roles & responsibilities

eLEVATE YOUR Practice | ELEVATE YOUR Life

Understanding who does what—and why—in your practice is essential for smooth operations, empowered teams, and sustainable growth. Our Roles & Responsibilities Questionnaire helps clarify expectations, highlight potential gaps, and ensure everyone is aligned and accountable. Whether you're building your dream team or refining your current structure, this is a great starting point for creating a healthier, more efficient practice.

First name

Last name

Write the name of the employee in charge of the responsibility listed. If multiple people share the responsibility, separate names with a comma.

Administrative

Build relationships with community partners and referral sources.

Create and manage strategic business growth plans.

Develop and manage social media campaigns.

Develop budgets, financial strategies, and track KPIs.

Ensure strong team collaboration and clinical excellence.

Hire, train, and retain talented team members.

Implement strategic planning for 5- to 10-year business development.

Lead marketing, branding, and community involvement.

Lead team meetings and conduct regular performance evaluations.

Maintain patient-centered care and satisfaction.

Manage accounts receivable and support financial forecasting.

Manage investment in new technology and equipment.

Manage payroll, employee benefits, and HR compliance.

Manage risk, compliance, and licensing requirements.

Organize community outreach programs.

Oversee staff training and continuing education.

Present and coordinate treatment plans with patients.

Billing & Collections

Ensure compliance with financial policies and guidelines.

Implement strategies to reduce accounts receivable days.

Manage all patient collections and overdue balances.

Manage insurance verification, claims, and appeals to ensure timely reimbursement.

Monitor patient payment plans for compliance.

Prepare financial reports for the office manager or dentist.

Clinical Director

Ensure clinical excellence and lead case reviews.

Ensure quality of care, mentor clinical team, and oversee case acceptance protocols.

Lead clinical team meetings and oversee continuing education.

Clinical Responsibilities

Administer local anesthesia and perform minor surgeries.

Apply sealants and assist in the early detection of oral conditions.

Assist with dental procedures (restorative, surgical, and cosmetic).

Collaborate with assistants and hygienists for efficiency.

Diagnose and treat oral health conditions.

Educate patients on oral hygiene and preventive care.

Educate patients on post-treatment care and same-day treatment opportunities.

Engage in leadership and team-building efforts.

Maintain cleanliness and sanitation of the office, operatories, and waiting areas.

Maintain clinical supplies and inventory.

Monitor and improve fluoride treatment acceptance percentage.

Optimize case acceptance through patient education.

Perform digital scans and bleaching treatments.

Perform laser treatments when applicable.

Perform procedures like fillings, extractions, root canals, crowns, and implants.

Promote and enroll patients in membership and benefit plans.

Sterilize and prepare instruments and operatories following infection control protocols.

Support cosmetic, implant, Botox, and Invisalign procedures.

Take digital X-rays, intraoral scans, and impressions.

Compliance & Risk

Ensure compliance with OSHA, HIPAA, ADA, and radiation safety standards; maintain documentation and staff training.

Ensure hazardous waste is properly disposed of in compliance with safety regulations.

Data & Technology

Oversee practice management and analytics systems.

Track KPIs and manage data reporting tools.

Track KPIs and performance reports using dental analytics tools.

Financial Coordination

Set up and monitor patient payment plans.

Verify insurance, submit claims, manage billing.

Front Desk

Ensure front office supplies are stocked and organized.

Greet and check in patients with a warm welcome.

Maintain social media engagement and patient communication.

Manage Delta HOW (Health through Oral Wellness Plan) sign-ups.

Manage patient financing options and explain payment plans.

Monitor and reduce no-show and cancellation rates.

Schedule and confirm appointments while managing calendar efficiency.

Manage phones, schedules, and new patient flow.

HR

Oversee hiring, onboarding, and HR policies.

Hygiene Lead

Lead hygiene team and manage perio protocols.

Manage hygiene protocols, KPIs, and team continuing education.

Track hygiene performance metrics including perio %, reappointment rate, and prophy mix.

Integrator

Ensure execution of the business plan and alignment with vision.

Execute the vision and manage leadership team.

Lead weekly leadership meetings and manage team leaders.

Oversee day-to-day operations and accountability.

Resolve cross-functional issues and maintain day-to-day accountability.

Janitorial

Ensure emergency supply backups are available.

Lab & Prosthetics

Coordinate with external labs and suppliers.

Ensure timely turnaround of crowns, dentures, and retainers.

Maintain and calibrate lab equipment.

Manage digital and physical lab cases.

Operate CAD/CAM and 3D printing technology.

Marketing

Manage online presence and marketing campaigns.

Direct and evaluate marketing and patient growth strategies.

Multi-Site Management

Manage operations across multiple locations.

Operations

Manage dental and office supply ordering within budget.

Oversee equipment maintenance, service schedules, and ensure all equipment is functional and repaired timely.

Patient Experience

Create 5-star patient experience systems.

Create and maintain a 5-star patient experience, including hospitality protocols.

Gather and act on patient feedback and surveys.

Specialist Coordination

Liaise with specialists for coordinated care.

Supply & Equipment

Maintain inventory levels for clinical efficiency.

Monitor expenses and negotiate with vendors.

Technology

Assist with electronic health records (EHR) management.

Ensure cybersecurity measures and HIPAA compliance.

Maintain dental software and practice management systems.

Train staff on the use of new technologies.

Treatment Coordination

Convert diagnosed treatment into scheduled appointments.

Follow up on unscheduled treatment and present financial arrangements.

Present financials and follow up on treatment.

Virtual Support

Handle digital and after-hours patient support.

Visionary

Develop new opportunities and partnerships.

Drive innovation and identify new opportunities for growth.

Establish and reinforce the culture of the practice.

Set 10-year vision, core values, and strategic direction for the practice.