The Huddle, The Hygiene Exam, and the Handoff
At our dental practice, we place a strong emphasis on patient relationships and health through great care and co-discovery. Our goal is to keep our patients for a lifetime.
A well-planned day with smooth transitions helps nurture these relationships by making patients feel cared for and ensuring the office appears organized and efficient. We developed these protocols together as a team, creating a sense of ownership and acceptance of change.
We focus on three things throughout the day: the morning huddle, the hygiene exam, and the patient handoff to the front desk team.
The Huddle
Each day begins with a morning huddle 20 minutes before the first appointment. The team and doctors review the day’s schedule and patient details during this meeting.
The huddle starts with a positive greeting, followed by a moment for team members to share positive events or wins from the previous day. A motivational quote or uplifting story sets the tone for a productive day. The team then reviews the schedule, noting personal details about patients to enhance their experience and show genuine care.
Hygienists discuss each patient, identifying any uncompleted treatments or concerns and planning x-rays or photos for co-discovery with the doctor. They also confirm which patients need pre-medication or updated health history forms.
Assistants review their schedules, asking questions about treatments, materials, or special circumstances. They check patient charts for necessary pre-op images, scans, or impressions.
The administrative team discusses outstanding treatment plans, patient collections, and information about new patients. Any unfinished business from the previous day is also addressed. The team determines optimal times for emergencies, lunches, and breaks, ensuring a smooth workflow and efficient patient care.
The Hygiene Exam
The hygienist notifies the doctor when an exam is needed during hygiene exams. Visual aids, such as images displayed on a screen, help facilitate co-discovery with the patient. The hygienist leads the conversation when the doctor enters the treatment room, summarizing the patient’s visit and relevant findings.
Medical history updates are reviewed, and doctor findings are charted. The reason for the patient’s return visit is clarified, whether for ongoing monitoring, other necessary evaluations, or restorative work. When discussing treatment or concerns, the doctor maintains eye contact, uses simple and clear language, and reassures the patient while encouraging questions.
Before leaving the room, the doctor ensures that the patient and hygienist have addressed any remaining questions. The hygienist then reviews the visit, recommends treatments with the patient, schedules their next recare appointment, and informs them that the front desk will handle additional bookings. Documentation of the discussion is recorded in the patient’s chart before escorting them to the front desk for a handoff.
The Handoff
The handoff process ensures continuity of care and reinforces the importance of patient relationships. The hygienist formally introduces the patient to the front desk administrator, summarizing their visit, scheduled appointments, and treatment plans.
For example, the hygienist might say, “Hi [front desk admin’s name], this is [patient’s name]. She had her three-month recare today with x-rays. I scheduled her next recare visit, and her RTR is to evaluate tooth #4. Her next visit with Dr. [name] is for a crown on tooth #3, and he would like two hours for the procedure.”
The hygienist then asks if the patient has any final questions, expresses appreciation for their visit, and transitions their care to the administrative team.
Strengthening Protocols Through Team Collaboration
To ensure consistency and team involvement, holding a meeting where everyone collaborates on refining the protocols for the huddle, hygiene exam, and handoff is beneficial. Allowing team members to contribute to the process makes them feel invested rather than simply following directives.
When these steps are consistently followed, the team and patients will expect and appreciate a structured and reliable approach at every visit.
About the Author
Donna Nucera, MAADOM
Donna began her career in the dental field in 1985 with an after-school job. She has worked as an assistant and on administrative teams over the years and transitioned to Office Manager at Upper Montclair Dental Associates in 2022.
Donna received her FAADOM in 2023 and her MAADOM in 2025.
