De Novo Practice Checklist
127 Tasks Across 10 Phases
In Progress: 0Done: 0Remaining: 127
0 of 127 tasks done (0%)
PHASE 1: PLANNING AND LEGAL FOUNDATION
▼
1Define your vision and business plan
2Research and select the location
3Submit letter of intent to landlord and negotiate
Ask dental equipment specialist to visit the site, verify measurements and confirm the space is suitable for your purpose. This preliminary evaluation and floor plan design are important. Most reputable dental equipment companies provide this free of charge to build a relationship with dentists.
4Establish the legal entity
5Obtain Federal Tax ID (EIN)
6Obtain State Tax ID
7Draft and execute partnership agreement (if applicable)
8Draft buy-sell agreement (if partnership)
9Apply for the practice loan
10Decide on the practice name
11Register the fictitious or assumed business name, if required.
12Set up practice email addresses
PHASE 2: DESIGN AND CONSTRUCTION
▼
13Review the lease with legal expert
14Sign and execute the lease
15Hire an architect and create the floor plan
16Work with structural engineers
17Work with mechanical engineers
Electrical engineering: operatory power, sterilization, equipment loads
Plumbing: operatory waterlines, sterilization sink, air and vacuum lines
Sprinkler system modifications if required
Work with HVAC engineer
Nitrous oxide plumbing (if applicable)
18Hire an interior designer
Define office theme, color palette, and patient experience
Specify locations of electrical outlets, data ports (Cat5/Cat6), and switches
Specify TV locations in operatories and waiting room
Specify utility room layout and equipment locations
Select flooring, paint, ceiling design, and lighting
Select faucets, sinks, restroom fixtures
Select doors, hardware, cabinet design and color
Select window treatments and accessories
19Send plans to multiple contractors for competitive bids (minimum three)
Contractor 1 bid and reference check
Contractor 2 bid and reference check
Contractor 3 bid and reference check
20Finalize and execute the contractor contract
21Apply for construction permit from the city
22Begin construction
23Design the signage and get approval from the landlord
24Apply for city signage permit
25Obtain physicist report for X-ray equipment (when required by state or city)
PHASE 3: LICENSING, COMPLIANCE, AND INSURANCE - START IMMEDIATELY
▼
26Notify your state dental board of the new place of practice (most states require notification when opening a new location)
27Apply for NPI number (National Provider Identifier)
28Obtain DEA registration
29Obtain any registration required by city, county or state
30Anesthetic permit
31Register with your state prescription drug monitoring program (PDMP) if required
32Apply for additional office permit from the Dental Board (if applicable)
33Apply for city business license
34⚠ BEGIN INSURANCE CREDENTIALING - DO NOT DELAY (3 to 6 months, start now)
Commercial PPO insurances (if applicable)
State sponsored coverage Medicaid (if applicable)
HMO (if applicable)
35Set up HIPAA compliance program
36Set up OSHA compliance program
37Set up cybersecurity and data breach response plan
38Obtain malpractice insurance for each dentist
39Obtain general liability insurance
40Obtain workers compensation insurance
41Obtain property and equipment insurance
42Obtain business interruption insurance (if applicable)
43Obtain business overhead expense insurance (if applicable)
44Review professional liability tail coverage if leaving prior employer
PHASE 4: FINANCIAL INFRASTRUCTURE
▼
45Open business bank account
46Register with EDD (state unemployment insurance, if applicable)
47Establish payroll account and payroll processing
48Set up employee benefits: health, dental, disability, 401(k) if offering
49Open merchant account for credit card processing
Visa and MasterCard processing
American Express
PCI compliance setup
50Set up third-party patient financing
51Hire a CPA that is knowledgeable and you trust
52Open a business credit card in the entity name and establish vendor credit accounts
PHASE 5: EQUIPMENT, TECHNOLOGY, AND FURNISHINGS
▼
53Order dental equipment (order early, lead times can be long)
Air compressor (oil-free, sized for operatory count)
Dental vacuum system
Autoclave / sterilizer
Amalgam separator, either centralized or disposable
Dental chairs, units, and delivery systems
CBCT or Panoramic X-ray
Digital sensor or phosphor plate system
Intraoral X-ray units
Intraoral camera
Composite curing lights
Ultrasonic scalers
High-speed and low-speed handpieces
Ultrasonic instrument cleaner or high-pressure washer
Water distiller (for sterilizer)
Lab equipment if applicable
Intraoral scanner
3D printing (if applicable)
CAD/CAM (if applicable)
Laser (if applicable)
