New associate onboarding checklist

Before day one: credentialing and licensing

• Payer credentialing starts the week the employment agreement is signed. Often missed
• Every plan the practice participates in, including leased and umbrella networks, is listed, with a decision on which ones the associate must join.
• The associate's CAQH ProView profile is complete, attested and has current documents uploaded.
• The associate's individual NPI is confirmed and linked to the practice's group NPI and tax ID where payers require it.
• The state dental license is verified as active and unrestricted with the state board, along with any sedation or anesthesia permits.
• DEA registration covers this state and practice address, plus any state controlled-substance registration your state requires.
• One named person tracks every application: submission date, confirmation number and next follow-up date. Often missed
• Each payer has been asked for the effective date in writing and whether a retroactive effective date is possible.
• A written rule says how the associate's patients are scheduled and billed under plans that are not active yet.

Before day one: HR and legal

• The employment agreement is signed, with compensation method, benefits and any restrictive covenants reviewed by your attorney.
• Malpractice coverage is confirmed in writing: who pays, the limits, and who covers tail coverage if the associate leaves.
• References are checked, and the state board's license lookup shows no open discipline.
• Form I-9 is ready: the associate completes Section 1 by the first day, and you complete Section 2 within three business days of the start date.
• W-4, state withholding and direct deposit forms are ready.
• Benefits, paid time off and any CE allowance are explained in writing.
• Hepatitis B vaccination will be offered after bloodborne pathogens training and within 10 working days of starting clinical work. Often missed

Before day one: systems and schedule

• The associate is set up as a provider in practice management, with the correct fee schedules and production tracking.
• Unique logins exist for practice management, imaging and email, each with the access level the role needs.
• E-prescribing is set up, including identity proofing and two-factor credentials if the associate will prescribe controlled substances electronically.
• The schedule template is built with the associate: appointment lengths, procedure mix, new-patient and emergency blocks.
• The operatory, instruments and preferred materials are ready, and lab accounts carry the associate's name and prescription preferences.
• The patient announcement, website bio and team introduction are planned.

Week one

• Office tour and introductions, including who to ask for what.
• HIPAA training completed and documented.
• OSHA bloodborne pathogens and infection control training completed and documented before clinical work begins.
• Practice management training: scheduling, charting, treatment planning and clinical notes.
• Clinical protocols reviewed: materials, charting standards, referral patterns and the specialist list.
• Medical emergency procedures, kit location and team roles walked through in person.
• Treatment presentation process agreed: who presents fees, financing and insurance estimates.
• The associate knows which plans are active for them yet and which patients they can see now. Often missed
• Rules set for after-hours emergencies, phone consults and when to escalate to the owner.

First 30 days

• The schedule starts lighter and adds volume each week as speed and systems settle.
• A short daily check-in with the owner or office manager for the first two weeks.
• The owner reviews a sample of charts and treatment plans with the associate.
• Written 30-, 60- and 90-day goals are agreed for production, case acceptance and chart completion, based on the associate's actual schedule rather than a generic target.
• Credentialing status is checked weekly, and scheduling rules change as each plan goes live.
• A 30-day review is held and notes are kept.

Days 31–60

• Hygiene exams and new patients are routed to the associate to build their book.
• Production and case acceptance are reviewed against the 30-day goals, and the goals are adjusted if needed.
• The associate has seen a compensation statement and agrees with how it is calculated, including any lab fee deductions. Often missed
• Any payer still not active has been escalated with provider relations.
• A 60-day review is held and notes are kept.

Days 61–90

• The associate carries a full schedule, or there is a named plan for the remaining gaps.
• Every payer is active, or there is a documented plan for any still pending.
• The 90-day review covers what is working and what is not and sets goals for the next quarter. Both of you sign it.
• The associate's feedback on onboarding is collected and used to fix this checklist for the next hire.