Hey everyone! While this blog subject is certainly niche, it’s one I’m very excited about because it’s the first in a small series that we’re doing this year: Organizing for Specific Businesses. Since starting Sorted Out^® in 2004, I have recently been thinking about the countless projects we’ve done for clients with incredibly unique businesses and specific needs. I realized that people may not even know that we are capable (and highly qualified!) to organize these insanely niche spaces, so I plan to immediately remedy that with this behind-the-scenes series!

Over the next few months, I hope to provide tips, a glimpse into our processes, and success stories from a range of niche business projects we’ve completed in the past. We have had so much fun working with various clients and ALL their drastically different businesses, but we’re going to start the series off with everything you need to know about organizing a dentist’s office!

You should aim for a minimalistic approach when it comes to the reception area of your office. Declutter all surfaces and only keep daily-use items (i.e., computer, phone, appointment book, etc.) on the desk. Avoid piles of paper whenever possible and go digital when able for both scheduling and record keeping to keep clutter under control.

Clearly label desk drawers/file cabinets for items such as forms, insurance information, referrals, and supplies. Have a patient flow system with clear check-in/check-out paths to avoid patient crowding. Use minimal signage to avoid overwhelm and anxiety. Further create a calming environment in your reception area with soft lighting, plants, and neutral colors.

If allowed by regulations, move to digital storage when possible. Scan old records and keep those stored digitally. Have a consistent naming system for paperwork, such as patient records, X-rays, etc. For sensitive documents (HIPAA compliance), ensure you always use secure storage. At the end of each week, go through and purge unnecessary paperwork/printouts to avoid build-up.

Your patients are the primary concern in the treatment rooms of your dental office, so keep them in mind when organizing! The goal is to create an environment that is productive, efficient, clean, and consistent.

Patients typically don’t want to walk into a treatment room and have the variety of tools about to be used on them sitting in plain sight. Have a standard location/room/area for all operatory tools so they are always located in the same place. This makes them easy to locate and access during treatment, thus making you more efficient. Use drawer dividers for small tools, disposables, etc. Keep countertops clear by using wall-mounted holders and only having daily-use items in the room (store extras elsewhere).

Ideally, you want a Dirty – Clean – Sterile “flow” in any sterilization area! Make sure each zone is marked to avoid confusion or mix-ups; clearly label all bins, shelves, and equipment. Implementing a color-coded system is also helpful. For example, use red for storage containers that will hold “Contaminated Items” and use green or blue containers for all “Clean Instruments” storage.

Post a daily checklist on the wall for compliance and consistency with sterilization and all required supplies/processes. Avoid overstocking; it will slow down workflow and allow more opportunities for mistakes in this space.

Have an area for lockers or bins, so staff members can keep personal items out of workspaces and out of work areas during their time in the office. Designate a specific break area and keep it clutter-free to show your staff that their comfort is important to you. Organize the space and include disposable cutlery/dishes for those who might need it, along with a refrigerator and microwave, tables/chairs, etc.

Create a rule that anything brought into the break room must leave the same day. This avoids spoiled foods, dirty dishes, etc., building up over time. Create a centralized bulletin board for schedules, announcements, and reminders so staff are always certain where information pertaining to them can be found.

Be consistent! Consistency is the key to office cleaning and maintenance. Have a daily/weekly/monthly cleaning checklist and ensure these checklists are posted clearly. (The sterilization station likely needs to be cleaned and restocked every evening, whereas the supply storage closet/cabinet/space may only need to be checked monthly if inventory is properly managed.) Assign cleaning responsibilities and rotate these duties each week, so one person isn’t in charge of doing it all. This helps avoid burnout and keeps staff happy!

You share this space with several employees every day, and it’s important that you don’t simply expect them all to have the same organizational standard you have; they need training! Train all new staff on where everything goes on their first day. Educate them about your sterilization flows, break room rules, and inventory processes. Encourage staff to return items immediately after use to create healthy habits. Do a quarterly audit of your processes and organization to get feedback from your team on what’s working and what could be improved.

I hope that you enjoyed this “peek behind the curtain”! If you’re a dentist and found the above advice helpful, have more questions, or would like us to come in and assist with an office overhaul, please reach out. Not a dentist? Check back in next month to see what specialized business we’ll organize next; it just may be similar to yours!

Looking forward to hearing from you,

Tonia