Tips from our partner Direct Dental to keep your practice running when you’re down a team member (or two).
Whether your practice is growing faster than expected or you just lost a key team member, being short-staffed can feel overwhelming. You’re trying to keep patients happy, manage the schedule, and support your remaining team all while staying sane.
Here’s a practical guide to help your dental practice get through those tough staffing days.
Step 1: Cross-Train Your Team
One of the best ways to protect your practice during staffing shortages is to cross-train everyone on your team.
- Front office team members should know how to flip rooms, sterilize instruments, and assist with suction if needed.
- Back office staff should feel comfortable answering phones and checking patients in and out.
Many offices even have their front office staff wear scrubs so they can jump in when needed. Flexibility like this goes a long way when you’re shorthanded.
Step 2: Utilize Temps, And Build Relationships with Them
Dental temps can provide much-needed relief and support during busy or understaffed days. When you find temps who work well with your team, save their contact info and schedule them in advance when you know coverage will be needed.
Even better? Some temps are open to long-term roles. If someone is a great fit, consider inviting them to stay on.
Step 3: Outsource What You Can
Front office teams often carry the heaviest load when a practice is short-staffed. To lighten it, consider outsourcing tasks like:
- Insurance verification
- Billing and collections
- Phone answering
There are reliable services available that can handle these responsibilities, giving your team more time and space to focus on patients and in-office support.
Step 4: Communicate With Your Team
When things are tough, communication is key.
- Let your team know how much you appreciate their extra effort.
- Keep them updated on your hiring progress.
- Share any changes you’re making to support them.
A quick “thank you” can go a long way in boosting morale and helping your team feel seen and supported.
Step 5: Lighten the Schedule (If You Have To)
Nobody wants to reduce production, but in some cases, it’s the right move. If your team is at risk of burnout or you’re consistently running behind, consider lightening the schedule temporarily.
A slower day with excellent patient care is always better than a packed day with a stressed-out team.
Where to Find Dental Temps
Pre-2020, it was easy to call a local temp agency and get same-day help. These days, you may need to try several avenues to find coverage.
Online Temp Platforms
There are dental temp services that connect you directly with professionals in your area. Some don’t even charge daily rates or placement fees.
Facebook Groups
Search “Dental Hygienists [Your City]” or “Dental Assistants [Your City]” and join the local groups. Post your temp request and respond to comments.
Local Agencies
If there’s still a temp agency in your area, give them a call. Just be sure to confirm everything in advance.
Ask Your Network
Your current team, past employees, or study club peers may know great temps looking for shifts.
Job Boards
If your shift isn’t immediate, post your temp job online. Be clear about the dates and that it’s a temporary position.
Onboarding a Temp the Right Way
Once you’ve confirmed a temp, send them the basic details:
- Dates and start/end times
- Office address and parking info
- Dress code
- Required licenses/certifications
- Rate of pay
- Any paperwork or ID requirements
- Overview of the role and expectations
Once they arrive and their shift begins, confirm that licenses and certifications are current, and gather any necessary onboarding documents.
Requirements vary by state, but this list is a solid starting point:
- Verify certifications/licenses and make copies
- I-9
- W-4
- State tax withholding form
- Emergency contact information
- Job description
- Employee handbook acknowledgment
- Direct deposit info or paycheck setup
- Wage notice (if applicable in your state)
- HBV declination form (if applicable)
- Sick leave notice (if applicable in your state/county/city)
While employing temps is great for your practice. You need to make sure you do it correctly. Partnering with a HR company that specializes in dentistry and employing temps is key.
Help Your Temp Succeed (and Want to Come Back)
On the day of the shift, make the temp feel welcome:
- Give a quick tour (breakroom, bathrooms, supplies, equipment)
- Introduce them to the team (name tags help!)
- Review the schedule and expectations
- Let them know who to go to with questions
- Alert them to any “problem” patients or quirks
- Let your patients know there’s a new face today
- Include them in lunch, treats, or team activities
- Say thank you, and let them know they did a great job
If you’d like them to return, tell them! Keeping a go-to list of favorite temps will make your life much easier next time coverage is needed.
Final Thoughts
Being short-staffed isn’t easy, but with the right support and systems in place, you can get through it while still delivering excellent care.
Cross-train your team. Use temps wisely. Outsource strategically. Communicate often. And show appreciation at every step. Small actions can make a big impact on your patients and your team.
Smiles,
Holli Perez
DirectDental
Holli Perez is the Co-Founder and Chief Marketing Officer of DirectDental, a leading dental staffing platform. She also serves as the Head of Dental Recruitment at Henry Schein, where she helps practices nationwide find and retain top talent. With years of experience in dental hiring and marketing, Holli is passionate about streamlining the recruitment process for both practices and professionals.
