By: Dawn Patrick, Dental Practice Coach + Director of Operations IgniteDDS
Managing a dental practice comes with its fair share of challenges—especially when it comes to holding your team accountable. Too often, practice owners and managers find themselves frustrated when tasks aren’t completed, patient care falls through the cracks, or team members don’t meet expectations. But here’s the secret: clear agreements remove the emotion and drama from accountability.
When you establish written agreements about job roles, responsibilities, and patient care standards, you shift difficult conversations from personal attacks to professional expectations. Instead of saying, “You never follow through,” you can say, “We agreed that this would be done—let’s figure out what went wrong and how to fix it.”
In this blog, we’ll walk through:
✅ Why agreements matter
✅ How to create agreements that stick
✅ Examples of verbiage to use
✅ Common mistakes to avoid
✅ Steps to ensure accountability without drama
Let’s dive in!
Why Agreements Matter in Your Dental Practice
Without clear agreements, misunderstandings thrive. Team members might say, “I didn’t know that was my responsibility,” or “I thought someone else was doing that.” When there are no documented expectations, accountability becomes subjective, and emotions can escalate.
✅ Agreements create clarity – Everyone knows exactly what’s expected of them.
✅ Agreements remove emotion – It’s about the role, not the person.
✅ Agreements improve patient care – Consistency in processes leads to better experiences.
✅ Agreements build team confidence – People perform better when they know their responsibilities.
Example:
Without an agreement: “Why didn’t you verify this patient’s insurance benefits?” (Leads to defensiveness)
With an agreement: “We agreed that all new patient insurance benefits would be verified 48 hours before their appointment. What happened?” (Leads to problem-solving)
How to Create Effective Agreements with Your Team
1. Be Clear & Specific
Avoid vague statements like “Assistants should help with patient flow.” Instead, define what that means: “Assistants will seat patients within 5 minutes of arrival and ensure all instruments are ready before the doctor enters.”
2. Get Team Input
Agreements shouldn’t feel like orders. Bring your team into the conversation so they feel ownership over the process.
Example: “We want to ensure every patient leaves with their next appointment scheduled. How can we make this a seamless process?”
3. Put It in Writing
Verbal agreements are easily forgotten. Document them in a shared space (team handbook, digital checklist, etc.).
4. Review & Adjust Regularly
An agreement that worked last year might need tweaking as your practice grows. Review them quarterly.
5. Hold Team Members Accountable
If an agreement is broken, address it immediately using the agreement itself as the framework.
Verbiage Examples for Setting Agreements
Here’s how to frame agreements in a way that encourages team buy-in:
Instead of: “You need to be on time.”
✅ Say: “We agree that all team members will be in their assigned positions at least 5 minutes before the first patient to ensure a smooth start to the day.”
Instead of: “You forgot to confirm the patient’s insurance.”
✅ Say: “We agreed that all insurance verifications would be completed 48 hours before the appointment. Can you walk me through what happened?”
Instead of: “You need to be nicer to patients.”
✅ Say: “We agreed that every patient is greeted with eye contact, a smile, and a warm welcome when they enter. Let’s talk about how we can make this more consistent.”
These approaches prevent finger-pointing and instead foster problem-solving.
What NOT to Do When Implementing Agreements
❌ Don’t make agreements one-sided – Ensure the whole team has input.
❌ Don’t assume agreements will be remembered – Document them.
❌ Don’t enforce selectively – All team members (including leadership) must follow agreements.
❌ Don’t let broken agreements slide – Address them immediately.
❌ Don’t let emotion take over – Stay professional and focused on solutions.
How to Hold Your Team Accountable Without Drama
Once agreements are in place, how do you ensure they’re followed?
1. Address Issues Immediately: When an agreement is broken, waiting too long allows resentment to build. Have a quick conversation the same day when possible.
2. Ask, Don’t Accuse: Instead of saying, “Why didn’t you follow the agreement?” ask, “I noticed the agreement wasn’t followed today—was there an obstacle that got in the way?”
3. Reinforce the Positive: If a team member corrects a mistake, recognize their effort: “I appreciate you getting back on track with confirming insurance on time. It makes a big difference!”
4. Have Monthly Check-Ins: A quick 15-minute meeting to review what’s working and what needs improvement keeps agreements top-of-mind.
Real-Life Example: Agreements in Action
The Problem: Patients were frequently leaving without scheduling their next visit.
The Agreement: “All team members agree that every patient will be asked to schedule their next appointment before leaving.”
The Follow-Up: If a front desk team member forgets, the conversation is, “We agreed on scheduling every patient. What can we do to make this a habit for you?”
After implementing this agreement, the practice’s reappointment rate increased by 25%!
Final Thoughts: Agreements Lead to Success
When agreements are in place, accountability feels natural—not confrontational. Your practice will run smoother, your team will be happier, and patient care will be more consistent.
Start today! What’s one agreement you can implement this week to create clarity and accountability in your practice? Drop a comment below!
#DentalLeadership #TeamAccountability #NoMoreDrama #PracticeSuccess
