Dental Office Employee Handbook Template

Running a dental practice means navigating complex healthcare regulations while delivering excellent patient care. A dental office employee handbook is essential for documenting HIPAA compliance, infection control procedures, and clinical protocols that protect both patients and your practice.

This guide covers everything you need to include in a dental-specific handbook, plus a free template to get you started.

Why dental offices need a specialized handbook

Generic employee handbooks don't address the unique regulations and clinical requirements of dental practices. The industry has specific needs that standard templates miss:

• HIPAA compliance — Patient privacy requirements, PHI handling, breach notification
• Infection control — CDC guidelines, sterilization protocols, PPE requirements
• OSHA regulations — Bloodborne pathogen standards, exposure control, hazard communication
• Licensing requirements — Scope of practice limitations for different roles
• Controlled substances — DEA compliance for practices that prescribe or dispense
• Patient care standards — Clinical documentation, informed consent, emergency protocols

A dental-specific handbook addresses all of these while helping you avoid regulatory penalties and malpractice exposure.

Download the template

Get started with our free employee handbook template. It includes all the standard sections, which you can customize with dental-specific policies.

This is our general template. Add the dental-specific sections outlined below to make it complete for your practice. Need help? See our step-by-step handbook guide.

Key sections for dental office handbooks

Beyond standard handbook content, dental offices need these specialized sections:

HIPAA compliance policies

HIPAA compliance is mandatory for all dental practices. Your handbook must document:

Privacy policies

• What constitutes Protected Health Information (PHI)
• Minimum necessary standard — only access PHI needed for your job
• Notice of Privacy Practices requirements
• Patient rights (access, amendment, accounting of disclosures)
• Authorization requirements for disclosures

Security requirements

• Workstation security (screen locks, positioning, log-off procedures)
• Password policies and requirements
• Electronic PHI transmission security
• Mobile device policies
• Social media restrictions regarding patients

Breach notification

• What constitutes a breach
• Immediate reporting requirements to Privacy Officer
• Investigation procedures
• Patient notification requirements
• HHS reporting requirements

Infection control policies

Infection control is critical in dental settings due to exposure to blood and saliva. Document these procedures thoroughly:

Hand hygiene

• When to wash hands vs. use hand sanitizer
• Proper handwashing technique and duration
• Before and after patient contact requirements
• After removing gloves

Personal Protective Equipment

• Gloves — when to change, proper removal technique
• Masks — N95 vs. surgical mask requirements, fit testing
• Eye protection — safety glasses or face shields
• Gowns — when required, proper donning and doffing

Sterilization and disinfection

• Instrument classification (critical, semi-critical, non-critical)
• Sterilization procedures and monitoring (spore testing)
• Surface disinfection protocols between patients
• Dental unit waterline maintenance
• Single-use item policies

OSHA bloodborne pathogen requirements

OSHA's Bloodborne Pathogen Standard applies to all dental offices. Required documentation includes:

Exposure Control Plan

• Job classifications with exposure risk
• Schedule for implementing controls
• Procedures for evaluating exposure incidents
• Annual review and update requirements

Sharps safety

• Safer sharps devices and when to use them
• Sharps container placement and maintenance
• Recapping prohibition (or one-handed technique)
• Sharps injury log requirements

Post-exposure procedures

• Immediate response to needlesticks or splashes
• Reporting requirements
• Medical evaluation and follow-up
• Source patient testing (with consent)
• Documentation requirements

Hepatitis B vaccination

• Offer to all employees with exposure risk at no cost
• Declination form requirements
• Post-exposure prophylaxis

Template vs. digital handbook

Dental staff need quick access to clinical protocols and compliance procedures. Consider whether a digital solution better serves your practice:

Frequently asked questions

What should be in a dental office employee handbook?

A dental office handbook should include HIPAA compliance policies, infection control procedures, OSHA bloodborne pathogen standards, patient confidentiality requirements, clinical protocols, front office procedures, and professional conduct standards. Plus all standard employment policies.

Is HIPAA training required for dental office staff?

Yes, HIPAA requires all employees who handle protected health information (PHI) to receive training on privacy and security policies. Training must be provided at hire and periodically thereafter, with documentation maintained for six years. This includes front desk staff, not just clinical employees.

What infection control policies should a dental handbook include?

Your handbook should cover hand hygiene protocols, PPE requirements (gloves, masks, eyewear, gowns), instrument sterilization procedures, surface disinfection, dental unit waterline maintenance, sharps safety, and exposure control plans per OSHA standards.

Do dental assistants need specific policies in the handbook?

Yes. Document scope of practice limitations (which vary by state), supervision requirements, tasks that require expanded function certification, and radiograph certification requirements. Practicing outside scope of licensure is a serious liability issue.

How do I get staff to acknowledge the handbook?

Have each employee sign an acknowledgement form confirming they've received and read the handbook. For dental offices, maintain separate acknowledgments for HIPAA training and bloodborne pathogen training — these are specifically required by regulators and auditors.