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

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

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