How to Successfully Onboard an Associate Dentist

Bringing a new associate dentist into your practice is a major milestone. Whether you're expanding your clinical services, improving hygiene check efficiency, or creating better work-life balance, a successful onboarding process is crucial to maintaining team harmony and patient trust. However, if not handled correctly, adding an associate can lead to team resistance, inconsistent treatment approaches, and patient confusion. So how do you onboard an associate dentist the right way? Here are 3 key steps to ensure a smooth transition that leads to team buy-in, patient retention, and long-term success!

Step 1: Hire an Associate Who Aligns with Your Clinical and Cultural Model

Many dentists rush into hiring an associate without fully considering how well they fit the practice's existing culture and clinical philosophy. While skills and experience matter, it’s equally important to ensure that your new associate’s treatment philosophy, personality, and work ethic align with your practice’s values.

Where to Find the Right Associate:

• Dental Colleges & Residency Programs: Build relationships with dental schools and residency programs in your area.
• Industry Networking: Connect with your dental reps, specialists, and local study clubs to find strong candidates.
• Team Referrals: Ask your current team if they know a dentist looking for an opportunity.
• Social & Professional Platforms: Use LinkedIn, Facebook groups, and dental job boards to find potential hires.

Key Questions to Ask Before Hiring:

• Does their treatment planning philosophy align with yours?
• Do they have experience with the procedures your practice offers?
• How well do they communicate with patients and the team?
• Will they add value to the patient experience and practice culture?

By taking the time to find the right associate, you’ll avoid future tension and set up your practice for a seamless transition.

Step 2: Host a Team Meeting for Buy-In and Alignment

One of the biggest causes of team resistance when you onboard an associate is lack of communication. Many teams fear that a new doctor will change their workflow, steal patients, or lower clinical standards.

To eliminate these fears, hold a team meeting before the associate starts to:

• Introduce the new associate’s strengths and why they were chosen.
• Open the floor for team questions and concerns.
• Provide scripting for team members so they know how to introduce the associate to patients.
• Set expectations on patient distribution, hygiene exams, and clinical workflow.

Example Team Meeting Agenda:

1. Welcome & Introduction: Explain why the associate was selected.
2. Team Q&A Session: Allow the team to ask questions and share concerns.
3. Patient Communication Training: Provide verbiage for introducing the associate to patients.
4. Clinical & Administrative Workflow: Clarify how the associate will integrate into the practice.

Bonus Tip: Ask your team, "What can we do to help our new associate succeed?" This encourages collaboration and support, making the transition easier for everyone.

Step 3: Implement a Structured 30-60-90 Day Onboarding Plan

Without structured onboarding, an associate’s first few months can feel disorganized and stressful—leading to frustration for both the doctor and the team. A well-defined plan ensures smooth integration and rapid productivity.

Key Components of a Successful Onboarding Plan:

• Dovetail Shadowing: The associate should observe you for a procedure, then you observe them for the same procedure to ensure consistency.
• Weekly Clinical Calibration Meetings: Discuss treatment planning philosophies, review X-rays, and align on case acceptance strategies.
• Lead Assistant Assignment: Having a dedicated assistant helps new associates integrate faster and ensures clinical consistency.
• Regular Check-Ins: Hold weekly and monthly meetings to provide feedback and address concerns early.

Example 30-60-90 Day Associate Plan:

First 30 Days

• Shadowing and calibration with lead doctor and hygiene team.
• Limited patient load to build confidence.
• Weekly feedback sessions.

Days 31-60

• Increased patient load with direct mentorship.
• Formal review of treatment plans for consistency.
• Team check-ins to address any concerns.

Days 61-90

• Full patient schedule with ongoing support.
• Monthly clinical calibration with the team.
• Goal-setting and performance review with lead doctor.

By slowly integrating the associate, rather than overwhelming them from day one, you set them up for long-term success and patient trust.

Onboard an Associate Dentist for Long-Term Success

Bringing an associate dentist into your practice is a growth opportunity, but only if done correctly. By following these 3 critical steps:

1. Hire an associate that aligns with your practice’s culture and clinical model.

2. Host a structured team meeting to ensure buy-in and patient retention.

3. Implement a 30-60-90 day onboarding plan with structured check-ins and feedback.

This way, you can avoid team tension, ensure clinical consistency, and create a productive, happy work environment for everyone!

Schedule a call, and let us help ensure a smooth, stress-free transition.

Check out our Podcast for more actionable tips on leadership, practice growth, and team management!