54Order nitrous oxide system (manifold, piping, scavenging)
55Order computers and network infrastructure
Server (if you use cloud software you might not need one, consult with IT)
Workstations (one per operatory plus front desk)
Monitors
Managed ethernet switches, router, firewall
56Order and install high-speed internet (plus backup)
57Select and order phone system (VOIP recommended)
58Order dedicated fax number or electronic fax service
59Order office equipment (printer, copier, scanner, fax)
60Install camera surveillance system
61Install alarm and monitoring system
62Order and install television systems
63Order waiting room and office furniture
64Order and design play area (if applicable)
PHASE 6: SOFTWARE AND CLINICAL SYSTEMS
▼
65Select and purchase dental practice management software
66Set up and configure practice software
67Set up digital charting system
68Set up patient data backup and disaster recovery plan
69Create all patient forms, English and Spanish if applicable
New patient registration form
Medical and dental health history form
HIPAA Notice of Privacy Practices acknowledgment
Informed consent forms by procedure type
Financial policy and payment agreement
Insurance verification authorization
Treatment plan and consent form
70Set up appointment reminder and recall system
71Set up online scheduling (if applicable)
72Create office policy manual and employee handbook
73Create job descriptions for each position
74Select dental lab
75Select and contract with disposal company (medical waste, sharps, amalgam)
76Set up infection control log and spore testing protocol
77Set up radiograph quality assurance log
78Set up after-hours answering service or protocol
PHASE 7: HIRING AND STAFFING
▼
79Develop hiring plan, define positions needed at opening
80Post positions and advertise for hiring
81Interview candidates (structured, consistent questions)
82Conduct background checks
83Verify dental assistant and hygienist licensure with Dental Board
84Execute employment contracts and independent contractor agreements
85Complete all new hire paperwork (I-9, W-4, state forms, direct deposit)
86Conduct HIPAA training for all staff before first patient
87Conduct OSHA training for all staff before first patient
88Conduct practice software training for all staff
89Conduct clinical training and office protocol review
PHASE 8: MARKETING AND COMMUNITY PRESENCE
▼
90Design logo and brand identity
91Launch and optimize website
92Set up Google Business Profile
93Set up Yelp business profile
94Set up social media presence (Facebook, Instagram)
95Implement SEO strategy
96Set up Google Ads / paid search campaign
97Plan and execute direct mail campaign (if it works in your area)
98Evaluate billboard advertising (if applicable)
99Build professional referral network
100Order professional photography and video of the office
101Order business cards and practice stationery
102Plan grand opening event
PHASE 9: CONSTRUCTION COMPLETION AND OPENING PREPARATION
▼
103Obtain Certificate of Occupancy from the city
104Final walk-through with contractor, punch list in writing
105Deep clean the entire office
106Change all locks and issue new keys
107Install dental equipment
108Install and configure computers and network
109Install office equipment
110Install phone system and test all lines
111Install camera surveillance and alarm system
112Furnish waiting room, consultation area, and staff areas
113Set up play area (if applicable)
114Stock dental supplies and instruments
115Stock office supplies
116Order and receive nitrous oxide and medical gases
117Conduct full practice simulation day
118Verify all staff credentials and licenses are confirmed, schedules are set, and team is briefed for opening day
119Post required notices in the office
Dental Board license (dentist and all auxiliaries)
HIPAA Notice of Privacy Practices
OSHA required posters
Employment law posters (minimum wage, workers rights, etc.)
Infection control minimum standards poster
ADA nondiscrimination notice
120Verify all insurance credentialing is complete, call each carrier directly
121Test all systems end to end with a test patient
PHASE 10: GRAND OPENING
▼
122Open for business
123Track key metrics from day one (collections, new patients, no-show rate, overhead)
124Weekly team meetings from the start
125Begin monthly financial review (P&L, collections vs. budget, overhead)
126Begin spore testing protocol: every week, every sterilizer, document every result
127Schedule 90-day post-opening review
Cross off each item when it is complete, not when it is started.
Something is not done until it is done.
A downloadable version is available at www.ddsprivatecapital.com
Something is not done until it is done.
A downloadable version is available at www.ddsprivatecapital.com