How to Prepare Your Office for a Temp (Checklist for Practices)
Bringing a temp into your dental office shouldn’t feel like a scramble.
But for many practices, it does.
The temp arrives…
No one is ready to greet them.
They’re unsure where things are.
The team is already busy.
And just like that, the day starts off on the wrong foot.
The reality is simple:
A successful temp shift isn’t just about filling the role — it’s about preparation.
When your office is set up properly, temps can step in confidently, your team stays efficient, and your patients continue to receive a seamless experience.
In this blog, we’ll walk through a practical, step-by-step checklist to help you prepare your office for a temp — and turn a one-time shift into a long-term working relationship.
Why Preparation Matters More Than You Think
Most practices focus on getting the shift filled.
But what happens after the shift is just as important.
A well-prepared office leads to:
- Smoother workflows
- Less stress for your team
- Better patient experiences
- Higher likelihood of temps returning
As we covered in our blog on
👉 https://sodentaltemps.ca/why-your-shift-isnt-getting-filled-and-how-to-fix-it/
…the experience a temp has in your office directly impacts your future fill rates.
When professionals have a great experience, they come back.
When they don’t, they don’t apply again.
Step 1: Be Ready Before They Arrive
The first 20–30 minutes of the shift set the tone for the entire day.
If a temp walks into confusion, it creates stress immediately.
What to do:
- Ensure someone is designated to greet them at arrival time
- Schedule arrival 20–30 minutes before the first patient
- Have a clear point of contact for the day
This small step makes a massive difference.
High-performing practices like
👉 https://ottawastreetdental.com/
👉 https://www.essexsmiles.ca/
understand that preparation upfront leads to smoother, more productive days.
Step 2: Provide a Quick but Effective Tour
Temps don’t need a full walkthrough of every detail — but they do need to feel oriented.
Tour Checklist:
- Operatories (assigned room)
- Sterilization area
- X-ray setup and supplies
- Where instruments and cassettes are stored
- PPE and infection control setup
- Staff areas (break room, washroom)
👉 The goal: remove guesswork.
When a temp knows where things are, they can focus on patient care — not searching for supplies.
Step 3: Set Clear Expectations
Uncertainty slows everything down.
Temps perform best when they understand exactly what’s expected of them.
Cover:
- Schedule flow for the day
- Type of patients (recall, new patients, etc.)
- Charting and probing expectations
- Booking/rebooking protocols
- Who to go to with questions
Even a 5-minute conversation can eliminate hours of confusion.
Step 4: Create a Simple “Temp Cheat Sheet”
This is one of the most effective — and underused — tools.
A one-page cheat sheet can dramatically improve a temp’s experience.
Include:
- Point of contact
- Common codes used
- How to take X-rays / pan setup
- Where stock and supplies are located
- Sterilization workflow
- What to do during downtime
- How to close down the operatory
- Order of operations for new patient exams
👉 Bonus: Upload this to your SODT profile so temps can review it before arriving.
This level of preparation is what separates average offices from great ones.
Practices like
👉 https://www.sdfamilydentistry.com/
👉 https://hakimdental.com/
prioritize systems and clarity — which is why their teams run efficiently day-to-day.
Step 5: Communicate with Your Team
Your team plays a huge role in the success of the shift.
If they’re not aligned, the temp will feel it.
Before the shift:
- Let your team know a temp is coming
- Assign someone as the go-to support person
- Encourage a team-first mindset
The best shifts happen when:
✔ Everyone communicates
✔ Everyone helps when needed
✔ Everyone works toward the same goal
Temps aren’t just filling a gap — they’re there to support your team.
Step 6: Think Beyond the Shift
One of the biggest mindset shifts for practices is this:
👉 Every temp shift is an opportunity to build a long-term relationship.
When a temp has a great experience, they’re far more likely to:
- Return to your office
- Prioritize your shifts
- Become part of your “roster”
As we’ve discussed in
👉 https://sodentaltemps.ca/dental-temp-agency-improve-efficiency/
consistency leads to better efficiency, less onboarding, and stronger team dynamics.
Step 7: Speed Matters (Before & After the Shift)
Preparation doesn’t stop at the office — it includes how you manage the process.
Before the shift:
- Respond quickly to applicants
- Secure your preferred candidate
After the shift:
- Ensure smooth, timely payment
As we’ve seen across our platform:
👉 Speed = better professionals + higher retention
Dental professionals don’t want to wait days to hear back or get paid.
Step 8: Plan Ahead When Possible
While temps are great for last-minute coverage, the best results come with planning.
From our data shared in:
👉 https://sodentaltemps.ca/dental-temp-shifts-ontario/
Shifts with more notice consistently have higher fill rates and better candidate quality.
This is especially important when planning:
- Vacations
- Maternity leaves
- Busy production days
Step 9: Use Temps as a Growth Tool
Temping isn’t just reactive — it’s strategic.
As highlighted in:
👉 https://sodentaltemps.ca/dental-assisting-temp-short-notice/
and
👉 https://sodentaltemps.ca/dental-temp-agency-vs-hiring-in-house-what-costs-less-long-term/
temps can help you:
- Increase production
- Test potential hires
- Scale your practice without long-term commitments
Final Thoughts
Preparing your office for a temp doesn’t take much time — but the impact is significant.
When you:
- Start the day right
- Provide clarity
- Support your team
- Communicate effectively
Everything runs smoother.
And more importantly:
temps want to come back.
That’s how you move from:
👉 Filling shifts
To:
👉 Building a reliable, consistent extension of your team
✅ Quick Checklist (Save This)
Before the shift:
✔ Post early
✔ Respond quickly
✔ Share expectations
Day of the shift:
✔ Be ready at arrival
✔ Provide a tour
✔ Assign a point of contact
Set them up for success:
✔ Share a cheat sheet
✔ Communicate with your team
✔ Create a welcoming environment
After the shift:
✔ Ensure smooth payment
✔ Build the relationship
📣 Need Help Finding the Right Temp?
We work with 500+ dental professionals and 100+ practices across Southern Ontario to keep chairs filled and teams running smoothly.
