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You hired a new team member in your orthodontic practice. Now what?

New Hire Onboarding Checklist for Orthodontic Practices

Train faster. Build trust. Strengthen your team from Day One.

Download your printable or digitally-editable checklist for your practice

Pre-boarding Checklist (Before Day One)

Goals: Prepare new hires and set expectations to reduce anxiety and day-one confusion

☑︎ Send a welcome email with:

    • Start time and location
    • Parking details and dress code
    • First-day agenda

☑︎ Confirm completed paperwork:

    • W-4, I-9
    • Direct deposit
    • Etc

☑︎ Share digital copies of:

    • Office handbook
    • Code of conduct
    • HIPAA & OSHA overview

☑︎ Set up ,when applicable:

    • Email login
    • Practice management software credentials
    • Computer and equipment access

☑︎ Assign an onboarding buddy and be sure this contact knows their responsibilities

Day One Onboarding Essentials

Goals: Set the tone for team connection and workplace confidence

☑︎ Greet new hire and tour the facility (front desk, clinic, treatment rooms, treatment coordinator area, sterilization, admin offices, break room, etc.)

☑︎ Team introductions (clinical and admin)

☑︎ Explain team structure and roles:

  • Who supervises whom
  • Who to go to with questions
  • Department responsibilities (front desk vs. clinical vs. leadership)

☑︎ Conduct orientation:

  • Company mission, core values, and tone of patient care
  • Expectations for professionalism and communication
  • Daily schedule and office safety policies

☑︎ Ensure access to:

  • X-ray login (if applicable)
  • Imaging software
  • Communication tools (inter-office chat, email, etc.)
  • Trapezio training hub

☑︎ Walk through emergency procedures (location of eyewash station, defibrillator, fire exits)

☑︎ Begin basic systems training (PM software, scheduling system, etc.)

☑︎ Lunch with supervisor or onboarding buddy

Week 1-3 Milestones For New Hires

Goals: Establish workflow familiarity, kick off job training (team members’ progress can be monitored in the Trapezio dashboard), establish early compliance, and baseline performance. 

Here is a recommended list of training by job role: 

☑︎ Orthodontic Assistants:

☑︎ Digital Lab Coordinator:

☑︎ Records Tech & Sterilization:

☑︎ Treatment Coordinator:

☑︎  Front Desk Coordinator:

☑︎  Financial Coordinator:

☑︎  Office Manager:

☑︎ Complete HIPPA training (when required)

☑︎ Observe or shadow key procedures:

    • Patient check-in and check-out
    • Chairside flow or scheduling flow

☑︎ Begin supervised hands-on tasks (where appropriate)

☑︎ Set up the first performance check-in

☑︎ Introduce CE tracking expectations (if applicable)

30-Day Performance Review For New Orthodontic Hires

Checklist Items:

☑︎ Complete role-specific tasks with decreasing supervision

☑︎ Evaluate progress of role-specific online training (Team members’ progress can be monitored in the Trapezio dashboard)

☑︎ Review emergency procedures (location of eyewash station, defibrillator, fire exits)

☑︎ Reinforce team communication expectations

☑︎ Demonstrate consistent use of customer service principals outlined in the Academy of Customer Service 

☑︎ Confirm all required certifications (e.g., X-ray, CPR) are verified and on file

☑︎ 30-day performance review with feedback opportunity

 

90-Day Performance Review: Integration & Growth

Goals: Transition from onboarding to ongoing development

Checklist Items:

☑︎ Evaluate progress of role-specific online training (Team members’ progress can be monitored in the Trapezio dashboard)

☑︎ Demonstrate consistent use of office systems and SOPs

☑︎ Understand role in patient handoff and case flow

☑︎ Participate in a team huddle or case review

☑︎ Outline next steps in professional development (CE, expanded functions, etc.)

☑︎ Final onboarding check-in and feedback collection

☑︎ Remove onboarding buddy support and transition to full autonomy

Download your printable or digitally-editable checklist for your practice