protection policies
- Secure general liability and renters or comprehensive building policies
- Obtain workman’s compensation policy
- Obtain health and disability policies
- Develop a marketing plan
- Burkhart clients – set up a complimentary coaching call with the Practice Support Team to discuss dental insurance plans, office policy manual, practice vision, or your marketing plan
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5 Months Before Opening
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- Develop a marketing plan
- Design website
- Finalize office design
- Order large dental equipment (or one month before construction begins)
- Create a fee schedule
- Negotiate with insurance plans you wish to contract with
- Establish an account with a printing company for printing needs.
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4 Months Before Opening
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- Order small dental equipment
- Download practice act for your state with allowable procedures for dental assistants and dental hygienists
- Establish an account with a medical gas supplier, if needed
- Select compliance partners for OSHA/HIPAA/CPR and first aid training
- Establish a waste management account
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3 Months Before Opening
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- Finalize the office policy manual
- Create job descriptions
- Meet with a Burkhart Account Manager to start dental supply order
- Interview and hire front office staffing
- Join national and state dental associations
- Purchase malpractice and liability insurance
- Meet with CPA to develop your operating and personal budget
- Incorporate front office systems
- Develop a marketing plan
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2 Months Before Opening
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- Order office supplies
- Launch website and establish a social media presence
- Order patient informational handouts and post-op instructions
- Meet with local specialists to develop referral partners
- Determine lab partners you will use
- Determine janitorial and uniform services
- Establish the credit card processing system
- Determine signage
- Register your x-ray machine(s)/laser(s) and obtain a Radiation Machine Registration within 30 days of installation
- Establish fire extinguisher testing and certification service
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1 Month Before Opening
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- Place initial dental supply order with a Burkhart Account Manager
- Put together your emergency medical kit and supplies
- Interview and hire a dental assistant (possibly RDH if you purchased charts or have an existing patient base)
- Equipment support to train dental assistant
- PMS support to train team
- Determine scheduling protocols
- Plan open house for referring dentists, if a specialist
- Launch marketing campaign
- Network with local businesses
- Burkhart clients – set up a complimentary coaching call with the Practice Support Team to discuss interview tactics for clinical staff and scheduling
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3 Months After Opening
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- Initial team meeting to share vision and philosophy of care
- Establish a patient satisfaction survey
- Focus on the front office, practice systems, and staff training
- Check how your practice is performing, request a Practice Analysis from the Practice Support Team
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6 Months After Opening
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- Focus on the front office, practice systems, and staff training
- Evaluate marketing ROI and adjust as needed
- Review patient satisfaction surveys
- Check how your practice is performing, request a Practice Analysis from the Practice Support Team
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9 Months After Opening
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- Focus on the front office, practice systems, staff training, and marketing ROI
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12 Months After Opening
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- Focus on the front office, practice systems, staff training, and marketing ROI
- Complete an annual Practice Analysis